[IMP] documents: new features

task-3433587

closes odoo/documentation#6672

X-original-commit: 2ba79f54a5
Signed-off-by: Xavier Platteau (xpl) <xpl@odoo.com>

content/applications/finance/documents.rst

@@ -2,16 +2,15 @@
 Documents
 =========
 
-**Odoo Documents** allows you to store, view and manage files within Odoo.
+**Odoo Documents** allows you to store, view, and manage files within Odoo.
 
-You can upload any type of file (max 64MB per file on Odoo Online), and organize them in various
+You can upload any file (max 64MB per file on Odoo Online) and organize them in various workspaces.
-workspaces.
 
 .. seealso::
    - `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
-   - `Odoo Tutorials: Documents basics <https://www.odoo.com/slides/slide/documents-basics-674>`_
+   - `Odoo Tutorials: Documents basics [video]
-   - `Odoo Tutorials: Using Documents with your Accounting App
+     <https://www.odoo.com/slides/slide/documents-basics-674>`_
-     <https://www.odoo.com/slides/slide/using-documents-with-your-accounting-app-675?fullscreen=1#>`_
+   - `Odoo Tutorials: Using Documents with your Accounting App [video] <https://www.odoo.com/slides/slide/using-documents-with-your-accounting-app-675?fullscreen=1#>`_
 
 Configuration
 =============
@@ -20,11 +19,10 @@ By going to :menuselection:`Documents --> Configuration --> Settings`, you can e
 centralization of files attached to a specific area of your activity. For example, by ticking
 :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 by using the dropdown menu and edit its properties by clicking the
+can change the default workspace using the dropdown menu and edit its properties by clicking the
 internal link button (:guilabel:`➔`).
 
 .. image:: documents/files-centralization.png
-   :align: center
    :alt: Enable the centralization of files attached to a specific area of your activity.
 
 .. note::
@@ -33,8 +31,7 @@ internal link button (:guilabel:`➔`).
      synchronization.
 
      .. image:: documents/accounting-files-centralization.png
-      :align: center
+        :alt: Enable the centralization of files attached to your accounting.
-      :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
      will be found under the new workspace.
@@ -42,34 +39,55 @@ internal link button (:guilabel:`➔`).
 Workspaces
 ==========
 
-Workspaces are hierarchical folders having their own set of tags and actions. Default workspaces
+Workspaces are hierarchical folders having their own set of tags and :ref:`actions
-exist, but you can create your own by going to :menuselection:`Documents --> Configuration -->
+<documents/workflow-actions>`. Default workspaces exist, but you can create your own by going to
-Workspaces` and clicking on :guilabel:`Create`.
+:menuselection:`Documents --> Configuration --> Workspaces` and clicking :guilabel:`New`. On the new
+page, fill in the following information:
 
-.. note::
+- :guilabel:`Name`
-   :guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can be created, edited, or deleted by
+- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent
-   clicking on the gear icon :guilabel:`⚙` on the left menu.
+  Workspace`
-
-.. image:: documents/sub-workspaces-creation.png
-   :align: center
-   :alt: Create sub-workspaces from the left menu
 
 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.
+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.
 
 .. note::
-   - The tags of a parent workspace apply to the child workspaces automatically.
+   - 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 be created and modified by going to :menuselection:`Configuration --> Tags`;
-   - Tags can also be created, edited, or deleted, by clicking on the gear icon :guilabel:`⚙`, on
+   - Tags can also be created or edited by clicking the gear icon :guilabel:`⚙` on the left menu.
-     the left menu.
+
+Access rights
+-------------
+
+To manage your workspace access rights, go to :menuselection:`Documents --> Configuration -->
+Workspaces`, open the workspace you want to edit, and go to the :guilabel:`Access Rights` tab.
+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.
+
+Description
+-----------
+
+You can add descriptive information to your workspace by going to :menuselection:`Documents -->
+Configuration --> Workspaces`, opening the workspace you want to describe and going to the
+:guilabel:`Description` tab.
+
+.. note::
+   Workspaces can also be created and edited by clicking the gear icon :guilabel:`⚙` on the left
+   menu.
+
+   .. image:: documents/sub-workspaces-creation.png
+      :alt: Create sub-workspaces from the left menu
 
