[IMP] Documents: updating documentation

taskid-3778148

closes odoo/documentation#9148

X-original-commit: de9e726858
Signed-off-by: Donatienne Pirlot (dopi) <dopi@odoo.com>
This commit is contained in:
Donatienne (dopi) 2024-03-08 11:20:09 +01:00 committed by Tom Aarab (toaa)
parent 6b70244fae
commit 09f12030c3
2 changed files with 21 additions and 11 deletions

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@ -33,7 +33,7 @@ internal link button (:guilabel:`➔`).
.. image:: documents/accounting-files-centralization.png
:alt: Enable the centralization of files attached to your accounting.
- If you select a new workspace, existing documents aren't moved. Only newly created documents
- If you select a new workspace, existing documents are not moved. Only newly created documents
will be found under the new workspace.
.. _documents/workspaces:
@ -64,6 +64,17 @@ Tags can be created from the :guilabel:`Tags` tab. Click :guilabel:`Add a line`,
- Tags can be created and modified by going to :menuselection:`Configuration --> Tags`;
- Tags can also be created or edited by clicking the gear icon :guilabel:`⚙` on the left menu.
An **email alias** can be used to automatically send received documents to a specific workspace
based on the tag assigned. To create an email alias:
#. Select the tag and the corresponding workspace where the document should be directed in the left
column of your dashboard.
#. Next to the :guilabel:`Upload` button, click the down arrow, and then click :guilabel:`Share`.
#. In the new window, click :guilabel:`Download and Upload` and enter the email alias where
documents should be sent.
Access rights
-------------
@ -91,17 +102,16 @@ Documents management
When selecting or opening a document, the right panel displays different options. On the top,
additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or
:guilabel:`Archive` the document.
:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or use the
:guilabel:`Move to trash` option.
.. image:: documents/right-panel-options.png
:align: center
:alt: right panel options
Then, you can modify the name of your file by clicking on :guilabel:`Document`. A
:guilabel:`Contact` or an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can
be modified and it is possible to access the related :guilabel:`Journal Entry` or add
:guilabel:`Tags`.
Then, you can modify the name of your file by clicking on :guilabel:`Name`. A :guilabel:`Contact` or
an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is
possible to access the related :guilabel:`Journal Entry` or add :guilabel:`Tags`.
.. note::
- The :guilabel:`Contact` is the person related to the document and assigned to it. He can only
@ -224,7 +234,7 @@ You can :guilabel:`Create` a new :guilabel:`Action` or edit an existing one. You
There are three basic types of conditions you can set:
#. :guilabel:`Tags`: you can use the :guilabel:`Contains` and :guilabel:`Does not contain`
conditions, meaning the files *must have* or *mustn't have* the tags set here.
conditions, meaning the files *must have* or *must not have* the tags set here.
#. :guilabel:`Contact`: the files must be associated with the contact set here.
@ -234,7 +244,7 @@ There are three basic types of conditions you can set:
:alt: Example of a workflow action's basic condition in Odoo Documents
.. tip::
If you don't set any conditions, the action button appears for all files inside the selected
If you do not set any conditions, the action button appears for all files inside the selected
workspace.
Advanced condition type: domain
@ -289,8 +299,8 @@ Select the :guilabel:`Actions` tab to set up your action. You can simultaneously
- **Bank Statement**: create a Bank Statement in Finance;
- **Expense**: create an expense automatically based on a file's content.
- **Set Tags**: add, remove, and replace any number of tags.
- **Activities - Mark all as Done**: mark all activities linked to the file as done.
- **Set Tags**: add, remove, and replace any number of tags;
- **Activities - Mark all as Done**: mark all activities linked to the file as done;
- **Activities - Schedule Activity**: create a new activity linked to the file as configured in
the action. You can choose to set the activity on the document owner.

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