[ADD] db_management: how to manage you databases

* Database duplication
* Users deactivation
* App uninstallation
* Customer culpabilisation

applications.rst

@@ -14,6 +14,7 @@ Applications
    point_of_sale
    project
    getting_started/documentation
+   db_management/documentation
    website
 ..   expenses
 ..   recruitment

db_management/documentation.rst

@@ -0,0 +1,202 @@
+:banner: banners/db_management.jpg
+
+.. _db_management/documentation:
+
+============================
+How to manage your databases
+============================
+
+As the administrator of your database, you are responsible for its usage.
+This includes the Apps you install as well as the number of users currently
+in use.
+
+Odoo is many things (ERP, CMS, CRM application, e-Commerce backend, etc.)
+but it is *not* a smartphone. You should apply caution when adding/removing
+features (especially Apps) on your database since this may impact your
+subscription amount significantly (or switch you from a free account
+to a paying one on our online platform).
+
+This page contains some information as to how you can manage your Odoo 
+instances. The most important section concern the
+:ref:`duplication <duplicate>` of your database: whenever you wish to
+install or remove an App, you should **always** test it first on a duplicate
+of your production database. That way, if something goes wrong, your
+day-to-day business is not impacted.
+
+.. note:: If you have questions about the content of this page or if you
+    encounter an issue while carrying out these procedures, please contact
+    us through our `support form <https://www.odoo.com/help>`__.
+
+.. note:: Database duplication, renaming, custom DNS, etc. is not available
+    to free customers.
+
+
+.. _duplicate:
+
+Duplicating a database (online)
+===============================
+
+Access the `database management page <https://www.odoo.com/my/databases>`__
+(you will have to sign in). Next, make sure you are connected as the
+administrator of the database you want to duplicate. After that, click
+on the **Manage Your Databases** button.
+
+.. image:: media/databases.png
+    :align: center
+
+In the line of the database you want to duplicate, you will have a few
+buttons. To duplicate your database, just click **Duplicate**. You will
+have to give a name to your duplicate, then click **Duplicate Database**.
+
+.. image:: media/db_buttons.png
+    :align: center
+
+.. image:: media/db_duplicate.png
+    :align: center
+
+.. danger:: A duplicated database has the same behaviour as a real one:
+
+  * Emails are sent
+
+  * Payments are processed (in the e-commerce, for example)
+
+  * Delivery orders (shipping providers) are sent
+
+  * Etc.
+
+  It is **strongly** advised to test behaviour using sample
+  customers/products (with a `disposable e-mail <http://www.mailinator.com>`__
+  address, for example)
+
+After a few seconds, you will be logged in your duplicated database.
+Notice that the url uses the name you chose for your duplicated
+database.
+
+.. note :: Duplicate databases expire automatically after 15 days.
+
+    .. image:: media/dup_expires.png
+        :align: center
+
+Duplicating a database (on-premise)
+===================================
+
+You can duplicate your database by accessing the database manager on your
+server (<odoo-server>/web/database/manager). In this page, you can easily
+duplicate your database (among other things).
+
+.. image:: media/db_manager.gif
+    :align: center
+
+
+When you duplicate a local database, it is **strongly** advised to change
+the duplicated database's uuid (Unniversally Unique Identifier), since this
+uuid is how your database identifies itself with our servers. Having two
+databases with the same uuid could result in invoicing problems or registration
+problems down the line.
+
+The database uuid is currently accessible from the menu **Settings > Technical
+> System Parameters**, we advise you to use a 
+`uuid generator <https://www.uuidgenerator.net>`__ or to use the unix command
+``uuidgen`` to generate a new uuid. You can then simply replace it like any
+other record by clicking on it and using the edit button.
+
+.. image:: media/db_uuid.png
+    :align: center
+
+Deactivating Users
+==================
+
+.. note:: Make sure you have sufficient **administrative rights** if
+    you want to change the status of any of your users. 
+
+In your Odoo instance, click on **Settings**. You will have a section
