[ADD] project: new task creation and statuses docs

task-4010729

closes odoo/documentation#10031

X-original-commit: 5938ac0931
Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
Signed-off-by: Zuzanna Luczynska (zulu) <zulu@odoo.com>

content/applications/services/project.rst

@@ -16,5 +16,5 @@ coworkers, and keep track of each project's profitability.
 .. toctree::
    :titlesonly:
 
-   project/tasks
    project/project_management
+   project/tasks

content/applications/services/project/project_management.rst

@@ -13,6 +13,8 @@ into tasks, which are categorized on a whiteboard according to what production p
    `Odoo Tutorials: Kanban Project Management
    <https://www.odoo.com/slides/slide/kanban-project-management-1664>`_
 
+.. _project_management/configuration:
+
 Configuration
 =============
 

content/applications/services/project/tasks.rst

@@ -1,11 +1,12 @@
 :nosearch:
 
-=====
-Tasks
-=====
+===============
+Task management
+===============
 
 .. toctree::
    :titlesonly:
 
-   tasks/email_alias
+   tasks/task_stages_statuses
+   tasks/task_creation
    tasks/recurring_tasks

content/applications/services/project/tasks/email_alias.rst

@@ -1,37 +0,0 @@
-==========================================
-Create Project's Tasks from an Email Alias
-==========================================
-
-When you already have an email address that customers know from the top of their heads, changing
-it is the last thing you want to do. Instead, link that address to your project and transform
-those conversations into structured work. It automatically creates a task in the first stage
-of a project.
-
-Set up an incoming email server
-===============================
-
-| On the *Settings* application, enable *External Email Servers* and define the incoming email
-  alias you would like to use.
-| **For more information**: :doc:`/applications/general/email_communication/email_servers`
-
-Configure the email alias in your project
------------------------------------------
-
-| Now that you have the incoming email server set up, go to
-  :menuselection:`Project --> Configuration --> Projects --> Edit`. Under the *Emails* tab, define
-  the wanted email alias and choose the policy to receive a message.
-| In addition, you can now directly set it when creating a new project.
-
-.. image:: email_alias/email_project.png
-   :align: center
-   :alt: In the settings of your project, define the emails alias under the tab email in Odoo Project
-
-.. important::
-   All the recipients of the email (To/Cc/Bcc) are automatically added as followers of the task.
-
-The email can be seen under the name of your project on the dashboard.
-
-.. image:: email_alias/email_dashboard_project.png
-   :align: center
-   :height: 300
-   :alt: View of the email alias chosen on the dashboard view in Odoo Project

