[IMP] Documents: share section to be improved
taskid-3898917 closes odoo/documentation#9288 Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
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Donatienne (dopi)
Audrey (auva)
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@ -20,7 +20,7 @@ centralization of files attached to a specific area of your activity. For exampl
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:guilabel:`Human Resources`, your HR documents are automatically available in the HR workspace,
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while documents related to Payroll are automatically available in the Payroll sub-workspace . You
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can change the default workspace using the dropdown menu and edit its properties by clicking the
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internal link button (:guilabel:`➔`).
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:guilabel:`➔` (:guilabel:`Internal link`) icon.
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.. image:: documents/files-centralization.png
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:alt: Enable the centralization of files attached to a specific area of your activity.
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@ -41,39 +41,39 @@ internal link button (:guilabel:`➔`).
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Workspaces
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==========
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Workspaces are hierarchical folders having their own set of tags and :ref:`actions
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<documents/workflow-actions>`. Default workspaces exist, but you can create your own by going to
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:menuselection:`Documents --> Configuration --> Workspaces` and clicking :guilabel:`New`. On the new
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page, fill in the following information:
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Workspaces are hierarchical folders having their own set of :ref:`tags <documents/tags>`
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and :ref:`actions <documents/workflow-actions>`. Default workspaces exist, but you can create your
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own by going to :menuselection:`Documents --> Configuration --> Workspaces` and clicking
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:guilabel:`New`. On the new page, fill in the following information:
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- :guilabel:`Name`
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- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent
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Workspace`
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Three tabs are available: :ref:`Tags <documents/tags>`,
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:ref:`Access Rights <documents/access-rights>`, and :ref:`Description <documents/description>`.
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.. _documents/tags:
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Tags
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----
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Tags are used within workspaces to add a level of differentiation between documents. They are
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organized per category, and filters can be used to sort them.
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Tags can be created from the :guilabel:`Tags` tab. Click :guilabel:`Add a line`, create the
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:guilabel:`Tag Category`, and :guilabel:`Name` your tags.
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From the :guilabel:`Tags` tab, click :guilabel:`Add a line`, create the :guilabel:`Tag Category`,
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and :guilabel:`Name` your tags.
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.. note::
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- The tags of a parent workspace apply to the child workspaces automatically;
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- Tags can be created and modified by going to :menuselection:`Configuration --> Tags`;
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- Tags can also be created or edited by clicking the gear icon :guilabel:`⚙` on the left menu.
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- Tags can be created and modified by going to :menuselection:`Documents --> Configuration -->
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Tags`;
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- Tags can also be created or edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon on
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the left menu;
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- An :ref:`email alias <documents/upload>` can be used to automatically send received documents
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to a specific workspace based on the tag assigned.
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An **email alias** can be used to automatically send received documents to a specific workspace
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based on the tag assigned. To create an email alias:
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#. Select the tag and the corresponding workspace where the document should be directed in the left
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column of your dashboard.
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#. Next to the :guilabel:`Upload` button, click the down arrow, and then click :guilabel:`Share`.
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#. In the new window, click :guilabel:`Download and Upload` and enter the email alias where
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documents should be sent.
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.. _documents/access-rights:
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Access rights
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-------------
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@ -83,6 +83,12 @@ Workspaces`, open the workspace you want to edit, and go to the :guilabel:`Acces
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You can add :guilabel:`Write Groups` that can view, create, and edit the workspace's documents.
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You can also add :guilabel:`Read Groups` that can only view the workspace's documents.
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.. tip::
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Enable :guilabel:`Own Documents Only` to limit :guilabel:`Read Groups` and
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:guilabel:`Write Groups` to the documents of which they are owner.
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.. _documents/description:
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Description
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-----------
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@ -91,54 +97,63 @@ Configuration --> Workspaces`, opening the workspace you want to describe and go
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:guilabel:`Description` tab.
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.. note::
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Workspaces can also be created and edited by clicking the gear icon :guilabel:`⚙` on the left
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menu.
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Workspaces can also be created and edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon
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on the left menu.
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.. image:: documents/sub-workspaces-creation.png
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:alt: Create sub-workspaces from the left menu
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.. _documents/management:
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Documents management
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====================
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When selecting or opening a document, the right panel displays different options. On the top,
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additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
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:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or use the
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:guilabel:`Move to trash` option.
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When selecting or opening a document, the right panel displays different options, including, for
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example: :icon:`fa-download` (:guilabel:`Download`), :icon:`fa-share-alt` (:guilabel:`Share this
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selection`), :icon:`fa-retweet` (:guilabel:`Replace`), :icon:`fa-unlock` (:guilabel:`Lock`),
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:icon:`fa-scissors` (:ref:`Split <documents/split>`), :icon:`fa-comments` (:guilabel:`Open chatter`),
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and :icon:`fa-trash` (:guilabel:`Move to trash`).
