[IMP] activities: updating for 17.0

closes odoo/documentation#9090

X-original-commit: 05bc055641
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
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Lara Martini (larm) 2024-04-12 17:09:04 -04:00
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Activities
==========
*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled
on any page of the database that contains a chatter thread, kanban view, list view, or activities
view of an application.
*Activities* are follow-up tasks tied to a record in an Odoo database.
.. _activities/important:
The icon used to display activities varies depending on the :ref:`activity type <activities/types>`:
- :guilabel:`🕘 (clock)`: the default icon, which appears if nothing is scheduled.
- :guilabel:`📞 (phone)`: this icon appears if a phone call is scheduled.
- :guilabel:`✉️ (envelope)`: this icon appears if an email is scheduled.
- :guilabel:`✔️ (checkmark)`: this icon appears if a to-do is scheduled.
- :guilabel:`(group of people)`: this icon appears if a meeting is scheduled.
- :guilabel:`(arrow pointing up above a line)`: this icon appears if a document is scheduled to be
uploaded.
- :guilabel:`(pencil in a box)`: this icon appears if a signature request is scheduled.
Schedule activities
===================
One way that activities are created is by clicking the :guilabel:`Schedule Activity` button, located
at the top of the *chatter* on any record. On the pop-up window that appears, select an
:guilabel:`Activity Type` from the drop-down menu.
Activities can be scheduled on any page of the database that contains a :ref:`chatter
<activities/chatter>` thread, :ref:`Kanban view <activities/kanban>`, :ref:`list view
<activities/list>`, or :ref:`activities view <activities/activity>` of an application.
.. tip::
Individual applications have a list of *Activity Types* dedicated to that application. For
example, to view and edit the activities available for the *CRM* application, go to
:menuselection:`CRM app --> Configuration --> Activity Types`.
.. _activities/chatter:
Enter a title for the activity in the :guilabel:`Summary` field, located in the :guilabel:`Schedule
Activity` pop-up window.
Chatter
-------
To assign the activity to a different user, select a name from the :guilabel:`Assigned to` drop-down
menu. Otherwise, the user creating the activity is automatically assigned.
Activities can be created from the chatter on any record.
Lastly, feel free to add any additional information in the optional :guilabel:`Log a note...` field.
To schedule a new activity, click the :guilabel:`Activities` button, located at the top of the
chatter. In the :guilabel:`Schedule Activity` pop-up window that appears, :ref:`fill out the
Schedule Activity form <activities/form>`.
.. image:: activities/chatter.png
:align: center
:alt: New activity type form.
.. _activities/kanban:
Kanban view
-----------
Another way that activities are created is from the Kanban view in an application.
.. image:: activities/kanban.png
:align: center
:alt: The Kanban icon in the top menu, highlighted.
To do so, click on the :guilabel:`🕘 (clock)` icon located at the bottom of an individual record.
Click :guilabel:`+ Schedule An Activity`, then proceed to :ref:`fill out the Schedule Activity form
<activities/form>`.
.. image:: activities/schedule-kanban-activity.png
:align: center
:alt: Kanban view of the CRM pipeline and the option to schedule an activity.
.. note::
The :guilabel:`Due Date` field on the :guilabel:`Schedule Activity` pop-up window auto-populates
based on the configuration settings for the selected :guilabel:`Activity Type`. However, this
date can be changed by selecting a day on the calendar in the :guilabel:`Due Date` field.
If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
icon that represents the existing scheduled activity. Click on the activity type's icon to
schedule another activity.
Lastly, click one of the following buttons:
.. _activities/list:
- :guilabel:`Schedule`: adds the activity to the chatter under :guilabel:`Planned activities`.
- :guilabel:`Mark as Done`: adds the details of the activity to the chatter under :guilabel:`Today`.
The activity is not scheduled, it is automatically marked as completed.
- :guilabel:`Done \& Schedule Next`: adds the task under :guilabel:`Today` marked as done, and
opens a new activity window.
- :guilabel:`Discard`: discards any changes made on the pop-up window.
List view
---------
.. image:: activities/schedule-pop-up.png
:alt: View of CRM leads and the option to schedule an activity.
Activities can also be created from a list view.
If the :guilabel:`Activities` column is hidden, reveal it using the :guilabel:`(additional options
toggle)` icon in the far-right of the top row, represented by two horizontal lines with two dots.
