User Guide

Everything you need to know to get the most out of Odoo Integration for Gmail

download Installation

Prerequisites

  • Chrome Browser: Version 88 or higher
  • Odoo Instance: Version 14.0 or higher (on-premise, Odoo.sh, or Odoo Online Custom plan)

Step-by-Step Installation

  1. Visit Chrome Web Store
    Go to Odoo Integration for Gmail or search for "Odoo Integration for Gmail" in Chrome Web Store.
  2. Add to Chrome
    Click the "Add to Chrome" button and review the permissions requested.
  3. Verify Installation
    You'll see a confirmation message and the extension icon will appear in your Chrome toolbar.
  4. Pin the Extension (Recommended)
    Click the puzzle icon in Chrome toolbar, find "Odoo Integration for Gmail", and click the pin icon.
Note about "Enhanced Safe Browsing": If you see a message saying "This extension is not trusted by Enhanced Safe Browsing", this is normal for newly published extensions. The extension has been reviewed and approved by Chrome Web Store.

settings Configuration

First-Time Setup

  1. Open Gmail
    Navigate to mail.google.com and open any email to view the sidebar.
  2. Enter Odoo URL
    Enter your Odoo instance URL (e.g., https://yourcompany.odoo.com). Use HTTPS and don't include a trailing slash.
  3. Enter API Key
    Log in to Odoo, go to Preferences, click Account Security tab, under API Keys click New API Key, give it a name, select Persistent Key, and copy the key.
  4. Connect
    Click Connect and the extension will verify your credentials.
info API key creation varies between Odoo versions. See the detailed guide for your version →

Updating Configuration

To change your Odoo URL or API key:

  1. Click the menu button (three vertical dots ⋮) in the sidebar
  2. Select Log out
  3. Enter your new credentials

star Features Overview

FREE Plan Free

  • Contact Viewing: View Odoo partner information directly in Gmail
  • Smart Contact Detection: Automatically identifies sender or recipient
  • Email Logging: Log emails to Odoo with attachments
  • Record Creation: Create leads, partners, tasks, and tickets
  • Limited Record Viewing: View first 5 opportunities, tasks, and tickets
  • Refresh: Manually refresh contact data
  • Load Time Indicator: See how fast the sidebar loaded

PLUS Plan Plus

Everything in FREE, plus:

  • Advanced Search: Search across all opportunities, tasks, and tickets (up to 50 results)
  • Contact/Company Tabs: Switch between contact and company information
  • Related Contacts: Find colleagues from the same company
  • Financial Insights: View invoicing, receivables, and payables
  • Settings Panel: Customize visible sections
  • Quote Levels: Control how much conversation history to include when logging
  • Record Grouping: Group opportunities, tasks, and tickets by stage or status
  • Email Participants: View Odoo contact information for all email participants
  • Recent Activities: See recent messages from Odoo's conversations for each contact
  • Notification Organization: Identify and organize Odoo notification emails with module badges, mention detection, and quick-access filtering

credit_card Subscription Management

How to Subscribe to PLUS

  1. Click "Upgrade to PLUS" from the sidebar menu (three dots in the header)
  2. Complete the checkout process at Polar
  3. Receive your license key via email

Activating Your License

Enter your license key in one of these ways:

  • A modal will appear right after checkout - enter your license there
  • Go to Settings > Account > Activate License
  • Click "Upgrade to PLUS" again and select "I already have a license"
License Information: Your license works on up to 3 instances (different computers or browsers). It must be used with the same Gmail account used for purchase.
Free Trial: PLUS includes a 14-day free trial. You won't be charged until the trial period ends. Cancel anytime before to avoid charges.
Regional Pricing: We offer fair pricing. Prices are automatically adjusted at checkout through a discount.

How to Cancel Your Subscription

You can cancel your PLUS subscription at any time:

  1. Go to the Polar customer portal (link in your purchase email)
  2. Log in with the email used for your subscription
  3. Click "Cancel Subscription" in your subscription details

Your PLUS features will remain active until the end of your current billing period.

mail Email Logging

How to Log an Email

  1. Open the email you want to log
  2. View the contact in the sidebar
  3. Find the record you want to log to (opportunity, task, or ticket)
  4. Click the envelope icon next to the record
  5. The button changes to a green checkmark when logged

What Gets Logged

  • Email subject (in the header)
  • Email body (HTML formatted)
  • Sender/recipient information
  • Date and time
  • All attachments (files, images, PDFs)
  • "Logged from Gmail Inbox" footer
Logged as Internal Note: Emails are logged as internal notes in Odoo's chatter. This means only internal users (employees) can see them. Portal users (customers) will NOT see logged emails. Notifications are only sent to internal followers of the record.

Duplicate Detection

The extension has two layers of duplicate detection:

  1. Visual indicator (0-6 hours): Helps you identify at a glance which records already have this email
  2. Server-side validation (always): Odoo prevents duplicates even if the visual indicator has expired
Important: Even without the visual indicator, you cannot accidentally create duplicates. Odoo's server validates every logging request and rejects duplicates.

handshake Managing Opportunities

Viewing Opportunities

What records are shown:

  • Opportunities linked to the contact (by partner_id)
  • Sorted by creation date (newest first)

Creating Leads from Emails

Convert an email conversation into an Odoo opportunity with one click:

  1. Open the email you want to convert into a lead
  2. View the contact in the sidebar
  3. Scroll to the Opportunities section
  4. Click the "Create" button

What happens automatically:

  • The lead is created with the email subject as name
  • Email body content is added as description
  • The contact from the sidebar is linked
  • The lead opens in Odoo in a new tab for additional editing
Important: The email is NOT logged automatically. To associate the email with the new lead, return to Gmail and click the envelope icon next to the opportunity.

task Tasks & Tickets

Managing Tasks

Requirements: Odoo Project module installed

What records are shown:

  • Tasks linked to the contact (by partner_id)
  • Excludes completed or canceled tasks
  • Sorted by creation date (newest first)

Managing Helpdesk Tickets

Requirements: Odoo Helpdesk module (Enterprise only)

notifications Notification Organization Plus

Organize Odoo notification emails directly in your Gmail inbox. The extension identifies notification emails from Odoo and adds visual badges so you can instantly see which module they belong to and whether you've been mentioned.