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.. image:: documents/right-panel-options.png
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:align: center
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:alt: right panel options
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Then, you can modify the name of your file by clicking on :guilabel:`Name`. A :guilabel:`Contact` or
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an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is
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To modify the name of your file, click on :guilabel:`Name`. A :guilabel:`Contact` or an
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:guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is
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possible to access the related :guilabel:`Journal Entry` or add :guilabel:`Tags`.
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.. note::
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- The :guilabel:`Contact` is the person related to the document and assigned to it. He can only
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view the document and not modify it. I.e.: an existing supplier in your database is the contact
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for their bill.
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- The person who creates a document is, by default :guilabel:`Owner` of it and has complete
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rights to it. It is possible to replace the owner of a document. I.e., an employee
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must be owner of a document to be able to see it in "My Profile".
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- The :guilabel:`Contact` is a person related to the document who only has read
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:ref:`access rights <documents/access-rights>` to the document, e.g., an existing supplier in
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your database;
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- The creator of a document is automatically assigned as its :guilabel:`Owner` and is granted
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full access rights to it. To replace the owner of a document, select the required user from the
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dropdown list in the :guilabel:`Owner` field.
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.. tip::
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An employee must be a user and the owner of a document to view it in **My Profile**.
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Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
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panel, depending on the workspace where your document is stored.
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.. _documents/split:
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Split PDF documents
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-------------------
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Select the PDF you want to split, and click the scissors icon. A new view displays all the pages of
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the document.
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Select the PDF you want to split, and click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. A
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new view displays all the pages of the document.
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By default, each page of the document will be split when clicking :guilabel:`Split`. To remove a
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split between two pages, click on the scissors icon.
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By default, all pages are split when you click :guilabel:`Split`. To remove a split between two
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pages, click the :icon:`fa-scissors` (:guilabel:`scissors`) icon.
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.. image:: documents/split-pdf.png
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:alt: split your documents
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.. tip::
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To merge documents from your dashboard, select them and click the scissors icon. Click on the
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scissors between the two documents and click :guilabel:`Split` to merge the documents.
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To merge documents from your dashboard, select them and click the :icon:`fa-scissors`
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(:guilabel:`scissors`) icon. Click on the scissors between the two documents and click
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:guilabel:`Split` to merge the documents.
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Additional features
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-------------------
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@ -151,29 +166,35 @@ Request
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You can create "missing documents" and organize them as documents, to remind users to download them.
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Select the workspace where the file should be stored, click :guilabel:`Upload`, then
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:guilabel:`Request`. Add the :guilabel:`Document Name`, select the person you need it from in the
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:guilabel:`Request To` field, fill in the :guilabel:`Due Date In`, confirm the
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:guilabel:`Workspace`, the document should belong to, and add :guilabel:`Tags` and a
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:guilabel:`Note`, if needed. Then, click :guilabel:`Request`. A placeholder for the missing document
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Select the workspace where the file should be stored, click the arrow next to the :guilabel:`Upload`
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button, and select the :guilabel:`Request` option. Add the :guilabel:`Document Name`, choose the
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person you need it from in the :guilabel:`Request To` field, fill in the :guilabel:`Due Date In`,
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confirm the :guilabel:`Workspace` the document should belong to, and add :guilabel:`Tags` and a
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:guilabel:`Note` if needed. Then, click :guilabel:`Request`. A placeholder for the missing document
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is created in the workspace.
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When your document is available, click the placeholder to upload it.
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.. image:: documents/missing-doc.png
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:alt: Placeholder for missing document
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You can see all missing documents by going to the **Activity** view and to the :guilabel:`Requested
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To upload the document, click the :icon:`fa-upload` (:guilabel:`Upload file`) icon in the document
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preview. By default, the requestor is set as the document's :guilabel:`Owner`.
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You can see all missing documents by going to the **Activity** view and the :guilabel:`Requested
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Document` column.
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.. tip::
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From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are
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expecting a document. Go to the :guilabel:`Requested Document` column, click on ⋮ and
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:guilabel:`Document Request: Reminder`.
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- From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you
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are expecting a document. Go to the :guilabel:`Requested Document` column, click on the
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:icon:`fa-ellipsis-v` (:guilabel:`vertical ellipsis`) icon and :guilabel:`Document Request: Reminder`.
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Click on a date to see the details of a specific request. You can update it by clicking on the
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pen icon, :guilabel:`Preview` the content of the reminder email, or :guilabel:`Send Now` to send
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a reminder email.
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- Click on a date to see the details of a specific request. You can update it by clicking on the
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:icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder
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email, or :guilabel:`Send Now` to send a reminder email.
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.. image:: documents/reminder-email.png
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:alt: send a reminder email from the Activity view
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.. image:: documents/reminder-email.png
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:alt: send a reminder email from the Activity view
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.. _documents/add-a-link:
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Add a link
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~~~~~~~~~~
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@ -184,19 +205,74 @@ To add a link to your documents dashboard, click on :guilabel:`Add a Link`, ente
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Share
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~~~~~
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You can create a share link to a document or all documents of a workspace. It allows anyone to
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download the file(s) or upload files to a workspace.
