[IMP] Studio: update automation rules doc for v17

task-3745330

closes odoo/documentation#9193

X-original-commit: 3140917a53
Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>

content/applications/studio/automated_actions.rst

@@ -1,249 +1,343 @@
-===============================
-Automated actions (automations)
-===============================
+================
+Automation rules
+================
 
-Automated actions are used to trigger automatic changes based on user actions (e.g., apply a
-modification when a field is set to a specific value) or on time conditions (e.g., archive a record
-7 days after its last update).
+Automation rules are used to trigger automatic changes based on user actions (e.g., apply a
+modification when a field is set to a specific value), email events, time conditions (e.g., archive
+a record 7 days after its last update), or external events.
 
-To create an automated action with Studio, go to :guilabel:`Automations` from anywhere within
-Studio.
+To create an automation rule with Studio, proceed as follows:
 
-For every automated action you create, the following elements should be defined: the
-:ref:`studio/automated-actions/model`, the :ref:`studio/automated-actions/trigger`, the
-:ref:`studio/automated-actions/apply-on`, and the :ref:`studio/automated-actions/action`.
+#. Open Studio and click :guilabel:`Automations`, then :guilabel:`New`.
+#. Select the :ref:`studio/automated-actions/trigger` and, if necessary, fill in the fields that
+   appear on the screen based on the chosen trigger.
+#. Click :guilabel:`Add an action`, then select the :guilabel:`Type` of
+   :ref:`action <studio/automated-actions/action>` and fill in the fields that appear on the screen
+   based on your selected action.
+#. Click :guilabel:`Save & Close` or :guilabel:`Save & New`.
 
 .. example::
 
-   .. image:: automated_actions/automated-action-example.png
-      :align: center
+   .. image:: automated_actions/automation-rule-ex.png
       :alt: Example of an automated action on the Subscription model
 
-.. _studio/automated-actions/model:
+.. tip::
+   - To modify the :doc:`model <models_modules_apps>` of the automation rule, switch models before
+     clicking :guilabel:`Automations` in Studio, or :ref:`activate the developer mode
+     <developer-mode>`, create or edit an automation rule, and select the :guilabel:`Model` in the
+     :guilabel:`Automation Rules` form.
+   - You can also create automation rules from any kanban stage by clicking the gear icon
+     (:guilabel:`⚙` ) next to the kanban stage name, then selecting :guilabel:`Automations`. In this
+     case, the :guilabel:`Trigger` is set to :guilabel:`Stage is set to` by default, but you can
+     change it if necessary.
 
-Model
-=====
-
-Select the model where the automated action should be applied.
-
-.. note::
-   The model you are on when you click on :guilabel:`Automations` is pre-selected by default.
+     .. image:: automated_actions/automations-kanban.png
+        :alt: Create automations from a kanban stage
 
 .. _studio/automated-actions/trigger:
 
 Trigger
 =======
 
-Define when the automated action should be applied. Six triggers are available.
+The :guilabel:`Trigger` is used to define when the automation rule should be applied. The available
+triggers depend on the :doc:`model <models_modules_apps>`. Five trigger categories are available
+overall:
 
-.. _studio/automated-actions/trigger/on-creation:
+- :ref:`studio/automated-actions/trigger/values-updated`
+- :ref:`studio/automated-actions/trigger/email-events`
+- :ref:`studio/automated-actions/trigger/values-timing-conditions`
+- :ref:`studio/automated-actions/trigger/custom`
+- :ref:`studio/automated-actions/trigger/external`
 
-On Creation
------------
+.. tip::
+   You can also define a :guilabel:`Before Update Domain` to specify the conditions that must be met
+   *before* the automation rule is triggered. In contrast, the conditions defined using the
+   :ref:`Extra Conditions <studio/automated-actions/trigger/values-timing-conditions>` and
+   :ref:`Apply on <studio/automated-actions/trigger/custom>` filters are checked *during* the
+   execution of the automation rule.
 