Prerequisite: Enable Email Notifications in Odoo

For this feature to work, your Odoo user must be configured to receive notifications by email (not in the Odoo inbox):

  1. In Odoo, go to your Profile (top-right menu > My Profile)
  2. Under Preferences, find the "Notification" setting
  3. Select "Handle by Emails" (instead of "Handle in Odoo")
This ensures Odoo sends notification emails to your Gmail, where the extension can identify and organize them.

Setup

  1. Find your notification email in Odoo
    Check a recent Odoo notification email in Gmail and look at the sender address (e.g., notifications@yourcompany.com). Alternatively, ask your Odoo administrator for the outgoing notification email.
  2. Open extension Settings
    In the Gmail sidebar, click the menu button (three vertical dots) and select Settings.
  3. Enter the notification email
    Go to the Notifications tab and paste the email address. The extension will start identifying notification emails immediately.
Tip: If you're not sure which email Odoo uses for notifications, check a recent notification email in Gmail and look at the sender address.

Module Badges

Color-coded badges appear next to notification emails in your inbox, showing which Odoo module triggered the notification:

  • Opportunity (CRM) — purple badge
  • Task (Project) — blue badge
  • Ticket (Helpdesk) — orange badge
  • Invoice (Invoicing) — green badge
  • And more: Purchase, Mailing, Timesheet, etc.

Mention Badges

When someone mentions you in an Odoo record (using @ or by name), a special badge appears on the notification email:

  • Red "Mentioned" badge: You have an unread mention — you haven't opened this email thread in Gmail since the mention
  • Gray "Mentioned" badge: You've already seen this mention — you opened the thread in Gmail after being mentioned
How it works: Mention detection is based on the messages stored in the Odoo record, not the email itself. The extension checks the record's chatter for @mentions or references to your name. This means:
  • If you recently switched from "Handle in Odoo" to "Handle by Emails", older threads may show a "Mentioned" badge for mentions that happened before you started receiving emails — even though the mention won't appear in any Gmail email.
  • The read/unread status is determined by whether you've opened the email thread in Gmail after being mentioned. Once you open the thread, the badge turns gray.

Quick-Access Shortcut

An "Odoo Notifications" shortcut appears in Gmail's left sidebar, below your labels. Click it to instantly filter your inbox and show only Odoo notification emails.

Note: The shortcut only appears after you configure a notification email in Settings > Notifications.

Customization

Each notification feature can be toggled independently in Settings > Notifications:

  • Module badges — show/hide the color-coded module badges
  • Mention badges — show/hide the mention detection badges
  • Sidebar shortcut — show/hide the Odoo Notifications link in Gmail's sidebar

help Troubleshooting

Extension Not Appearing in Gmail

  1. Check extension is enabled: Go to chrome://extensions/ and ensure toggle is ON
  2. Refresh Gmail: Press Ctrl+Shift+R (Windows/Linux) or Cmd+Shift+R (Mac)
  3. Reload extension: Click "Reload" on the extension card

"Contact Not Found" Message

  • Email not in Odoo: Click "Create Contact" to add them
  • Email spelling mismatch: Update the email in Odoo or create a new contact

"Authentication Failed" Error

  1. Verify your API key is correct in Odoo → Preferences → Account Security
  2. Regenerate the API key if needed
  3. Check that your Odoo URL is correct (including HTTPS)

Permission Popup Not Appearing (Self-Hosted Odoo)

When connecting to a self-hosted Odoo instance (custom URL), Chrome requires additional permissions. If the permission popup doesn't appear:

  1. Permission required: Custom Odoo URLs (not *.odoo.com) require an additional Chrome permission to communicate with your server
  2. Other extensions may block popups: Ad blockers, privacy extensions, or popup blockers can prevent Chrome's permission dialog from appearing
  3. Solution: Temporarily disable other extensions (especially ad blockers) and try connecting again. Re-enable them after granting permission
Note: This permission is only required once per Odoo URL. After granting it, the extension will work normally with your self-hosted instance.

quiz Frequently Asked Questions

General

Q: What Odoo versions are supported?

Odoo 14.0 and higher are supported. Compatible with on-premise installations (Community/Enterprise), Odoo.sh, and Odoo Online (Custom plan only, as Standard and Free plans don't have external API access).

Q: Does it work with other browsers?

Currently, the extension only supports Google Chrome. Support for other browsers may be added in the future.

Q: Is my data secure?

Yes. The extension only accesses emails you actively view and communicates securely with your Odoo instance via HTTPS. Your API key is stored in Chrome's secure storage.

Subscription

Q: What's the difference between FREE and PLUS?

FREE includes basic features (contact viewing, email logging, limited records). PLUS adds advanced search, financial insights, related contacts, notification email organization, and customization options.

Q: Can I cancel my PLUS subscription anytime?

Yes, you can cancel anytime without penalty. Your subscription will remain active until the end of your billing period.

Privacy

Q: Does the extension read all my emails?

No, the extension only accesses emails you actively view. It does not scan your entire mailbox or read emails in the background.

Q: Is my API key stored securely?

Yes, your API key is stored in Chrome's secure storage (chrome.storage.sync), which Chrome encrypts using your OS user account credentials.

support Getting Help

Contact Support

If you have questions or issues not covered in this guide: