diff --git a/content/applications/productivity/documents.rst b/content/applications/productivity/documents.rst index 3bbddd4c2..796d9b1c8 100644 --- a/content/applications/productivity/documents.rst +++ b/content/applications/productivity/documents.rst @@ -20,7 +20,7 @@ centralization of files attached to a specific area of your activity. For exampl :guilabel:`Human Resources`, your HR documents are automatically available in the HR workspace, while documents related to Payroll are automatically available in the Payroll sub-workspace . You can change the default workspace using the dropdown menu and edit its properties by clicking the -internal link button (:guilabel:`➔`). +:guilabel:`➔` (:guilabel:`Internal link`) icon. .. image:: documents/files-centralization.png :alt: Enable the centralization of files attached to a specific area of your activity. @@ -41,39 +41,39 @@ internal link button (:guilabel:`➔`). Workspaces ========== -Workspaces are hierarchical folders having their own set of tags and :ref:`actions -`. Default workspaces exist, but you can create your own by going to -:menuselection:`Documents --> Configuration --> Workspaces` and clicking :guilabel:`New`. On the new -page, fill in the following information: +Workspaces are hierarchical folders having their own set of :ref:`tags ` +and :ref:`actions `. Default workspaces exist, but you can create your +own by going to :menuselection:`Documents --> Configuration --> Workspaces` and clicking +:guilabel:`New`. On the new page, fill in the following information: - :guilabel:`Name` - :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent Workspace` +Three tabs are available: :ref:`Tags `, +:ref:`Access Rights `, and :ref:`Description `. + +.. _documents/tags: + Tags ---- Tags are used within workspaces to add a level of differentiation between documents. They are organized per category, and filters can be used to sort them. -Tags can be created from the :guilabel:`Tags` tab. Click :guilabel:`Add a line`, create the -:guilabel:`Tag Category`, and :guilabel:`Name` your tags. +From the :guilabel:`Tags` tab, click :guilabel:`Add a line`, create the :guilabel:`Tag Category`, +and :guilabel:`Name` your tags. .. note:: - The tags of a parent workspace apply to the child workspaces automatically; - - 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. + - Tags can be created and modified by going to :menuselection:`Documents --> Configuration --> + Tags`; + - Tags can also be created or edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon on + the left menu; + - An :ref:`email alias ` can be used to automatically send received documents + to a specific workspace based on the tag assigned. -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. +.. _documents/access-rights: Access rights ------------- @@ -83,6 +83,12 @@ Workspaces`, open the workspace you want to edit, and go to the :guilabel:`Acces You can add :guilabel:`Write Groups` that can view, create, and edit the workspace's documents. You can also add :guilabel:`Read Groups` that can only view the workspace's documents. +.. tip:: + Enable :guilabel:`Own Documents Only` to limit :guilabel:`Read Groups` and + :guilabel:`Write Groups` to the documents of which they are owner. + +.. _documents/description: + Description ----------- @@ -91,54 +97,63 @@ Configuration --> Workspaces`, opening the workspace you want to describe and go :guilabel:`Description` tab. .. note:: - Workspaces can also be created and edited by clicking the gear icon :guilabel:`⚙` on the left - menu. + Workspaces can also be created and edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon + on the left menu. .. image:: documents/sub-workspaces-creation.png :alt: Create sub-workspaces from the left menu +.. _documents/management: + 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 use the -:guilabel:`Move to trash` option. +When selecting or opening a document, the right panel displays different options, including, for +example: :icon:`fa-download` (:guilabel:`Download`), :icon:`fa-share-alt` (:guilabel:`Share this +selection`), :icon:`fa-retweet` (:guilabel:`Replace`), :icon:`fa-unlock` (:guilabel:`Lock`), +:icon:`fa-scissors` (:ref:`Split `), :icon:`fa-comments` (:guilabel:`Open chatter`), +and :icon:`fa-trash` (:guilabel:`Move to trash`). .. 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:`Name`. A :guilabel:`Contact` or -an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is +To modify the name of your file, click 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 - view the document and not modify it. I.e.: an existing supplier in your database is the contact - for their bill. - - The person who creates a document is, by default :guilabel:`Owner` of it and has complete - rights to it. It is possible to replace the owner of a document. I.e., an employee - must be owner of a document to be able to see it in "My Profile". + - The :guilabel:`Contact` is a person related to the document who only has read + :ref:`access rights ` to the document, e.g., an existing supplier in + your database; + - The creator of a document is automatically assigned as its :guilabel:`Owner` and is granted + full access rights to it. To replace the owner of a document, select the required user from the + dropdown list in the :guilabel:`Owner` field. + +.. tip:: + An employee must be a user and the owner of a document to view it in **My Profile**. Different :ref:`Actions ` are available at the bottom of the right panel, depending on the workspace where your document is stored. +.. _documents/split: + Split PDF documents ------------------- -Select the PDF you want to split, and click the scissors icon. A new view displays all the pages of -the document. +Select the PDF you want to split, and click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. A +new view displays all the pages of the document. -By default, each page of the document will be split when clicking :guilabel:`Split`. To remove a -split between two pages, click on the scissors icon. +By default, all pages are split when you click :guilabel:`Split`. To remove a split between two +pages, click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. .. image:: documents/split-pdf.png :alt: split your documents .. tip:: - To merge documents from your dashboard, select them and click the scissors icon. Click on the - scissors between the two documents and click :guilabel:`Split` to merge the documents. + To merge documents from your dashboard, select them and click the :icon:`fa-scissors` + (:guilabel:`scissors`) icon. Click on the scissors between the two documents and click + :guilabel:`Split` to merge the documents. Additional features ------------------- @@ -151,29 +166,35 @@ Request You can create "missing documents" and organize them as documents, to remind users to download them. -Select the workspace where the file should be stored, click :guilabel:`Upload`, then -:guilabel:`Request`. Add the :guilabel:`Document Name`, select the person you need it from in the -:guilabel:`Request To` field, fill in the :guilabel:`Due Date In`, confirm the -:guilabel:`Workspace`, the document should belong to, and add :guilabel:`Tags` and a -:guilabel:`Note`, if needed. Then, click :guilabel:`Request`. A placeholder for the missing document +Select the workspace where the file should be stored, click the arrow next to the :guilabel:`Upload` +button, and select the :guilabel:`Request` option. Add the :guilabel:`Document Name`, choose the +person you need it from in the :guilabel:`Request To` field, fill in the :guilabel:`Due Date In`, +confirm the :guilabel:`Workspace` the document should belong to, and add :guilabel:`Tags` and a +:guilabel:`Note` if needed. Then, click :guilabel:`Request`. A placeholder for the missing document is created in the workspace. -When your document is available, click the placeholder to upload it. +.. image:: documents/missing-doc.png + :alt: Placeholder for missing document -You can see all missing documents by going to the **Activity** view and to the :guilabel:`Requested +To upload the document, click the :icon:`fa-upload` (:guilabel:`Upload file`) icon in the document +preview. By default, the requestor is set as the document's :guilabel:`Owner`. + +You can see all missing documents by going to the **Activity** view and the :guilabel:`Requested Document` column. .. tip:: - From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are - expecting a document. Go to the :guilabel:`Requested Document` column, click on ⋮ and - :guilabel:`Document Request: Reminder`. + - From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you + are expecting a document. Go to the :guilabel:`Requested Document` column, click on the + :icon:`fa-ellipsis-v` (:guilabel:`vertical ellipsis`) icon and :guilabel:`Document Request: Reminder`. - Click on a date to see the details of a specific request. You can update it by clicking on the - pen icon, :guilabel:`Preview` the content of the reminder email, or :guilabel:`Send Now` to send - a reminder email. + - Click on a date to see the details of a specific request. You can update it by clicking on the + :icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder + email, or :guilabel:`Send Now` to send a reminder email. - .. image:: documents/reminder-email.png - :alt: send a reminder email from the Activity view + .. image:: documents/reminder-email.png + :alt: send a reminder email from the Activity view + +.. _documents/add-a-link: Add a link ~~~~~~~~~~ @@ -184,19 +205,74 @@ To add a link to your documents dashboard, click on :guilabel:`Add a Link`, ente Share ~~~~~ -You can create a share link to a document or all documents of a workspace. It allows anyone to -download the file(s) or upload files to a workspace. +You can make a document or a workspace accessible to anyone by sharing a URL. -To do so, select the workspace or the document and click the arrow next to the :guilabel:`Upload` -button then :guilabel:`Share`. On the pop-up, the share :guilabel:`URL` is displayed. -:guilabel:`Copy` it to share it with anyone. :guilabel:`Name` the share link and set a validity date -for the URL by filling in the :guilabel:`Valid Until` field. Tick the :guilabel:`Include Sub -Folders` box if you also want to share a workspace's sub-folders. To let users upload their own -documents, select :guilabel:`Download and Upload`. +Share a document +**************** + +To generate a **share link** to a document, select the document, click the arrow next to the +:guilabel:`Upload` button, and click :guilabel:`Share`. + +In the pop-up, you can :guilabel:`Name` the share link, set a validity date by filling in the +:guilabel:`Valid Until` field, and if you own more than one site, select the :guilabel:`Website` you +want so the right domain name is reflected in the URL. + +Click :guilabel:`Copy` or :guilabel:`Share` to send the URL to whomever you want. + +.. tip:: + You can also generate a share URL by selecting the document, going to the right panel, and + clicking the :icon:`fa-share-alt` (:guilabel:`Share this selection`) icon. + +Share a workspace +***************** + +You can share a link to a workspace and allow users to :guilabel:`Download` its content or +:guilabel:`Download and Upload` files to it. + +To do so, go to the left column of your dashboard. In the :guilabel:`Workspace` section, select the +workspace to share, and possibly one or several tags that will be automatically added to the +uploaded documents. Then, click the arrow next to the :guilabel:`Upload` button and +:guilabel:`Share`. + +In the pop-up, a share :guilabel:`URL` you can :guilabel:`Copy` is displayed. You can +:guilabel:`Name` your share link, set a validity date by filling in the :guilabel:`Valid Until` +field, tick the :guilabel:`Include Sub Folders` box if you want to share the workspace's +sub-folders, and if you own more than one site, select the :guilabel:`Website` you +want so the share link reflects the right domain name. + +Then, allow users to either :guilabel:`Download` files from your workspace, or to :ref:`Download and +Upload ` files to it. + +.. Note:: + - The links added to your workspace using the :ref:`Add a Link ` option + cannot be shared and are, therefore, excluded. + - When tags are applied to a shared workspace, users can exclusively access the documents + associated with those tags. + +.. _documents/upload: + +Upload by email +^^^^^^^^^^^^^^^ + +Select the :guilabel:`Download and Upload` option to enable users to upload their files to your +workspace using an :guilabel:`Email Alias`. To create the email alias, enter its name in the +:guilabel:`Email Alias` field. The :doc:`domain name <../general/email_communication/email_servers>` +should be set by default, but you can modify it by clicking it. + +The documents sent to this email alias are uploaded to the workspace using the chosen +:ref:`tags `. .. note:: - It is possible to only share one or more documents (without their workspace) by selecting them - and clicking :guilabel:`Share`. + - By default, the :guilabel:`Document Owner` is the person who uploads a file to a workspace, but + you can select another user. You can also set a :guilabel:`Contact`, usually an external + person, such as a partner. + - Enable :guilabel:`Create a new activity` to automatically create an activity when a document is + uploaded. Select the :guilabel:`Activity type` from the dropdown list and set the + :guilabel:`Due Date In` field. You can also add a :guilabel:`Summary` and a + :guilabel:`Responsible` person assigned to the activity. + +.. tip:: + Go to :menuselection:`Configuration --> Share & Emails` to see and manage your share links. New spreadsheet ~~~~~~~~~~~~~~~ @@ -266,9 +342,10 @@ pdf :guilabel:`value`. .. image:: documents/domain-condition-example.png :alt: Example of a workflow action's domain condition in Odoo Documents -Click :guilabel:`Add New Rule` (plus icon) and :guilabel:`Add branch` to add conditions and -sub-conditions. You can then specify if your rule should match :guilabel:`all` or :guilabel:`any` -conditions. You can also edit the rule directly using the :guilabel:`Code editor`. +Click the :icon:`fa-plus` (:guilabel:`Add New Rule`) icon and the :icon:`fa-sitemap` +(:guilabel:`Add branch`) icon to add conditions and sub-conditions. You can then specify if your +rule should match :guilabel:`all` or :guilabel:`any` conditions. You can also edit the rule directly +using the :guilabel:`Code editor`. Configure the actions --------------------- diff --git a/content/applications/productivity/documents/missing-doc.png b/content/applications/productivity/documents/missing-doc.png new file mode 100644 index 000000000..272da2d03 Binary files /dev/null and b/content/applications/productivity/documents/missing-doc.png differ