-The action is triggered when a record is created and then saved.
+   To define a :guilabel:`Before Update Domain`, :ref:`activate the developer mode
+   <developer-mode>`, create or edit an automation rule, click :guilabel:`Edit Domain`, then click
+   :guilabel:`New Rule`.
 
-.. _studio/automated-actions/trigger/on-update:
+   For example, if you want the automated action to happen when an email address is set on a
+   contact that did not have an address before (in contrast to modifying their existing address),
+   define the :guilabel:`Before Update Domain` to :guilabel:`Email is not set`, and the
+   :guilabel:`Apply on` domain to :guilabel:`Email is set`.
 
-On Update
----------
+   .. image:: automated_actions/before-update-domain.png
+      :alt: Example of a trigger with a Before Update Domain
 
-The action is triggered when a previously saved record is edited and then saved.
+.. _studio/automated-actions/trigger/values-updated:
 
-- Use :guilabel:`Trigger Fields` to specify which fields - and only those - trigger the action on
-  their update.
-- To detect when a record changes from one state to another, define a :guilabel:`Before Update
-  Domain` filter, which checks if the condition is satisfied before the record is updated. Then set
-  an :ref:`studio/automated-actions/apply-on` filter, which checks if the condition is met after the
-  record is updated.
+Values Updated
+--------------
 
-  .. example::
-     If you want the automated action to happen when an email address is set on a contact, define
-     the :guilabel:`Before Update Domain` to `Email is not set`, and the :guilabel:`Apply on`
-     domain to `Email is set`.
+The triggers available in this category depend on the model and are based on common field changes,
+such as adding a specific tag (e.g., to a task) or setting the :guilabel:`User` field. Select the
+trigger, then select a value if required.
 
-     .. image:: automated_actions/on-update-trigger-example.png
-        :align: center
-        :alt: Example of an On Update trigger
+.. image:: automated_actions/values-updated-trigger.png
+   :alt: Example of a Values Updated trigger
 
-.. _studio/automated-actions/trigger/on-creation-update:
+.. _studio/automated-actions/trigger/email-events:
 
-On Creation & Update
---------------------
+Email Events
+------------
 
-The action is triggered when a record is created and saved or edited afterward and saved.
+Trigger automated actions upon receiving or sending emails.
 
-.. _studio/automated-actions/trigger/on-deletion:
+.. _studio/automated-actions/trigger/values-timing-conditions:
 
-On Deletion
------------
+Timing Conditions
+-----------------
 
-The action is triggered when a record is deleted.
+Trigger automated actions based on a date field. The following triggers are available:
+
+- :guilabel:`Based on date field`: Select the field to be used next to the :guilabel:`Delay` field.
+- :guilabel:`After creation`: The action is triggered when a record is created and saved.
+- :guilabel:`After last update`: The action is triggered when an existing record is edited and
+  saved.
+
+You can then define:
+
+- a :guilabel:`Delay`: Specify the number of minutes, hours, days, or months. To trigger the action
+  before the trigger date, specify a negative number. If you selected the :guilabel:`Based on date
+  field` trigger, you must also select the date field to be used to determine the delay.
+- :guilabel:`Extra Conditions`: Click :guilabel:`Add condition`, then specify the conditions to be
+  met to trigger the automation rule. Click :guilabel:`New Rule` to add another condition.
+
+The action is triggered when the delay is reached and the conditions are met.
+
+.. example::
+   If you want to send a reminder email 30 minutes before the start of a calendar event, select the
+   :guilabel:`Start (Calendar Event)` under :guilabel:`Trigger Date` and set the :guilabel:`Delay`
+   to **-30** :guilabel:`Minutes`.
+
+   .. image:: automated_actions/timing-conditions-trigger.png
+      :alt: Example of a Based on date field trigger
 
 .. note::
-   This trigger is rarely used, as archiving records is usually preferred to deletion.
+   By default, the scheduler checks for trigger dates every 4 hours, meaning lower granularity in
+   time-based automations may not always be honored.
 
