[IMP] activities: updating for 17.0

closes odoo/documentation#9090

X-original-commit: 05bc055641
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/essentials/activities.rst

@@ -2,238 +2,348 @@
 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`

content/applications/productivity/documents.rst

@@ -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
 ==========