+showing you the active users on your database. Click on **Manage
+access rights.** 
+
++----------------+----------------+
+|   |settings|   | |browse_users| |
++----------------+----------------+
+
+You'll then see the list of your users.
+
+.. image:: media/list_users.png
+    :align: center
+
+.. note:: The pre-selected filter *Internal Users* shows your paying
+    users (different from the *Portal Users* which are free). If you
+    remove this filter, you'll get all your users (the ones you pay for
+    and the portal ones)
+
+In your list of users, click on the user you want to deactivate. As soon
+as you are on the userform, go with your mouse cursor on the status
+**Active** (top right). Click on Active and you will notice that the
+status will change to **Inactive** immediately. 
+
+.. image:: media/deactivate_user.gif
+    :align: center
+
+
+The user is now deactivated. 
+
+.. danger:: **Never** deactivate the main user (*admin*)
+
+Uninstalling Apps
+=================
+
+.. warning:: Make sure you first test what you are about to do on a 
+    :ref:`duplicate <duplicate>` of your database before making any
+    changes (*especially* installing/uninstalling apps).
+
+In your Odoo instance click on **Settings**; in this app, you will be
+able to see how many applications you have installed. Click on **Browse
+Apps** to access the list of your installed applications. 
+
++----------------+----------------+
+|   |settings|   | |browse_apps|  |
++----------------+----------------+
+
+In your applications' dashboard, you will see all the icons of your
+applications. Click on the application you want to uninstall. Then, on
+the form of the application, click on **Uninstall**.
+
+.. image:: media/uninstall.png
+    :align: center
+
+.. danger:: Some applications have dependencies, like Invoicing, eCommerce,
+    etc. Therefore, the system will give you a warning message to advise
+    you of what is about to be removed. If you uninstall your application,
+    all its dependencies will be uninstalled as well (and the data in them
+    will permanently disappear). If you are sure you still want to uninstall
+    it, then click **Confirm**. 
+
+Last, after having checked the warning message (if any), click **Confirm**.
+
+.. image:: media/uninstall_deps.png
+    :align: center
+
+You have finished uninstalling your application. 
+
+Good to know
+============
+
+* **Uninstalling apps, managing users, etc. is up to you**: no one else can
+  know if your business flow is broken better than you. If we were to uninstall
+  applications for you, we would never be able to tell if relevant data had
+  been removed or if one of your business flow was broken because we *do not
+  know how you work* and therefore cannot validate these kinds of operations.
+        
+* **Odoo Apps have dependencies**: this means that you may need to install
+  modules that you do not actively use to access some features of Odoo
+  you might need. For example, the Website Builder app is needed to be
+  able to show your customer their Quotes in a web page. Even though you
+  might not need or use the Website itself, it is needed for the Online
+  Quotes feature to work properly.         
+        
+* **Always test app installation/removal on a duplicate** (or on a
+  free trial database): that way you can know what other apps may
+  be required, etc. This will avoid surprises when uninstalling
+  or when receiving your invoices.
+
+.. |settings| image:: media/settings_app.png
+.. |browse_apps| image:: media/browse_apps.png
+.. |browse_users| image:: media/browse_users.png

getting_started/documentation.rst

@@ -1,8 +1,8 @@
 :banner: banners/getting_started.jpg
 
-===========
-Odoo Online
-===========
+==========================
+Odoo Online Implementation
+==========================
 
 This document summarizes **Odoo's Online services**, our Success Pack
 **implementation methodology**, and *best practices* to **get started**
@@ -364,6 +364,9 @@ Organizations** page and click **Duplicate**.
 
 .. image:: media/getting_started12.png
     :align: center
+    
+You can find more information on how to manage your databases
+:ref:`here <db_management/documentation>`.
 
 Customer Success
 ================
@@ -386,6 +389,9 @@ them a solution the grows with their needs!
 
 Welcome aboard and enjoy your Odoo experience!
 
+.. seealso::
+    * :doc:`../../db_management/documentation`
+    
 .. image:: media/getting_started13.png
     :align: center