-.. _studio/automated-actions/trigger/form-modification:
+.. _studio/automated-actions/trigger/custom:
 
-Based on Form Modification
---------------------------
+Custom
+------
 
-The action is triggered when any change is done to a trigger field's value on the :ref:`Form view
-<studio/views/general/form>`, even before saving the record. This trigger only works on the user
-interface when a modification is made by a user. If the field is changed through another action and
-not by the user, the action will not run.
+Trigger automated actions:
+
+- :guilabel:`On save`: When the record is saved;
+- :guilabel:`On deletion`: When a record is deleted;
+- :guilabel:`On UI change`: When a field's value is changed on the :ref:`Form view
+  <studio/views/general/form>`, even before saving the record.
+
+For the :guilabel:`On save` and :guilabel:`On UI change` triggers, you **must** then select the
+field(s) to be used to trigger the automation rule in the :guilabel:`When updating` field.
+
+.. warning::
+   If no field is selected in the :guilabel:`When updating` field, the automated action may be
+   executed multiple times per record.
+
+Optionally, you can also define additional conditions to be met to trigger the automation rule in
+the :guilabel:`Apply on` field.
 
 .. note::
-   This trigger can only be used with the :ref:`Execute Python Code action
-   <studio/automated-actions/action/python-code>`, so development is required.
+   The :guilabel:`On UI change` trigger can only be used with the
+   :ref:`studio/automated-actions/action/python-code` action and only works when a modification is
+   made manually. The action is not executed if the field is changed through another automation
+   rule.
 
-.. _studio/automated-actions/trigger/timed-condition:
+.. _studio/automated-actions/trigger/external:
 
-Based on Timed Condition
-------------------------
+External
+--------
 
-The action is triggered when a trigger field's date or date & time value is reached.
+Trigger automated actions based on an external event using a webhook. A webhook is a method of
+communication between two systems where the source system sends an HTTP(S) request to a destination
+system based on a specific event. It usually includes a data payload containing information about
+the event that occurred.
 
-- To trigger the action after the :guilabel:`Trigger Date`, add a number of minutes, hours, days, or
-  months under :guilabel:`Delay after trigger date`. To trigger the action before, add a negative
-  number instead.
+To configure the :guilabel:`On webhook` trigger, copy the :guilabel:`URL` generated by Odoo into the
+destination system (i.e., the system receiving the request). Then, in the :guilabel:`Target Record`
+field, enter the code to run to define the record(s) to be updated using the automation rule.
 
-  .. example::
-     If you want to send a reminder email 30 minutes before the start of a calendar event, select
-     the :guilabel:`Start (Calendar Event)` under :guilabel:`Trigger Date` and set the
-     :guilabel:`Delay after trigger date` to **-30** :guilabel:`Minutes`.
-
-     .. image:: automated_actions/timed-condition-trigger-example.png
-        :align: center
-        :alt: Example of a Based on Timed Condition trigger
+.. warning::
+   The URL must be treated as **confidential**; sharing it online or without caution could
+   potentially expose your system to malicious parties. Click the :guilabel:`Rotate Secret` button
+   to change the URL's secret if necessary.
 
 .. note::
-   By default, the scheduler checks for trigger dates every 4 hours.
+    - The code defined by default in the :guilabel:`Target Record` field works for webhooks coming
+      from another Odoo database. It is used to determine the record(s) to be updated using the
+      information in the payload.
+    - If you wish to use the webhook's content for a purpose other than to find the record(s) (e.g.,
+      *create* a record), your only option is to use an :ref:`studio/automated-actions/action/python-code`
+      action. In this case, the :guilabel:`Target record` field must contain any valid code, but its
+      result doesn't have any effect on the automated action itself.
+    - The webhook content is available in the server action context as a `payload` variable (i.e., a
+      dictionary that contains the GET parameters or POST JSON body of the incoming request).
 