content/applications/services/project/tasks/task_creation.rst

@@ -0,0 +1,121 @@
+=============
+Task creation
+=============
+
+Tasks in Odoo Project can be created manually or automatically, including from emails or website
+forms.
+
+Manual task creation
+====================
+
+Open the Project app and choose the desired project. Create a new task by doing one of the
+following:
+
+ - Clicking the :icon:`fa-plus` (:guilabel:`plus`) button in the upper left corner. This creates
+   a new task in the first stage of your Kanban view.
+ - Pressing the :icon:`fa-plus` (:guilabel:`plus`) button next to the Kanban stage name. This
+   creates a new task in this Kanban stage.
+
+Fill in the :guilabel:`Task Title` and add one or more :guilabel:`Assignees`, then click
+:guilabel:`Add`.
+
+Task configuration
+------------------
+
+Click the task to open it. The task form includes the following fields that you can fill in:
+
+ - :guilabel:`Task Title`: title of the task.
+ - :icon:`fa-star-o` (:guilabel:`Star`): click the :icon:`fa-star-o` (:guilabel:`star`) icon to mark
+   the task as high priority. The icon will turn yellow. Click it again to remove the high priority.
+ - :guilabel:`Project`: the project that this task belongs to.
+ - :guilabel:`Assignees`: the person(s) in charge of handling the work on this task.
+ - :guilabel:`Tags`: custom labels allowing to categorize and filter your tasks.
+ - :guilabel:`Customer`: the person or company that will be billed for this task. This field only
+   appears in tasks that belong to billable projects.
+ - :guilabel:`Sales Order Item`: this can be either the sales order that was used to create this
+   task, or a sales order that was linked to this task manually. This field only appears in tasks
+   linked to billable projects.
+ - :guilabel:`Allocated Time`: the amount of time that the work on this task is expected to last,
+   tracked by timesheets.
+ - :guilabel:`Deadline`: the expected end date of the task. Once this field is filled in, you can
+   also add a start date to designate the entire time frame of the tasks' duration.
+
+.. tip::
+
+   - You can also create new tasks by switching to the list or Gantt view and clicking
+     :guilabel:`New`.
+   - The following fields can also be edited directly from the Kanban view without opening the
+     individual task: :icon:`fa-star-o` (**priority**), :guilabel:`Allocated hours`,
+     :guilabel:`Assignees`, and **task status**. You can also **color code** or :guilabel:`Set a
+     Cover image` to your task by clicking the :icon:`fa-ellipsis-v` (**vertical ellipsis**).
+   - You can use the following keyboard shortcuts in the task title to configure new tasks (modify
+     the values in the examples below according to your needs):
+
+     - **30h**: to allocate 30 hours to the task.
+     - **#tags**: to add tags to the task.
+     - **@user**: to assign the task to a user.
+     - **!**: to star the task as high priority.
+
+     Along with using the correct format, follow this order: the task's name, followed by the
+     allocated time, the tags, the assignee, and then the priority.
+
+     For example, if you want to create a task named "Prepare workshop", allocate 5h hours to it,
+     add the "School" tag, assign it to Audrey and set its priority to :guilabel:`High`, enter the
+     following task title: Prepare workshop 5h #school @Audrey !
+
+     .. image:: task_creation/task-shortcuts.png
+        :alt: Using keyboard shortcuts to create a task in Project.
+
+Creating tasks from an email alias
+==================================
+
+This feature allows for project tasks to be automatically created once an email is delivered to a
+designated email address.
+
+To configure it, open the Project app, then click the :icon:`fa-ellipsis-v` (:guilabel:`vertical
+ellipsis`) icon next to the desired project's name. Select :guilabel:`Settings`, then open the
+:guilabel:`Settings` tab.
+
+Fill in the :guilabel:`Create tasks by sending an email to` field as follows:
+
+ - **Section of the alias before the @ symbol**: type the name of the email alias, e.g. `contact`,
+   `help`, `jobs`.
+ - **Domain**: in most cases, this is filled in by default with your
+   :doc:`domain <../../../general/email_communication/email_servers>`.
+ - **Accept Emails From**: refine the senders whose emails will create tasks in the project.
+
+.. image:: task_creation/email-configuration.png
+   :alt: View of the email alias chosen on the dashboard view in Odoo Project
+
+Once configured, the email alias can be seen under the name of your project on the Kanban dashboard.
+
+When an email is sent to the alias, the email is automatically converted into a project task. The
+following rules apply:
+
+- The email sender is displayed in the :guilabel:`Customer` field.
+- The email subject is displayed in the :guilabel:`Task Title` field.
+- The email body is displayed in the :guilabel:`Description` field.
+- The whole content of the email is additionally displayed in the **chatter**.
+- All the recipients of the email (To/Cc/Bcc) that are Odoo users are automatically added as
+  **followers** of the task.
+
+Creating tasks from a website form
+==================================
+
+If you have the Website app installed in your database, you can configure any form on your
+website to trigger the creation of tasks in a project.
+
+#. Go to the website page where you wish to add the the form and
+   :ref:`add the Form building block <websites/website/web_design/building_blocks>`.
+#. In the website editor, edit the following fields:
+
+   - :guilabel:`Action`: select :guilabel:`Create a Task`.
+   - :guilabel:`Project`: choose the project that you want the new tasks to be created in.
+
+#. :ref:`Customize the form <dynamic_content/form>`.
+
+When the form is submitted, it automatically creates a project task. The task's content is defined
+by the form's corresponding fields.
+
+.. seealso::
+   :doc:`Dynamic website content <../../../websites/website/web_design/building_blocks/dynamic_content>`