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You can make a document or a workspace accessible to anyone by sharing a URL.
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To do so, select the workspace or the document and click the arrow next to the :guilabel:`Upload`
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button then :guilabel:`Share`. On the pop-up, the share :guilabel:`URL` is displayed.
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:guilabel:`Copy` it to share it with anyone. :guilabel:`Name` the share link and set a validity date
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for the URL by filling in the :guilabel:`Valid Until` field. Tick the :guilabel:`Include Sub
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Folders` box if you also want to share a workspace's sub-folders. To let users upload their own
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documents, select :guilabel:`Download and Upload`.
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Share a document
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****************
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To generate a **share link** to a document, select the document, click the arrow next to the
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:guilabel:`Upload` button, and click :guilabel:`Share`.
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In the pop-up, you can :guilabel:`Name` the share link, set a validity date by filling in the
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:guilabel:`Valid Until` field, and if you own more than one site, select the :guilabel:`Website` you
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want so the right domain name is reflected in the URL.
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Click :guilabel:`Copy` or :guilabel:`Share` to send the URL to whomever you want.
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.. tip::
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You can also generate a share URL by selecting the document, going to the right panel, and
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clicking the :icon:`fa-share-alt` (:guilabel:`Share this selection`) icon.
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Share a workspace
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*****************
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You can share a link to a workspace and allow users to :guilabel:`Download` its content or
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:guilabel:`Download and Upload` files to it.
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To do so, go to the left column of your dashboard. In the :guilabel:`Workspace` section, select the
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workspace to share, and possibly one or several tags that will be automatically added to the
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uploaded documents. Then, click the arrow next to the :guilabel:`Upload` button and
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:guilabel:`Share`.
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In the pop-up, a share :guilabel:`URL` you can :guilabel:`Copy` is displayed. You can
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:guilabel:`Name` your share link, set a validity date by filling in the :guilabel:`Valid Until`
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field, tick the :guilabel:`Include Sub Folders` box if you want to share the workspace's
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sub-folders, and if you own more than one site, select the :guilabel:`Website` you
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want so the share link reflects the right domain name.
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Then, allow users to either :guilabel:`Download` files from your workspace, or to :ref:`Download and
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Upload <documents/upload>` files to it.
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.. Note::
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- The links added to your workspace using the :ref:`Add a Link <documents/add-a-link>` option
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cannot be shared and are, therefore, excluded.
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- When tags are applied to a shared workspace, users can exclusively access the documents
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associated with those tags.
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.. _documents/upload:
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Upload by email
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^^^^^^^^^^^^^^^
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Select the :guilabel:`Download and Upload` option to enable users to upload their files to your
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workspace using an :guilabel:`Email Alias`. To create the email alias, enter its name in the
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:guilabel:`Email Alias` field. The :doc:`domain name <../general/email_communication/email_servers>`
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should be set by default, but you can modify it by clicking it.
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The documents sent to this email alias are uploaded to the workspace using the chosen
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:ref:`tags <documents/tags>`.
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.. note::
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It is possible to only share one or more documents (without their workspace) by selecting them
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and clicking :guilabel:`Share`.
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- By default, the :guilabel:`Document Owner` is the person who uploads a file to a workspace, but
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you can select another user. You can also set a :guilabel:`Contact`, usually an external
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person, such as a partner.
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- Enable :guilabel:`Create a new activity` to automatically create an activity when a document is
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uploaded. Select the :guilabel:`Activity type` from the dropdown list and set the
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:guilabel:`Due Date In` field. You can also add a :guilabel:`Summary` and a
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:guilabel:`Responsible` person assigned to the activity.
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.. tip::
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Go to :menuselection:`Configuration --> Share & Emails` to see and manage your share links.
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New spreadsheet
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~~~~~~~~~~~~~~~
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@ -266,9 +342,10 @@ pdf :guilabel:`value`.
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.. image:: documents/domain-condition-example.png
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:alt: Example of a workflow action's domain condition in Odoo Documents
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Click :guilabel:`Add New Rule` (plus icon) and :guilabel:`Add branch` to add conditions and
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sub-conditions. You can then specify if your rule should match :guilabel:`all` or :guilabel:`any`
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conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
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Click the :icon:`fa-plus` (:guilabel:`Add New Rule`) icon and the :icon:`fa-sitemap`
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(:guilabel:`Add branch`) icon to add conditions and sub-conditions. You can then specify if your
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rule should match :guilabel:`all` or :guilabel:`any` conditions. You can also edit the rule directly
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using the :guilabel:`Code editor`.
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Configure the actions
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---------------------
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content/applications/productivity/documents/missing-doc.png
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content/applications/productivity/documents/missing-doc.png
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