-.. _studio/automated-actions/apply-on:
-
-Apply on
-========
-
-Define on which records of the model the automated action should be applied. It works the same way
-as when you apply filters on a model.
+You can also choose to :guilabel:`Log Calls` to record the payloads received, e.g., to make sure the
+data sent by the source system matches the expected format and content. This also helps identify
+and diagnose any issues that may arise. To access the logs, click the :guilabel:`Logs` smart
+button at the top of the :guilabel:`Automation rules` form.
 
 .. _studio/automated-actions/action:
 
-Action
-======
+Actions
+=======
 
-Determine what the automated action should do (server action). There are eight types of action to
-choose from.
+Once you have defined the automation rule's :ref:`trigger <studio/automated-actions/trigger>`, click
+:guilabel:`Add an action` to define the action to be executed.
 
-.. _studio/automated-actions/action/python-code:
-
-Execute Python Code
--------------------
-
-The action is used to execute Python code. The available variables are described on the
-:guilabel:`Python Code` tab, which is also used to write your code, or on the :guilabel:`Help` tab.
-
-- To allow the action to be run through the website, tick :guilabel:`Available on the Website` and
-  add a :guilabel:`Website Path`.
-
-.. _studio/automated-actions/action/new-record:
-
-Create a new Record
--------------------
-
-The action is used to create a new record on any model.
-
-.. note::
-   Selecting a :guilabel:`Target Model` is only required if you want to target another model than
-   the one you are on.
-
-- To link the record that triggered the creation of the new record, select a field under
-  :guilabel:`Link Field`. For example, you could create a contact automatically when a lead is
-  turned into an opportunity.
-- :guilabel:`Data to Write` tab: the tab is used to specify the new record's values. After selecting
-  a :guilabel:`Field`, select its :guilabel:`Evaluation Type`:
-
-  - :guilabel:`Value`: used to directly give the field's raw value in the :guilabel:`Value` column.
-  - :guilabel:`Reference`: used to select the record under the :guilabel:`Record` column and let
-    Studio add the internal ID in the :guilabel:`Value` column.
-
-    .. example::
-       If an automated action creates a new task in a project, you can assign it to a specific user
-       by setting the :guilabel:`Field` to :guilabel:`Responsible User (Project)`, the
-       :guilabel:`Evaluation Type` to :guilabel:`Reference`, and the :guilabel:`Record` to a
-       specific user.
-
-       .. image:: automated_actions/new-record-example.png
-          :align: center
-          :alt: Example of a Create a new Record action
-
-  - :guilabel:`Python expression`: used to dynamically define the newly created record’s value for a
-    field using Python code in the :guilabel:`Value` column.
+.. tip::
+   You can define multiple actions for the same trigger/automation rule. The actions are executed
+   in the order they are defined. This means, for example, that if you define an
+   :guilabel:`Update record` action and then a :guilabel:`Send email` action, the email uses the
+   updated values. However, if the :guilabel:`Send email` action is defined before the
+   :guilabel:`Update record` action, the email uses the values set *before* the update action is
+   run.
 
 .. _studio/automated-actions/action/update-record:
 
-Update the Record
------------------
+Update Record
+-------------
 
-The action is used to set value(s) for field(s) of any record on the current model.
+This action allows to update one of the record's (related) fields. Click the :guilabel:`Update`
+field and, in the list that opens, select or search for the field to be updated; click the right
+arrow next to the field name to access the list of related fields if needed.
 
-.. note::
-   The process to fill in the :guilabel:`Data to Write` tab is the same as described under
-   :ref:`studio/automated-actions/action/new-record`.
+If you selected a :ref:`many2many field <studio/fields/relational-fields/many2many>`, choose whether
+the field must be updated by :guilabel:`Adding`, :guilabel:`Removing`, or :guilabel:`Setting it to`
+the selected value or by :guilabel:`Clearing it`.
 