content/applications/services/project/tasks/task_stages_statuses.rst

@@ -0,0 +1,73 @@
+========================
+Task stages and statuses
+========================
+
+Task stages
+===========
+
+Task stages are displayed as columns in the project's Kanban view, and allow you to update the
+progress of its tasks with a drag-and-drop. In most projects, the stages will be akin to **New**,
+**In progress**, **Backlog**, etc.
+
+By default, task stages are project-specific but can be shared across multiple projects that follow
+the same workflow.
+
+Creating task stages
+--------------------
+
+Odoo Project doesn’t provide default stages but instead allows you to create custom stages tailored
+to your specific business needs. You are prompted to do so immediately after :ref:`creating a new
+project <project_management/configuration>`.
+
+To create a stage, type its name into the :guilabel:`Stage...` field, then click :guilabel:`Add`.
+
+.. tip::
+   Click :guilabel:`See examples` to find ideas for stage names applicable to your line of business.
+
+Editing task stages
+-------------------
+
+To edit the task stage, click the :icon:`fa-cog` (:guilabel:`cog`) icon next to its name. From
+there, click one of the following:
+
+ - :guilabel:`Fold`: to hide the task stage and all of the tasks in this stage from the Kanban view.
+ - :guilabel:`Edit`:
+
+   - :guilabel:`Name`: to change the name of the stage.
+   - :guilabel:`SMS/Email Template`: to automatically send an email or SMS notification to the
+     customer when a task reaches this stage.
+   - :guilabel:`Folded in Kanban`: to hide the task stage and all of the tasks in this stage from
+     the Kanban view.
+   - :guilabel:`Projects`: to share this task stage between several projects.
+   - :guilabel:`Automations`: to create :doc:`custom rules that trigger automatic actions
+     <../../../studio/automated_actions>` (e.g., creating activities, adding followers, or sending
+     webhook notifications). Note that this will activate Studio in your database, which may impact
+     your pricing plan.
+
+ - :guilabel:`Delete`: to delete this stage.
+ - :guilabel:`Archive/Unarchive all`: to archive or unarchive all of the tasks in this stage.
+
+Task statuses
+=============
+
+Task statuses are used to track the status of tasks within the Kanban stage, as well as to close the
+task when it’s done or canceled. Unlike Kanban stages, they cannot be customized; five task statuses
+exist in Odoo and are used as follows:
+
+ - :guilabel:`In Progress`: this is the default state of all tasks, meaning that work required for
+   the task to move to the next Kanban stage is ongoing.
+ - :guilabel:`Changes Requested`: to highlight that changes, either requested by the customer or
+   internally, are needed before the task is moved to the next Kanban stage.
+ - :guilabel:`Approved`: to highlight that the task is ready to be moved to the next stage.
+ - :guilabel:`Canceled`: to cancel the task.
+ - :guilabel:`Done`: to close the task once it's been completed.
+
+.. note::
+
+   - The :guilabel:`Changes Requested` and :guilabel:`Approved` task statuses are cleared as soon as
+     the task is moved to another Kanban stage. The task status reverts to the default :guilabel:`In
+     Progress` status so that :guilabel:`Changes Requested` or :guilabel:`Approved` status can be
+     applied again once the necessary work has been completed in this Kanban stage.
+   - The :guilabel:`Done` and :guilabel:`Canceled` statuses are independent from the Kanban stage.
+     Once a task is marked as :guilabel:`Done` or :guilabel:`Canceled`, it is closed. If needed, it
+     can be reopened by changing its status.

content/applications/websites/website/web_design/building_blocks.rst

@@ -13,6 +13,8 @@ pages. Four types of building blocks are available depending on their use:
 .. seealso::
    `Odoo Tutorial: Design your first webpage <https://www.odoo.com/slides/slide/design-your-first-web-page-1667?fullscreen=1>`_
 
+.. _websites/website/web_design/building_blocks:
+
 Adding a building block
 =======================
 

redirects/17.0.txt

@@ -74,3 +74,4 @@ applications/sales/point_of_sale/pricing/digital_labels.rst applications/sales/p
 # applications/services
 
 applications/services/helpdesk/overview/getting_started.rst applications/services/helpdesk.rst                                                            #helpdesk/overview/getting_started --> helpdesk
+applications/services/project/tasks/email_alias.rst applications/services/project/tasks/task_creation.rst                                                 #project/tasks/email_alias --> task_creation