Then, click on the :guilabel:`🕘 (clock)` icon for the record the activity is being added to, then
click :guilabel:`+ Schedule an activity`. Proceed to :ref:`fill out the Schedule Activity form
<activities/form>` that appears.
.. note::
Depending on the activity type, the :guilabel:`Schedule` button may be replaced by a
:guilabel:`Save` button, or an :guilabel:`Open Calendar` button.
If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
icon that represents the existing scheduled activity. Click on the activity type's icon to
schedule another activity.
Scheduled activities are added to the chatter for the record under :guilabel:`Planned activities`.
.. image:: activities/schedule-list-activity.png
:align: center
:alt: List view of the CRM pipeline and the option to schedule an activity.
.. image:: activities/chatter-activities.png
:alt: View of CRM leads and the option to schedule an activity.
.. _activities/activity:
Activities can also be scheduled from the kanban, list, or activities view of an application.
Activity view
-------------
.. tabs::
Most applications in Odoo have an *Activity* view available. If available, a :guilabel:`🕘 (clock)`
activity icon is visible in the top-right of the main menu bar.
.. tab:: Kanban view
To open the activity view, click the :guilabel:`🕘 (clock)` activity icon.
Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
then :guilabel:`Schedule An Activity`, and proceed to fill out the pop-up form.
.. image:: activities/activities.png
:align: center
:alt: Top-right menu with the Activities icon called out.
.. image:: activities/schedule-kanban-activity.png
:alt: Kanban view of the CRM pipeline and the option to schedule an activity.
In this view, all the available activities are listed in the columns, while the horizontal entries
represent all the individual records.
.. tab:: List view
Activities that appear green have a due date in the future, activities that appear orange are due
today, while activities appearing red are overdue.
Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
then :guilabel:`Schedule An Activity`. If the record already has an activity scheduled, the
clock icon may be replaced by a :guilabel:`📞 (phone)` or an :guilabel:`✉️ (envelope)` icon.
Color bars in each column represent records for specific activity types, and display a number
indicating how many activities are scheduled for that type.
.. image:: activities/schedule-list-activity.png
:alt: List view of the CRM pipeline and the option to schedule an activity.
.. tab:: Activity view
To open the activity view for an application, select the :guilabel:`🕘 (clock)` icon from the
menu bar anywhere in the database. Select any application from the drop-down menu, and click
the :guilabel:`🕘 (clock)` icon for the desired app.
.. image:: activities/schedule-activity-view-menu.png
:alt: Activity menu drop down with focus on where to open activity view for CRM.
Select a record on which to schedule an activity. Move across the row to find the desired
activity type, then click the :guilabel:` (plus sign)`.
.. image:: activities/schedule-activity-view.png
:alt: Activity view of the CRM pipeline and the option to schedule an activity.
If multiple activity types are scheduled for a record, a number appears in the box, indicating the
total number of scheduled activities.
.. note::
Activity colors, and their relation to an activity's due date, is consistent throughout Odoo,
regardless of the activity type, or the view.
- Activities that appear in **green** indicate a due date sometime in the future.
- **Yellow** indicates that the activity's due date is today.
- **Red** indicates that the activity is overdue and the due date has passed.
To schedule an activity for a record, hover over the corresponding field, and a :guilabel:` (plus
sign)` appears. Click the :guilabel:` (plus sign)`, and then :ref:`fill out the Schedule Activity
form <activities/form>`.
For example, if an activity is created for a phone call, and the due date passes, the activity
appears with a red phone in list view, and a red clock on the kanban view.
.. image:: activities/activity-view.png
:align: center
:alt: Activity view of the CRM pipeline and the option to schedule an activity.
View scheduled activities
=========================
.. _activities/form:
To view scheduled activities, open either the :menuselection:`Sales app` or :menuselection:`CRM app`
and click the :guilabel:`🕘 (clock)` icon, located to the far-right side of the other view options.
Schedule Activity form
----------------------
Doing so opens the activities menu, showcasing all the scheduled activities for the user, by
default. To show all activities for every user, remove the :guilabel:`My Pipeline` filter from the
:guilabel:`Search...` bar.
Activities can be scheduled from many different places, such as from the :ref:`chatter
<activities/chatter>` of a record, or from one of multiple views in an application, when available:
the :ref:`Kanban view <activities/kanban>`, :ref:`list view <activities/list>`, or :ref:`activity
view <activities/activity>`.