-.. _studio/automated-actions/action/several-actions:
+.. example::
+   If you want the automated action to remove a tag from the customer record, set the
+   :guilabel:`Update` field to :guilabel:`Customer > Tags`, select :guilabel:`By Removing`, then
+   select the tag.
 
-Execute several actions
+   .. image:: automated_actions/update-record-action.png
+      :alt: Example of an Update Record action
+
+.. tip::
+   Alternatively, you can also set a record's field dynamically using Python code. To do so, select
+   :guilabel:`Compute` instead of :guilabel:`Update`, then enter the code to be used for computing
+   the field's value. For example, if you want the automation rule to compute a custom
+   :ref:`datetime field <studio/fields/simple-fields/date-time>` when a task's priority is set to
+   `High` (by starring the task), you can define the trigger :guilabel:`Priority is set to` to
+   `High` and define the :guilabel:`Update Record` action as follows:
+
+   .. image:: automated_actions/update-record-compute.png
+      :alt: Compute a custom datetime field using a Python expression
+
+Create Activity
+---------------
+
+This action is used to schedule a new activity linked to the record. Select an :guilabel:`Activity
+Type`, enter a :guilabel:`Title` and description, then specify when you want the activity to be
+scheduled in the :guilabel:`Due Date In` field, and select a :guilabel:`User type`:
+
+- To always assign the activity to the same user, select :guilabel:`Specific User` and add the user
+  in the :guilabel:`Responsible` field;
+- To target a user linked to the record dynamically, select :guilabel:`Dynamic User (based on
+  record)` and change the :guilabel:`User Field` if necessary.
+
+.. example::
+   After a lead is turned into an opportunity, you want the automated action to set up a call for
+   the user responsible for the lead. To do so, set the :guilabel:`Activity Type` to
+   :guilabel:`Call` and the :guilabel:`User Type` to :guilabel:`Dynamic User (based on record)`.
+
+   .. image:: automated_actions/create-activity-action.png
+      :alt: Example of a Create Activity action
+
+Send Email and Send SMS
 -----------------------
 
-The action is used to trigger multiple actions at the same time. To do so, click on :guilabel:`Add a
-line` under the :guilabel:`Actions` tab. In the :guilabel:`Child Actions` pop-up, click on
-:guilabel:`Create` and configure the action.
+These actions are used to send an email or a text message to a contact linked to a specific record.
+To do so, select or create an :guilabel:`Email Template` or an :guilabel:`SMS Template`, then, in
+the :guilabel:`Send Email As` or :guilabel:`Send SMS As` field, choose how you want to send the
+email or text message:
 
-.. _studio/automated-actions/action/send-email:
-
-Send Email
-----------
-
-The action is used to send an email to a contact linked to a specific record. To do so, select or
-create an :guilabel:`Email Template`.
+- :guilabel:`Email`: to send the message as an email to the recipients of the :guilabel:`Email
+  Template`.
+- :guilabel:`Message`: to post the message on the record and notify the record's followers.
+- :guilabel:`Note`: to send the message as an internal note visible to internal users in the
+  chatter.
+- :guilabel:`SMS (without note)`: to send the message as a text message to the recipients of the
+  :guilabel:`SMS template`.
+- :guilabel:`SMS (with note)`: to send the message as a text message to the recipients of the
+  :guilabel:`SMS template` and post it as an internal note in the chatter.
+- :guilabel:`Note only`: to only post the message as an internal note in the chatter.
 
 .. _studio/automated-actions/action/add-followers:
 
-Add Followers
+Add Followers and Remove Followers
+----------------------------------
+
+Use these actions to (un)subscribe existing contacts to/from the record.
+
+Create Record
 -------------
 
-The action is used to subscribe existing contacts to the record.
+This action is used to create a new record on any model.
 
