[IMP] activities: updating for 17.0
closes odoo/documentation#9091
X-original-commit: 05bc055641
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
@ -2,238 +2,348 @@
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Activities
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==========
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*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled
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on any page of the database that contains a chatter thread, kanban view, list view, or activities
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view of an application.
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*Activities* are follow-up tasks tied to a record in an Odoo database.
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.. _activities/important:
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The icon used to display activities varies depending on the :ref:`activity type <activities/types>`:
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- :guilabel:`🕘 (clock)`: the default icon, which appears if nothing is scheduled.
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- :guilabel:`📞 (phone)`: this icon appears if a phone call is scheduled.
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- :guilabel:`✉️ (envelope)`: this icon appears if an email is scheduled.
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- :guilabel:`✔️ (checkmark)`: this icon appears if a to-do is scheduled.
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- :guilabel:`(group of people)`: this icon appears if a meeting is scheduled.
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- :guilabel:`(arrow pointing up above a line)`: this icon appears if a document is scheduled to be
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uploaded.
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- :guilabel:`(pencil in a box)`: this icon appears if a signature request is scheduled.
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Schedule activities
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===================
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One way that activities are created is by clicking the :guilabel:`Schedule Activity` button, located
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at the top of the *chatter* on any record. On the pop-up window that appears, select an
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:guilabel:`Activity Type` from the drop-down menu.
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Activities can be scheduled on any page of the database that contains a :ref:`chatter
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<activities/chatter>` thread, :ref:`Kanban view <activities/kanban>`, :ref:`list view
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<activities/list>`, or :ref:`activities view <activities/activity>` of an application.
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.. tip::
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Individual applications have a list of *Activity Types* dedicated to that application. For
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example, to view and edit the activities available for the *CRM* application, go to
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:menuselection:`CRM app --> Configuration --> Activity Types`.
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.. _activities/chatter:
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Enter a title for the activity in the :guilabel:`Summary` field, located in the :guilabel:`Schedule
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Activity` pop-up window.
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Chatter
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-------
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To assign the activity to a different user, select a name from the :guilabel:`Assigned to` drop-down
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menu. Otherwise, the user creating the activity is automatically assigned.
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Activities can be created from the chatter on any record.
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Lastly, feel free to add any additional information in the optional :guilabel:`Log a note...` field.
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To schedule a new activity, click the :guilabel:`Activities` button, located at the top of the
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chatter. In the :guilabel:`Schedule Activity` pop-up window that appears, :ref:`fill out the
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Schedule Activity form <activities/form>`.
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.. image:: activities/chatter.png
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:align: center
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:alt: New activity type form.
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.. _activities/kanban:
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Kanban view
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-----------
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Another way that activities are created is from the Kanban view in an application.
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.. image:: activities/kanban.png
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:align: center
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:alt: The Kanban icon in the top menu, highlighted.
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To do so, click on the :guilabel:`🕘 (clock)` icon located at the bottom of an individual record.
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Click :guilabel:`+ Schedule An Activity`, then proceed to :ref:`fill out the Schedule Activity form
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<activities/form>`.
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.. image:: activities/schedule-kanban-activity.png
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:align: center
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:alt: Kanban view of the CRM pipeline and the option to schedule an activity.
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.. note::
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The :guilabel:`Due Date` field on the :guilabel:`Schedule Activity` pop-up window auto-populates
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based on the configuration settings for the selected :guilabel:`Activity Type`. However, this
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date can be changed by selecting a day on the calendar in the :guilabel:`Due Date` field.
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If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
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icon that represents the existing scheduled activity. Click on the activity type's icon to
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schedule another activity.
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Lastly, click one of the following buttons:
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.. _activities/list:
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- :guilabel:`Schedule`: adds the activity to the chatter under :guilabel:`Planned activities`.
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- :guilabel:`Mark as Done`: adds the details of the activity to the chatter under :guilabel:`Today`.
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The activity is not scheduled, it is automatically marked as completed.
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- :guilabel:`Done \& Schedule Next`: adds the task under :guilabel:`Today` marked as done, and
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opens a new activity window.
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- :guilabel:`Discard`: discards any changes made on the pop-up window.
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List view
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---------
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.. image:: activities/schedule-pop-up.png
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:alt: View of CRM leads and the option to schedule an activity.
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Activities can also be created from a list view.
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If the :guilabel:`Activities` column is hidden, reveal it using the :guilabel:`(additional options
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toggle)` icon in the far-right of the top row, represented by two horizontal lines with two dots.
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Then, click on the :guilabel:`🕘 (clock)` icon for the record the activity is being added to, then
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click :guilabel:`+ Schedule an activity`. Proceed to :ref:`fill out the Schedule Activity form
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<activities/form>` that appears.
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.. note::
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Depending on the activity type, the :guilabel:`Schedule` button may be replaced by a
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:guilabel:`Save` button, or an :guilabel:`Open Calendar` button.
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If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
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icon that represents the existing scheduled activity. Click on the activity type's icon to
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schedule another activity.
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Scheduled activities are added to the chatter for the record under :guilabel:`Planned activities`.
