diff --git a/content/applications/finance/documents.rst b/content/applications/finance/documents.rst index c88d0091b..647022e6b 100644 --- a/content/applications/finance/documents.rst +++ b/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 -workspaces. +You can upload any file (max 64MB per file on Odoo Online) and organize them in various workspaces. .. seealso:: - `Odoo Documents: product page `_ - - `Odoo Tutorials: Documents basics `_ - - `Odoo Tutorials: Using Documents with your Accounting App - `_ + - `Odoo Tutorials: Documents basics [video] + `_ + - `Odoo Tutorials: Using Documents with your Accounting App [video] `_ 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 -exist, but you can create your own by going to :menuselection:`Documents --> Configuration --> -Workspaces` and clicking on :guilabel:`Create`. +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: -.. note:: - :guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can be created, edited, or deleted by - clicking on the gear icon :guilabel:`⚙` on the left menu. - -.. image:: documents/sub-workspaces-creation.png - :align: center - :alt: Create sub-workspaces from the left menu +- :guilabel:`Name` +- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent + Workspace` 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. - - 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 - the left menu. + - 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. + +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 -the workspace where your document is stored. +Different :ref:`Actions ` are available at the bottom of the right +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 `, click :guilabel:`New Spreadsheet`. You can select +a :guilabel:`Blank spreadsheet` or an :doc:`existing template `. + +.. _documents/workflow-actions: Workflow actions ================ -Workflow actions help you streamline the management of your documents and your overall business -operations. These are automated actions that can be created and customized for each workspace. For -example, create documents, process bills, sign, organize files, add tags to a file or move it to -another workspace with a single click etc. These workflow actions appear on the right panel when it -meets the criteria you set. +Workflow actions help manage documents and overall business operations. These are automated actions +that can be created and customized for each workspace. With a single click you can, for example, +create, move, sign, and add tags to a document, and process bills. + +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 -click on :guilabel:`Create`. +To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and click +:guilabel:`New`. .. note:: - An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you - selected. + An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you 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 - selected workspace. + If you don't set any conditions, the action button appears for all files inside the selected + workspace. Advanced condition type: domain ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ .. important:: - It is recommended to have some knowledge of Odoo development to properly configure *Domain* - filters. + It is recommended to have some knowledge of Odoo development to configure *Domain* filters + properly. -To access the *Domain* condition, the :ref:`developer mode ` needs to be activated. -Once that's done, select the :guilabel:`Domain` condition type, and click on :guilabel:`Add Filter`. - -.. image:: documents/activate-domain-condition.png - :align: center - :alt: Activating the domain condition type in Odoo Documents +The :ref:`developer mode ` needs to be activated to access the :guilabel:`Domain` +condition from the :guilabel:`Actions` tab. Once done, select the :guilabel:`Domain` condition type +and click :guilabel:`Add condition`. 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 -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`. - -.. image:: documents/use-domain-condition.png - :align: center - :alt: Add a node or a branch to a workflow action's 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`. 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. - - **Task**: create a Project task you can edit directly. - - **Signature request**: create a new Sign template to send out. - - **Sign directly**: create a Sign template to sign directly. + - **Link to record**: link the document to a record (i.e. link to a vehicle in Fleet); + - **Product template**: create a product you can edit directly; + - **Task**: create a Project task you can edit 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. - - **Applicant**: create a new HR application you can edit directly. + the file; + - **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 -digitize, click on :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice` or -:guilabel:`Create credit note`, and then click on :guilabel:`Send for Digitization`. +Documents available in the Finance workspace can be digitized. 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