-.. _studio/automated-actions/action/next-activity:
+Select the required model in the :guilabel:`Record to Create` field; it contains the current model
+by default. Specify a :guilabel:`Name` for the record, and then, if you want to create the record on
+another model, select a field in the :guilabel:`Link Field` field to link the record that
+triggered the creation of the new record.
 
-Create Next Activity
---------------------
-
-The action is used to schedule a new activity linked to the record. Use the :guilabel:`Activity` tab
-to set it up as usual, but instead of the :guilabel:`Assigned to` field, select an
-:guilabel:`Activity User Type`. Select :guilabel:`Specific User` and add the user under
-:guilabel:`Responsible` if the activity should always be assigned to the same user. To dynamically
-target a user linked to the record, select :guilabel:`Generic User From Record` instead and change
-the :guilabel:`User field name` if necessary.
-
-.. example::
-   After a lead is turned into an opportunity, you want your automated action to set up a call for
-   the user responsible for the lead. To do so, set the :guilabel:`Activity` to :guilabel:`Call`
-   and set the :guilabel:`Activity User Type` to :guilabel:`Generic User From Record`.
-
-   .. image:: automated_actions/next-activity-example.png
-      :align: center
-      :alt: Example of a Create Next Activity action
-
-.. _studio/automated-actions/action/send-sms:
-
-Send SMS Text Message
----------------------
-
-The action is used to send an SMS to a contact linked to the record. To do so, select or create an
-:guilabel:`SMS Template`.
+.. note::
+   The dropdown list related to the :guilabel:`Link Field` field only contains :ref:`one2many fields
+   <studio/fields/relational-fields/one2many>` existing on the current model that are linked to a
+   :ref:`many2one field <studio/fields/relational-fields/many2one>` on the target model.
 
 .. tip::
-   If you want sent messages to be logged in the Chatter, tick :guilabel:`Log as Note`.
+   You can create another automation rule with :ref:`studio/automated-actions/action/update-record`
+   actions to update the fields of the new record if necessary. For example, you can use a
+   :guilabel:`Create Record` action to create a new project task and then assign it to a specific
+   user using an :guilabel:`Update Record` action.
+
+.. _studio/automated-actions/action/python-code:
+
+Execute Code
+------------
+
+This action is used to execute Python code. You can write your code into the :guilabel:`Code` tab
+using the following variables:
+
+- `env`: environment on which the action is triggered
+- `model`: model of the record on which the action is triggered; is a void recordset
+- `record`: record on which the action is triggered; may be void
+- `records`: recordset of all records on which the action is triggered in multi-mode; this may be
+  left empty
+- `time`, `datetime`, `dateutil`, `timezone`: useful Python libraries
+- `float_compare`: utility function to compare floats based on specific precision
+- `log(message, level='info')`: logging function to record debug information in ir.logging
+  table
+- `_logger.info(message)`: logger to emit messages in server logs
+- `UserError`: exception class for raising user-facing warning messages
+- `Command`: x2many commands namespace
+- `action = {...}`: to return an action
+
+.. tip::
+   The available variables are described both in the :guilabel:`Code` and :guilabel:`Help` tabs.
+
+Send Webhook Notification
+-------------------------
+
+This action allows to send a POST request with the values of the :guilabel:`Fields` to the URL
+specified in the :guilabel:`URL` field.
+
+The :guilabel:`Sample Payload` provides a preview of the data included in the request using a random
+record's data or dummy data if no record is available.
+
+.. _studio/automated-actions/action/several-actions:
+
+Execute Existing Actions
+------------------------
+
+The action is used to trigger multiple actions (linked to the current model) at the same time. To do
+so, click on :guilabel:`Add a line`, then, in the :guilabel:`Add: Child Actions` pop-up, select an
+existing action or click :guilabel:`New` to create a new one.