To view a consolidated list of activities separated by the application where they were created, and
by deadline, click the :guilabel:`🕘 (clock)` icon on the header menu to see the activities for that
specific application in a drop-down menu.
Enter the following information on the form:
The possibility to :guilabel:`Add new note` and :guilabel:`Request a Document` appear at the bottom
of this drop-down menu, when the :guilabel:`🕘 (clock)` icon on the header menu is clicked.
- :guilabel:`Activity Type`: select the type of activity from the drop-down menu. The default
options are: :guilabel:`Email`, :guilabel:`Call`, :guilabel:`Meeting`, or :guilabel:`To-Do`.
Depending on what other applications are installed, additional options may be available.
.. image:: activities/activities-menu.png
:alt: View of CRM leads page emphasizing the activities menu.
.. note::
Individual applications have a list of dedicated :ref:`activity types <activities/types>`. For
example, installing the *Sales* application makes :guilabel:`Order Upsell` available, while
installing the *Sign* application makes :guilabel:`Request Signature` available.
Configure activity types
- :guilabel:`Summary`: enter a short title for the activity, such as `Discuss Proposal`.
- :guilabel:`Due Date`: using the calendar popover, select the activity's deadline.
- :guilabel:`Assigned to`: by default, the current user populates this field. To assign a different
user to the activity, select them from the drop-down menu.
- :guilabel:`Notes`: add any additional information for the activity in this field.
When the :guilabel:`Schedule Activity` pop-up window is completed, click one of the following
buttons:
- :guilabel:`Open Calendar`: opens the user's calendar to add and schedule the activity.
Click on the desired date and time for the activity, and a :guilabel:`New Event` pop-up window
appears. The summary from the *Schedule Activity* pop-up window populates the :guilabel:`Title`
field.
Enter the information in the :guilabel:`New Event` pop-up window, then click :guilabel:`Save &
Close` to schedule it. Once scheduled, the activity is added to the chatter under the
:guilabel:`Planned Activities` section.
.. important::
The :guilabel:`Open Calendar` button **only** appears if the :guilabel:`Activity Type` is set
to either :guilabel:`Call` or :guilabel:`Meeting`.
- :guilabel:`Schedule`: schedules the activity, and adds the activity to the chatter under
:guilabel:`Planned Activities`.
- :guilabel:`Schedule & Mark as Done`: adds the details of the activity to the chatter under
:guilabel:`Today`. The activity is not scheduled, and is automatically marked as done.
- :guilabel:`Done & Schedule Next`: adds the details of the activity to the chatter under
:guilabel:`Today`. The activity is not scheduled, is automatically marked as done, and a new
:guilabel:`Schedule Activity` pop-up window appears.
- :guilabel:`Cancel`: discards any changes made on the :guilabel:`Schedule Activity` pop-up window.
.. image:: activities/schedule-pop-up.png
:align: center
:alt: View of CRM leads and the option to schedule an activity.
.. _activities/all:
All scheduled activities
========================
To configure the types of activities in the database, go to :menuselection:`Settings app --> Discuss
--> Activities --> Activity Types`.
To view a consolidated list of activities, organized by application, click the :guilabel:`🕘
(clock)` icon in the header menu, located in the top-right.
If any activities are scheduled, the number of activities appear in a red bubble on the
:guilabel:`🕘 (clock)` icon.
All activities for each application are further divided into subsections, indicating where in the
application the activity is to be completed. Each sub-section lists the number of scheduled
activities that are :guilabel:`Late`, due :guilabel:`Today`, and scheduled in the
:guilabel:`Future`.
.. example::
In the *Time Off* application, one activity is scheduled to be done in the *All Time Off*
requests dashboard, and six activities are scheduled to be done in the *Allocations* dashboard.
These requests appear in two separate lists in the all activities drop-down menu: one labeled
`Time Off` and one labeled `Time Off Allocation`.
.. image:: activities/activities-menu.png
:align: center
:alt: The list of activities that is accessed from the main menu bar. Two entries for the Time
Off application are highlighted.
Request a document
------------------
The option to :guilabel:`Request a Document` is available at the bottom of the list of :ref:`all
scheduled activities <activities/all>`, the option to :guilabel:`Request a Document` appears. Click
:guilabel:`Request a Document`, and a :guilabel:`Request a file` pop-up window appears.