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.. image:: activities/schedule-list-activity.png
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:align: center
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:alt: List view of the CRM pipeline and the option to schedule an activity.
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.. image:: activities/chatter-activities.png
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:alt: View of CRM leads and the option to schedule an activity.
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.. _activities/activity:
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Activities can also be scheduled from the kanban, list, or activities view of an application.
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Activity view
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-------------
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.. tabs::
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Most applications in Odoo have an *Activity* view available. If available, a :guilabel:`🕘 (clock)`
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activity icon is visible in the top-right of the main menu bar.
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.. tab:: Kanban view
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To open the activity view, click the :guilabel:`🕘 (clock)` activity icon.
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Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
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then :guilabel:`Schedule An Activity`, and proceed to fill out the pop-up form.
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.. image:: activities/activities.png
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:align: center
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:alt: Top-right menu with the Activities icon called out.
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.. image:: activities/schedule-kanban-activity.png
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:alt: Kanban view of the CRM pipeline and the option to schedule an activity.
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In this view, all the available activities are listed in the columns, while the horizontal entries
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represent all the individual records.
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.. tab:: List view
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Activities that appear green have a due date in the future, activities that appear orange are due
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today, while activities appearing red are overdue.
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Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
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then :guilabel:`Schedule An Activity`. If the record already has an activity scheduled, the
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clock icon may be replaced by a :guilabel:`📞 (phone)` or an :guilabel:`✉️ (envelope)` icon.
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Color bars in each column represent records for specific activity types, and display a number
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indicating how many activities are scheduled for that type.
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.. image:: activities/schedule-list-activity.png
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:alt: List view of the CRM pipeline and the option to schedule an activity.
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.. tab:: Activity view
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To open the activity view for an application, select the :guilabel:`🕘 (clock)` icon from the
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menu bar anywhere in the database. Select any application from the drop-down menu, and click
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the :guilabel:`🕘 (clock)` icon for the desired app.
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.. image:: activities/schedule-activity-view-menu.png
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:alt: Activity menu drop down with focus on where to open activity view for CRM.
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Select a record on which to schedule an activity. Move across the row to find the desired
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activity type, then click the :guilabel:`+ (plus sign)`.
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.. image:: activities/schedule-activity-view.png
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:alt: Activity view of the CRM pipeline and the option to schedule an activity.
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If multiple activity types are scheduled for a record, a number appears in the box, indicating the
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total number of scheduled activities.
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.. note::
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Activity colors, and their relation to an activity's due date, is consistent throughout Odoo,
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regardless of the activity type, or the view.
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- Activities that appear in **green** indicate a due date sometime in the future.
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- **Yellow** indicates that the activity's due date is today.
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- **Red** indicates that the activity is overdue and the due date has passed.
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To schedule an activity for a record, hover over the corresponding field, and a :guilabel:`➕ (plus
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sign)` appears. Click the :guilabel:`➕ (plus sign)`, and then :ref:`fill out the Schedule Activity
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form <activities/form>`.
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For example, if an activity is created for a phone call, and the due date passes, the activity
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appears with a red phone in list view, and a red clock on the kanban view.
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.. image:: activities/activity-view.png
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:align: center
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:alt: Activity view of the CRM pipeline and the option to schedule an activity.
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View scheduled activities
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=========================
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.. _activities/form:
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To view scheduled activities, open either the :menuselection:`Sales app` or :menuselection:`CRM app`
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and click the :guilabel:`🕘 (clock)` icon, located to the far-right side of the other view options.
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Schedule Activity form
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----------------------
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Doing so opens the activities menu, showcasing all the scheduled activities for the user, by
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default. To show all activities for every user, remove the :guilabel:`My Pipeline` filter from the
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:guilabel:`Search...` bar.
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Activities can be scheduled from many different places, such as from the :ref:`chatter
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<activities/chatter>` of a record, or from one of multiple views in an application, when available:
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the :ref:`Kanban view <activities/kanban>`, :ref:`list view <activities/list>`, or :ref:`activity
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view <activities/activity>`.
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To view a consolidated list of activities separated by the application where they were created, and
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by deadline, click the :guilabel:`🕘 (clock)` icon on the header menu to see the activities for that
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specific application in a drop-down menu.
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Enter the following information on the form:
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The possibility to :guilabel:`Add new note` and :guilabel:`Request a Document` appear at the bottom
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of this drop-down menu, when the :guilabel:`🕘 (clock)` icon on the header menu is clicked.
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- :guilabel:`Activity Type`: select the type of activity from the drop-down menu. The default
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options are: :guilabel:`Email`, :guilabel:`Call`, :guilabel:`Meeting`, or :guilabel:`To-Do`.
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Depending on what other applications are installed, additional options may be available.
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.. image:: activities/activities-menu.png
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:alt: View of CRM leads page emphasizing the activities menu.
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.. note::
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Individual applications have a list of dedicated :ref:`activity types <activities/types>`. For
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example, installing the *Sales* application makes :guilabel:`Order Upsell` available, while
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installing the *Sign* application makes :guilabel:`Request Signature` available.
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Configure activity types
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- :guilabel:`Summary`: enter a short title for the activity, such as `Discuss Proposal`.