 Documents management
 ====================
 
-When clicking on a specific document, the right panel displays different options. On the top,
+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.
@@ -80,7 +98,7 @@ additional options might be available: :guilabel:`Download`, :guilabel:`Share`,
 
 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 to add
+be modified and it is possible to access the related :guilabel:`Journal Entry` or add
 :guilabel:`Tags`.
 
 .. note::
@@ -88,30 +106,111 @@ be modified and it is possible to access the related :guilabel:`Journal Entry` o
      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 the document. It is possible to replace the owner of a document. I.e.: an employee
+     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".
 
-Finally, different :guilabel:`Actions` are available at the bottom of the right panel, depending on
+Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
-the workspace where your document is stored.
+panel, depending on the workspace where your document is stored.
+
+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.
+
+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.
+
+.. 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.
+
+Additional features
+-------------------
+
+Select a workspace and click the arrow next to the :guilabel:`Upload` button to access additional
+features:
+
+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
+is created in the workspace.
+
+When your document is available, click the placeholder to upload it.
+
+You can see all missing documents by going to the **Activity** view and to 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`.
+
+   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.
+
+   .. image:: documents/reminder-email.png
+      :alt: send a reminder email from the Activity view
+
+Add a link
+~~~~~~~~~~
+
+To add a link to your documents dashboard, click on :guilabel:`Add a Link`, enter the
+:guilabel:`URL`, and :guilabel:`Name` it.
+
+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.
+
+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`.
+
+.. note::
+   It is possible to only share one or more documents (without their workspace) by selecting them
+   and clicking :guilabel:`Share`.
+
+New spreadsheet
+~~~~~~~~~~~~~~~
+
+To create a new :doc:`spreadsheet <spreadsheet>`, click :guilabel:`New Spreadsheet`. You can select
+a :guilabel:`Blank spreadsheet` or an :doc:`existing template <spreadsheet/templates>`.
+
+.. _documents/workflow-actions:
 
 Workflow actions
 ================
 
-Workflow actions help you streamline the management of your documents and your overall business
+Workflow actions help manage documents and overall business operations. These are automated actions
-operations. These are automated actions that can be created and customized for each workspace. For
+that can be created and customized for each workspace. With a single click you can, for example,
-example, create documents, process bills, sign, organize files, add tags to a file or move it to
+create, move, sign, and add tags to a document, and process bills.
-another workspace with a single click etc. These workflow actions appear on the right panel when it
+
-meets the criteria you set.
+These workflow actions appear on the right panel when a document meets the set criteria.
 
 Create workflow actions
 -----------------------
 
-To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and then
+To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and click
-click on :guilabel:`Create`.
+:guilabel:`New`.
 
 .. note::
-   An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you
+   An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected.
-   selected.
 
 Set the conditions
 ------------------
@@ -122,7 +221,7 @@ 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 both use the :guilabel:`Contains` and :guilabel:`Does not contain`
+#. :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.
 
 #. :guilabel:`Contact`: the files must be associated with the contact set here.
@@ -130,43 +229,34 @@ There are three basic types of conditions you can set:
 #. :guilabel:`Owner`: the files must be associated with the owner set here.
 
 .. image:: documents/basic-condition-example.png
-   :align: center
    :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 located inside the
+   If you don't set any conditions, the action button appears for all files inside the selected
-   selected workspace.
+   workspace.
 
 Advanced condition type: domain
 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
 .. important::
-   It is recommended to have some knowledge of Odoo development to properly configure *Domain*
+   It is recommended to have some knowledge of Odoo development to configure *Domain* filters
-   filters.
+   properly.
 
