diff --git a/content/applications/productivity/knowledge.rst b/content/applications/productivity/knowledge.rst index 075f4ad59..b612c5a3d 100644 --- a/content/applications/productivity/knowledge.rst +++ b/content/applications/productivity/knowledge.rst @@ -20,4 +20,5 @@ from other models, templates, etc. :titlesonly: knowledge/articles_editing + knowledge/management knowledge/properties diff --git a/content/applications/productivity/knowledge/management.rst b/content/applications/productivity/knowledge/management.rst new file mode 100644 index 000000000..2942fe231 --- /dev/null +++ b/content/applications/productivity/knowledge/management.rst @@ -0,0 +1,114 @@ +=================== +Articles management +=================== + +Managing articles effectively is key to maximizing the value of your knowledge resources, whether +working on a research project, studying for an exam, or building a knowledge database for your +business. Knowledge allows you to fully manage your articles, from +:ref:`creation ` to :ref:`removal `, through :ref:`sharing +` and :ref:`structure `. + +You can find most tools to manage articles by clicking the vertical ellipsis button (:guilabel:`⋮`) +at the right side of the top bar. From there, you can move, lock, delete, or duplicate an article. + +.. image:: management/toolbox.png + :alt: Menu with tools for the management of articles + +Creation, sharing, and removal of articles +========================================== + +.. _management/create: + +Creation +-------- + +To create articles, click the :guilabel:`+ New` button on the right side of the top bar or the +:guilabel:`+` button next to a category or another article. + +.. tip:: + Create private articles quickly with the Alt/Option + C keyboard shortcut. + +.. _management/share: + +Sharing +------- + +You can share articles with internal or external users. To do so, open the share menu by clicking +:guilabel:`Share` in the top-right menu of articles. + +Invite users +~~~~~~~~~~~~ + +To share articles with specific users (internal or external, such as a partner or a customer), click +:guilabel:`Invite`. This opens a pop-up window in which you can choose the :guilabel:`Permission` +:ref:`(i.e, access rights) ` and enter the :guilabel:`Recipients`' name or +email. + +You can also restrict a specific user from accessing the article by selecting :guilabel:`No access` +permission. + +.. image:: management/invite.png + :alt: pop-up window to invite users to access a Knowledge article + +Share online +~~~~~~~~~~~~ + +To share articles **online**, activate the :guilabel:`Share to web` button. Doing so generates a URL +link anyone can use to view the article. + +Additionally, the share menu displays the default permission for internal members along with all the +users who have been granted specific permission. + +.. image:: management/share-menu.png + :alt: Sharing menu with URL for online sharing and the list of members. + +.. _management/remove: + +Removal +------- + +To remove an article, you can either **delete** it or **archive** it. + +To delete an article, open it and click the vertical ellipsis button :menuselection:`(⋮) --> +Delete`. The article is moved to the trash for 30 days before being permanently deleted. To restore +it, click :guilabel:`Open the Trash`, select the article, and click :guilabel:`Restore`. + +To archive articles, click :guilabel:`Search`, select the article(s), and click +:menuselection:`Action --> Archive --> Archive`. Archived articles are hidden from the search menu. +To retrieve an archived article, add a custom filter to display them (:menuselection:`Search --> +Filters --> Add Custom Filter`, and set :guilabel:`Active` as :guilabel:`is No`). Then, select the +article(s) and go to :menuselection:`Action --> Unarchive`. + +.. _management/structure: + +Structure of articles +===================== + +Articles are organized into a hierarchical structure wherein the article on top is a parent article, +and those underneath are called nested articles. This structure allows the grouping of related +articles. + +To establish this hierarchy, create new articles by clicking the :guilabel:`+` button next to the +parent-to-be article, or move existing articles by either dragging and dropping them under the +parent-to-be or by clicking the vertical ellipsis button (:guilabel:`⋮`), clicking :guilabel:`Move +To` on the toolbox and selecting the article to use as a parent. + +.. _management/categories: + +Categories +---------- + +Additionally, articles are divided into four categories that can be found on the left sidebar. These +categories give articles default **access rights**. + +- :guilabel:`Favorites`: You can set any article you can access as a favorite. To do so, click the + star-shaped icon (:guilabel:`★`) in the top-right menu of articles. Marking articles as + **favorites** is user-specific and does not affect other users. +- :guilabel:`Workspace`: Articles displayed in that category are available to all internal users. + These users have the right to read, modify or share these articles. +- :guilabel:`Shared`: Articles displayed in that category are those you shared with internal users, + external users, or shared with you. +- :guilabel:`Private`: Articles displayed in that category are only available to you. + +.. image:: management/left-sidebar-cat.png + :alt: Categories displayed in the left sidebar of Odoo Knowledge diff --git a/content/applications/productivity/knowledge/management/invite.png b/content/applications/productivity/knowledge/management/invite.png new file mode 100644 index 000000000..c35be8086 Binary files /dev/null and b/content/applications/productivity/knowledge/management/invite.png differ diff --git a/content/applications/productivity/knowledge/management/left-sidebar-cat.png b/content/applications/productivity/knowledge/management/left-sidebar-cat.png new file mode 100644 index 000000000..dbde6c803 Binary files /dev/null and b/content/applications/productivity/knowledge/management/left-sidebar-cat.png differ diff --git a/content/applications/productivity/knowledge/management/share-menu.png b/content/applications/productivity/knowledge/management/share-menu.png new file mode 100644 index 000000000..69fa26d48 Binary files /dev/null and b/content/applications/productivity/knowledge/management/share-menu.png differ diff --git a/content/applications/productivity/knowledge/management/toolbox.png b/content/applications/productivity/knowledge/management/toolbox.png new file mode 100644 index 000000000..af9bcc30a Binary files /dev/null and b/content/applications/productivity/knowledge/management/toolbox.png differ