[ADD] k7e: how to manage articles (add, del, move, structure, share).
Task-3049957 closes odoo/documentation#4393 Signed-off-by: Perazzo Loredana (lrpz) <lrpz@odoo.com>
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knowledge/articles_editing
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knowledge/management
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knowledge/properties
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content/applications/productivity/knowledge/management.rst
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content/applications/productivity/knowledge/management.rst
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===================
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Articles management
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===================
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Managing articles effectively is key to maximizing the value of your knowledge resources, whether
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working on a research project, studying for an exam, or building a knowledge database for your
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business. Knowledge allows you to fully manage your articles, from
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:ref:`creation <management/create>` to :ref:`removal <management/remove>`, through :ref:`sharing
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<management/share>` and :ref:`structure <management/structure>`.
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You can find most tools to manage articles by clicking the vertical ellipsis button (:guilabel:`⋮`)
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at the right side of the top bar. From there, you can move, lock, delete, or duplicate an article.
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.. image:: management/toolbox.png
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:alt: Menu with tools for the management of articles
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Creation, sharing, and removal of articles
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==========================================
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.. _management/create:
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Creation
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--------
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To create articles, click the :guilabel:`+ New` button on the right side of the top bar or the
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:guilabel:`+` button next to a category or another article.
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.. tip::
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Create private articles quickly with the Alt/Option + C keyboard shortcut.
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.. _management/share:
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Sharing
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-------
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You can share articles with internal or external users. To do so, open the share menu by clicking
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:guilabel:`Share` in the top-right menu of articles.
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Invite users
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~~~~~~~~~~~~
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To share articles with specific users (internal or external, such as a partner or a customer), click
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:guilabel:`Invite`. This opens a pop-up window in which you can choose the :guilabel:`Permission`
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:ref:`(i.e, access rights) <management/categories>` and enter the :guilabel:`Recipients`' name or
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email.
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You can also restrict a specific user from accessing the article by selecting :guilabel:`No access`
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permission.
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.. image:: management/invite.png
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:alt: pop-up window to invite users to access a Knowledge article
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Share online
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~~~~~~~~~~~~
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To share articles **online**, activate the :guilabel:`Share to web` button. Doing so generates a URL
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link anyone can use to view the article.
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Additionally, the share menu displays the default permission for internal members along with all the
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users who have been granted specific permission.
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.. image:: management/share-menu.png
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:alt: Sharing menu with URL for online sharing and the list of members.
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.. _management/remove:
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Removal
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-------
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To remove an article, you can either **delete** it or **archive** it.
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To delete an article, open it and click the vertical ellipsis button :menuselection:`(⋮) -->
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Delete`. The article is moved to the trash for 30 days before being permanently deleted. To restore
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it, click :guilabel:`Open the Trash`, select the article, and click :guilabel:`Restore`.
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To archive articles, click :guilabel:`Search`, select the article(s), and click
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:menuselection:`Action --> Archive --> Archive`. Archived articles are hidden from the search menu.
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To retrieve an archived article, add a custom filter to display them (:menuselection:`Search -->
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Filters --> Add Custom Filter`, and set :guilabel:`Active` as :guilabel:`is No`). Then, select the
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article(s) and go to :menuselection:`Action --> Unarchive`.
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.. _management/structure:
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Structure of articles
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=====================
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Articles are organized into a hierarchical structure wherein the article on top is a parent article,
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and those underneath are called nested articles. This structure allows the grouping of related
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articles.
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To establish this hierarchy, create new articles by clicking the :guilabel:`+` button next to the
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parent-to-be article, or move existing articles by either dragging and dropping them under the
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parent-to-be or by clicking the vertical ellipsis button (:guilabel:`⋮`), clicking :guilabel:`Move
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To` on the toolbox and selecting the article to use as a parent.
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.. _management/categories:
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Categories
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----------
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Additionally, articles are divided into four categories that can be found on the left sidebar. These
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categories give articles default **access rights**.
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- :guilabel:`Favorites`: You can set any article you can access as a favorite. To do so, click the
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star-shaped icon (:guilabel:`★`) in the top-right menu of articles. Marking articles as
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**favorites** is user-specific and does not affect other users.
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- :guilabel:`Workspace`: Articles displayed in that category are available to all internal users.
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These users have the right to read, modify or share these articles.
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- :guilabel:`Shared`: Articles displayed in that category are those you shared with internal users,
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external users, or shared with you.
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- :guilabel:`Private`: Articles displayed in that category are only available to you.
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.. image:: management/left-sidebar-cat.png
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:alt: Categories displayed in the left sidebar of Odoo Knowledge
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