Enter the following information on the form:
- :guilabel:`Document Name`: enter a name for the document being requested.
- :guilabel:`Request To`: select the user the document is being requested from using the drop-down
menu.
- :guilabel:`Due Date In`: enter a numerical value indicating when the document is due. Next to
this field, a :guilabel:`Days` field is visible. Click :guilabel:`Days`, the default option, to
reveal a drop-down menu. Select the desired time-frame option from the list. The options are
:guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`.
- :guilabel:`Workspace`: using the drop-down menu, select the specific :ref:`Workspace
<documents/workspaces>` the document is being uploaded to.
- :guilabel:`Tags`: select any desired tags from the drop-down menu. The available tags displayed
are based on the tags configured for the selected :guilabel:`Workspace`.
- :guilabel:`Message`: enter a message to clarify the document request in this field.
When all the fields are completed, click :guilabel:`Request` to send the document request.
.. image:: activities/request-doc.png
:align: center
:alt: The Request a file form, with all fields filled out to request a contract.
.. _activities/types:
Activity types
==============
To view the currently configured types of activities in the database, navigate to
:menuselection:`Settings app --> Discuss section --> Activities setting --> Activity Types`.
.. image:: activities/settings-activities-types.png
:alt: View of the settings page emphasizing the menu activity types.
:align: center
:alt: Activity Types button in the Settings application under the Discuss section.
Doing so reveals the :guilabel:`Activity Types` page, where the existing activity types are found.
To edit an existing activity type, select it from the list, then click :guilabel:`Edit`. To create a
new activity type, click :guilabel:`Create`.
.. image:: activities/activity-list.png
:align: center
:alt: The list of activity types already configured and available.
At the top of a blank activity type form, start by choosing a :guilabel:`Name` for the new activity
type.
Edit activity types
-------------------
.. image:: activities/new-activity-type.png
:alt: New activity type form.
To edit an existing :ref:`activity type <activities/types>`, click on the activity type, and the
activity type form loads.
Activity settings
-----------------
Make any desired changes to the activity type form. The form automatically saves, but it can be
saved manually at any time by clicking the :guilabel:`Save Manually` option, represented by a
:guilabel:`(cloud upload)` icon, located in the top-left corner of the page.
Action
~~~~~~
Create new activity types
-------------------------
The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors
after an activity is scheduled.
To create a new :ref:`activity type <activities/types>`, click :guilabel:`New` from the
:guilabel:`Activity Types` page, and a blank activity type form loads.
- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the
planned activity in the chatter.
- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open
their calendar to schedule a time for this activity.
- If :guilabel:`Request Signature` is selected, a link is added to the planned activity in the
chatter that opens a signature request pop-up window.
Enter a :guilabel:`Name` for the activity type at the top of the form, then enter the following
information on the form.
.. note::
The actions available to select on an activity type vary, depending on the applications currently
installed in the database.
Activity Settings section
~~~~~~~~~~~~~~~~~~~~~~~~~
Default user
~~~~~~~~~~~~
- :guilabel:`Action`: using the drop-down menu, select an action associated with this new activity
type. Some actions trigger specific behaviors after an activity is scheduled, such as:
To automatically assign this activity to a specific user when this activity type is scheduled,
choose a name from the :guilabel:`Default User` drop-down menu. If this field is left blank, the
activity is assigned to the user who creates the activity.
- :guilabel:`Upload Document`: if selected, a link to upload a document is automatically added to
the planned activity in the chatter.
- :guilabel:`Call` or :guilabel:`Meeting`: if selected, users have the option to open their
calendar to select a date and time for the activity.
- :guilabel:`Request Signature`: if selected, a link to open a signature request pop-up window is
automatically added to the planned activity in the chatter. This requires the Odoo *Sign*
application to be installed.
Default summary
~~~~~~~~~~~~~~~
.. note::
Available activity types vary based on the installed applications in the database.
To include notes whenever this activity type is created, enter them into the :guilabel:`Default
Summary` field.
- :guilabel:`Folder`: select a specific :ref:`workspace <documents/workspaces>` folder to save a
document to. This field **only** appears if :guilabel:`Upload Document` is selected for the
:guilabel:`Action`.
.. note::
The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
included when an activity is created. However, they can be altered before the activity is
scheduled or saved.
