[ADD] Employees: Offboarding an employee

closes odoo/documentation#11074

X-original-commit: 7d075de97a
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/employees.rst

@@ -13,3 +13,4 @@ Odoo *Employees* organizes a company's employee records, contracts, and departme
 
    employees/new_employee
    employees/departments
+   employees/offboarding

content/applications/hr/employees/offboarding.rst

@@ -0,0 +1,104 @@
+===========
+Offboarding
+===========
+
+When an employee leaves the company, it is important to ensure their employee record is updated to
+reflect their departure, log the reason why, close any open activities associated with the
+employee, and provide them with any important documents.
+
+Archive an employee
+===================
+
+In Odoo, when an employee leaves the company they must be *archived*. To archive an employee, first
+navigate to the :menuselection:`Employees app`. From here, locate the employee who is leaving the
+company, and click on their employee card.
+
+The employee form loads, displaying all their information. Click the :icon:`fa-gear`
+:guilabel:`(gear)` icon in the top-left corner, and a drop-down menu appears. Click
+:icon:`oi-archive` :guilabel:`Archive`, and an :guilabel:`Employee Termination` pop-up window
+appears.
+
+Fill out the following fields on the form:
+
+- :guilabel:`Departure Reason`: Select a reason the employee is leaving from the drop-down menu. The
+  default options are:
+
+  - :guilabel:`Fired`: Select this option when an employee is being let go, and the company has
+    given notice.
+  - :guilabel:`Resigned`: Select this option when the employee no longer wishes to be employed, and
+    the employee has given notice.
+  - :guilabel:`Retired`: Select this option when the employee is retiring.
+  - :guilabel:`Became Freelance`: Select this option when the employee is no longer working for the
+    company, but is becoming a freelance worker instead.
+
+- :guilabel:`Contract End Date`: Using the calendar selector, select the last day the employee is
+  working for the company.
+- :guilabel:`Detailed Reason`: Enter a short description for the employee's departure in this field.
+- :guilabel:`Close Activities`: Tick the checkbox next to each type of activity to close or delete
+  any open activities associated with it. It is recommended to tick **all** checkboxes that are
+  applicable. The available options are:
+
+  - :guilabel:`Appraisals`: cancels all appraisals scheduled after the contract end date.
+  - :guilabel:`Contract`: applies an end date for the current contract.
+  - :guilabel:`Company Car`: removes the employee as the driver for their current company car, and
+    :ref:`assigns the next driver <fleet/new_vehicle/new-driver>`, if applicable.
+  - :guilabel:`Time Off`: cancels any time off requests after the contract end date.
+  - :guilabel:`Allocations`: removes the employee from any accrual plans they are on.
+
+- :guilabel:`HR Info`: Tick the checkbox next to :guilabel:`Send Access Link` to send a download
+  link to the employee's personal email address, containing all their personal HR files.
+- :guilabel:`Private Email`: This field appears if the :guilabel:`HR Info` checkbox is ticked. Enter
+  the private email address for the employee.
+
+When the form is complete, click :guilabel:`Apply`. The employee record is archived, an email with a
+download link to their personal documents is sent to the employee's private email address (if
+selected), and a red :guilabel:`Archived` banner appears in the top-right corner of the employee
+form. The chatter logs the :guilabel:`Departure Date` and :guilabel:`Departure Reason`, and if an
+access link was emailed.
+
+.. image:: offboarding/termination.png
+   :align: center
+   :alt: The employee termination form with all fields filled out.
+
+.. note::
+   While attempting to send the HR documents access link, an :guilabel:`Invalid Operation` pop-up
+   window may appear, displaying the following error message:
+
+   :guilabel:`Employee's related user and private email must be set to use "Send Access Link"
+   function: (Employee Name)`
+
+   If this error appears, click :guilabel:`Close` to close the pop-up window, then tick the
+   :guilabel:`Send Access Link` checkbox to deselect it on the :guilabel:`Employee Termination`
+   pop-up window.
+
+   Click :guilabel:`Apply` to archive the employee and close the selected activities on the
+   :guilabel:`Employee Termination` pop-up window, returning to the employee form.
+
+   Once the employee form, ensure the following fields are populated:
+
+   - :guilabel:`Private Information` tab: Ensure an email address is entered in the
+     :guilabel:`Email` field.
+   - :guilabel:`HR Settings` tab: Ensure a :guilabel:`Related User` is selected in the corresponding
+     field.
+
+   After the necessary information is entered, :ref:`resend the HR documents access link
+   <employees/send-link>`
+
+.. _employees/send-link:
+
+Send HR documents access link
+-----------------------------
+
+If the access link was not sent when first archiving the employee on the *Employee Termination*
+form, it can be sent after the employee is archived at any point.
+
+After an employee is archived, they are no longer visible on the main **Employees** app dashboard.
+To view the archived employees, navigate to the :menuselection:`Employees app` dashboard, and click
+the :icon:`fa-caret-down` :guilabel:`(down arrow)` in the search bar to reveal a drop-down menu.
+Select :guilabel:`Archived`, towards the bottom of the :icon:`fa-filter` :guilabel:`Filters` column,
+then click away from the drop-down window to close it.
+
+Now, only archived employees appear on the dashboard. Click on the desired employee to open their
+employee form. On this form, click the :icon:`fa-gear` :guilabel:`(gear)` icon in the top-left
+corner, then click :guilabel:`Send HR Documents Access Link` from the resulting drop-down menu. The
+chatter logs that the link was sent.

content/applications/hr/fleet/new_vehicle.rst

@@ -43,6 +43,8 @@ Vehicle form fields
    fields that apply to the model. If some of the fields do not appear, this may indicate there is
    no model selected.
 
+.. _fleet/new_vehicle/new-driver:
+
 Driver section
 --------------