diff --git a/content/applications/essentials/activities.rst b/content/applications/essentials/activities.rst index 7ab2d5327..88daaa276 100644 --- a/content/applications/essentials/activities.rst +++ b/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 `: + +- :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 +` thread, :ref:`Kanban view `, :ref:`list view +`, or :ref:`activities view ` 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 `. + +.. 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 +`. + +.. 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 +` 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 `. - 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 +` of a record, or from one of multiple views in an application, when available: +the :ref:`Kanban view `, :ref:`list view `, or :ref:`activity +view `. -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 `. 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 `, 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 + ` 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 `, 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 `, 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 ` 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 `. +- :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` diff --git 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(: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 ==========