Using the drop-down menu, select the :guilabel:`Folder` the document is saved to.
Next activity
-------------
- :guilabel:`Default User`: select a user from the drop-down menu to automatically assign this
activity to the selected user when this activity type is scheduled. If this field is left blank,
the activity is assigned to the user who creates the activity.
- :guilabel:`Default Summary`: enter a note to include whenever this activity type is created.
To automatically suggest, or trigger, a new activity after an activity has been marked complete, the
:guilabel:`Chaining Type` must be set.
.. note::
The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
included when an activity is created. However, they can be altered before the activity is
scheduled or saved.
Suggest next activity
- :guilabel:`Keep Done`: tick this checkbox to keep activities that have been marked as `Done`
visible in the :ref:`activity view <activities/activity>`.
- :guilabel:`Default Note`: enter any notes to appear with the activity.
Next Activity section
~~~~~~~~~~~~~~~~~~~~~
In the :guilabel:`Chaining Type` field, select :guilabel:`Suggest Next Activity`. Upon doing so, the
field underneath changes to: :guilabel:`Suggest`. Click the :guilabel:`Suggest` field drop-down menu
to select any activities to recommend as follow-up tasks to this activity type.
It is possible to have another activity either suggested or triggered. To do so, configure the
:guilabel:`Next Activity` section.
In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
deadline`.
- :guilabel:`Chaining Type`: select either :guilabel:`Suggest Next Activity` or :guilabel:`Trigger
Next Activity` from the drop-down menu. Depending on the selected option, either the
:guilabel:`Suggest` or :guilabel:`Trigger` field is displayed.
This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
.. note::
The :guilabel:`Chaining Type` field does **not** appear if :guilabel:`Upload Document` is
selected for the :guilabel:`Action`.
When all configurations are complete, click :guilabel:`Save`.
- :guilabel:`Suggest/Trigger`: depending on what is selected for the :guilabel:`Chaining Type`, this
field either displays :guilabel:`Suggest` or :guilabel:`Trigger`. Using the drop-down menu, select
the activity to recommend or schedule as a follow-up task to the activity type.
- :guilabel:`Schedule`: configure when the next activity is suggested or triggered.
.. image:: activities/schedule-recommended-activity.png
:alt: Schedule activity popup with emphasis on recommended activities.
First, enter a numerical value indicating when the activity is suggested or triggered.
.. note::
If an activity has the :guilabel:`Chaining Type` set to :guilabel:`Suggest Next Activity`, and
has activities listed in the :guilabel:`Suggest` field, users are presented with recommendations
for activities as next steps.
Next to this field, a :guilabel:`Days` field is visible. Click :guilabel:`Days`, the default
option, to reveal a drop-down menu. Select the desired time-frame option from the list. The
options are :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`.
Trigger next activity
~~~~~~~~~~~~~~~~~~~~~
Lastly, using the drop-down menu, select whether the activity is scheduled or triggered either
:guilabel:`after previous activity deadline` or :guilabel:`after completion date`.
Setting the :guilabel:`Chaining Type` to :guilabel:`Trigger Next Activity` immediately launches the
next activity once the previous one is completed.
If :guilabel:`Trigger Next Activity` is selected in the :guilabel:`Chaining Type` field, the field
beneath changes to: :guilabel:`Trigger`. From the :guilabel:`Trigger` field drop-down menu, select
the activity that should be launched once this activity is completed.
In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
deadline`.
This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
When all configurations are complete, click :guilabel:`Save`.
.. image:: activities/triggered-activities.png
:alt: Schedule new activity popup with emphasis on Done and launch next button.
.. note::
When an activity has the :guilabel:`Chaining Type` set to :guilabel:`Trigger Next Activity`,
marking the activity as `Done` immediately launches the next activity listed in the
:guilabel:`Trigger` field.
.. image:: activities/new-activity.png
:align: center
:alt: A new Activity form with all the fields filled out.
.. seealso::
- :doc:`/applications/productivity/discuss`
- :doc:`/applications/productivity/discuss/team_communication`
- :doc:`../productivity/discuss`
- :doc:`../productivity/discuss/team_communication`

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@ -36,6 +36,8 @@ internal link button (:guilabel:`➔`).
- If you select a new workspace, existing documents aren't moved. Only newly created documents
will be found under the new workspace.
.. _documents/workspaces:
Workspaces
==========