-To access the *Domain* condition, the :ref:`developer mode <developer-mode>` needs to be activated.
+The :ref:`developer mode <developer-mode>` needs to be activated to access the :guilabel:`Domain`
-Once that's done, select the :guilabel:`Domain` condition type, and click on :guilabel:`Add Filter`.
+condition from the :guilabel:`Actions` tab. Once done, select the :guilabel:`Domain` condition type
-
+and click :guilabel:`Add condition`.
-.. image:: documents/activate-domain-condition.png
-   :align: center
-   :alt: Activating the domain condition type in Odoo Documents
 
 To create a rule, you typically select a :guilabel:`field`, an :guilabel:`operator`, and a
 :guilabel:`value`. For example, if you want to add a workflow action to all the PDF files inside a
 workspace, set the :guilabel:`field` to *Mime Type*, the :guilabel:`operator` to *contains*, and the
-:guilabel:`value` to *pdf*.
+pdf :guilabel:`value`.
 
 .. image:: documents/domain-condition-example.png
-   :align: center
    :alt: Example of a workflow action's domain condition in Odoo Documents
 
-Click on :guilabel:`Add node` (plus-circle icon) and :guilabel:`Add branch` (ellipsis icon) to add
+Click :guilabel:`Add New Rule` (plus icon) and :guilabel:`Add branch` to add conditions and
-conditions and sub-conditions. You can then specify if your rule should match :guilabel:`ALL` or
+sub-conditions. You can then specify if your rule should match :guilabel:`all` or :guilabel:`any`
-:guilabel:`ANY` conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
+conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
-
-.. image:: documents/use-domain-condition.png
-   :align: center
-   :alt: Add a node or a branch to a workflow action's condition in Odoo Documents
 
 Configure the actions
 ---------------------
@@ -178,19 +268,24 @@ Select the :guilabel:`Actions` tab to set up your action. You can simultaneously
 - **Move to Workspace**: move the file to any workspace.
 - **Create**: create one of the following items attached to the file in your database:
 
-   - **Product template**: create a product you can edit directly.
+   - **Link to record**: link the document to a record (i.e. link to a vehicle in Fleet);
-   - **Task**: create a Project task you can edit directly.
+   - **Product template**: create a product you can edit directly;
-   - **Signature request**: create a new Sign template to send out.
+   - **Task**: create a Project task you can edit directly;
-   - **Sign directly**: create a Sign template to sign directly.
+   - **Signature PDF template**: create a new Sign template to send out;
+   - **PDF to sign**: create a PDF to sign;
+   - **Applicant**: create a new HR application you can edit directly;
    - **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file
-     content.
+     content;
    - **Customer invoice**: create a customer invoice using OCR and AI to scrape information from
-     the file.
+     the file;
    - **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information
-     from the file.
+     from the file;
    - **Credit note**: create a customer credit note using OCR and AI to scrape information from
-     the file.
+     the file;
-   - **Applicant**: create a new HR application you can edit directly.
+   - **Miscellaneous Operations**: create a record in :guilabel:`Miscellaneous Operations`
+     in Accounting;
+   - **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.
@@ -198,15 +293,14 @@ Select the :guilabel:`Actions` tab to set up your action. You can simultaneously
   the action. You can choose to set the activity on the document owner.
 
 .. image:: documents/workflow-action-example.png
-   :align: center
    :alt: Example of a workflow action Odoo Documents
 
 Digitize documents with AI and optical character recognition (OCR)
 ==================================================================
 
-Documents available in the Finance workspace can be digitized. Select the document you want to
+Documents available in the Finance workspace can be digitized. Select the document to digitize,
-digitize, click on :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice` or
+click :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice`, or
-:guilabel:`Create credit note`, and then click on :guilabel:`Send for Digitization`.
+:guilabel:`Create credit note`, and then click :guilabel:`Send for Digitization`.
 
 .. seealso::
    :doc:`AI-powered document digitization <../finance/accounting/vendor_bills/invoice_digitization>`