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- :guilabel:`Due Date`: using the calendar popover, select the activity's deadline.
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- :guilabel:`Assigned to`: by default, the current user populates this field. To assign a different
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user to the activity, select them from the drop-down menu.
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- :guilabel:`Notes`: add any additional information for the activity in this field.
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When the :guilabel:`Schedule Activity` pop-up window is completed, click one of the following
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buttons:
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- :guilabel:`Open Calendar`: opens the user's calendar to add and schedule the activity.
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Click on the desired date and time for the activity, and a :guilabel:`New Event` pop-up window
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appears. The summary from the *Schedule Activity* pop-up window populates the :guilabel:`Title`
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field.
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Enter the information in the :guilabel:`New Event` pop-up window, then click :guilabel:`Save &
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Close` to schedule it. Once scheduled, the activity is added to the chatter under the
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:guilabel:`Planned Activities` section.
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.. important::
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The :guilabel:`Open Calendar` button **only** appears if the :guilabel:`Activity Type` is set
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to either :guilabel:`Call` or :guilabel:`Meeting`.
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- :guilabel:`Schedule`: schedules the activity, and adds the activity to the chatter under
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:guilabel:`Planned Activities`.
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- :guilabel:`Schedule & Mark as Done`: adds the details of the activity to the chatter under
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:guilabel:`Today`. The activity is not scheduled, and is automatically marked as done.
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- :guilabel:`Done & Schedule Next`: adds the details of the activity to the chatter under
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:guilabel:`Today`. The activity is not scheduled, is automatically marked as done, and a new
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:guilabel:`Schedule Activity` pop-up window appears.
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- :guilabel:`Cancel`: discards any changes made on the :guilabel:`Schedule Activity` pop-up window.
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.. image:: activities/schedule-pop-up.png
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:align: center
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:alt: View of CRM leads and the option to schedule an activity.
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.. _activities/all:
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All scheduled activities
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========================
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To configure the types of activities in the database, go to :menuselection:`Settings app --> Discuss
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--> Activities --> Activity Types`.
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To view a consolidated list of activities, organized by application, click the :guilabel:`🕘
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(clock)` icon in the header menu, located in the top-right.
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If any activities are scheduled, the number of activities appear in a red bubble on the
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:guilabel:`🕘 (clock)` icon.
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All activities for each application are further divided into subsections, indicating where in the
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application the activity is to be completed. Each sub-section lists the number of scheduled
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activities that are :guilabel:`Late`, due :guilabel:`Today`, and scheduled in the
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:guilabel:`Future`.
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.. example::
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In the *Time Off* application, one activity is scheduled to be done in the *All Time Off*
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requests dashboard, and six activities are scheduled to be done in the *Allocations* dashboard.
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These requests appear in two separate lists in the all activities drop-down menu: one labeled
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`Time Off` and one labeled `Time Off Allocation`.
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.. image:: activities/activities-menu.png
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:align: center
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:alt: The list of activities that is accessed from the main menu bar. Two entries for the Time
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Off application are highlighted.
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Request a document
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------------------
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The option to :guilabel:`Request a Document` is available at the bottom of the list of :ref:`all
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scheduled activities <activities/all>`, the option to :guilabel:`Request a Document` appears. Click
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:guilabel:`Request a Document`, and a :guilabel:`Request a file` pop-up window appears.
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Enter the following information on the form:
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- :guilabel:`Document Name`: enter a name for the document being requested.
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- :guilabel:`Request To`: select the user the document is being requested from using the drop-down
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menu.
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- :guilabel:`Due Date In`: enter a numerical value indicating when the document is due. Next to
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this field, a :guilabel:`Days` field is visible. Click :guilabel:`Days`, the default option, to
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reveal a drop-down menu. Select the desired time-frame option from the list. The options are
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:guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`.
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- :guilabel:`Workspace`: using the drop-down menu, select the specific :ref:`Workspace
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<documents/workspaces>` the document is being uploaded to.
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- :guilabel:`Tags`: select any desired tags from the drop-down menu. The available tags displayed
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are based on the tags configured for the selected :guilabel:`Workspace`.
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- :guilabel:`Message`: enter a message to clarify the document request in this field.
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When all the fields are completed, click :guilabel:`Request` to send the document request.
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.. image:: activities/request-doc.png
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:align: center
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:alt: The Request a file form, with all fields filled out to request a contract.
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.. _activities/types:
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Activity types
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==============
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To view the currently configured types of activities in the database, navigate to
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:menuselection:`Settings app --> Discuss section --> Activities setting --> Activity Types`.
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.. image:: activities/settings-activities-types.png
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:alt: View of the settings page emphasizing the menu activity types.
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:align: center
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:alt: Activity Types button in the Settings application under the Discuss section.
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Doing so reveals the :guilabel:`Activity Types` page, where the existing activity types are found.
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To edit an existing activity type, select it from the list, then click :guilabel:`Edit`. To create a
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new activity type, click :guilabel:`Create`.
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.. image:: activities/activity-list.png
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:align: center
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:alt: The list of activity types already configured and available.
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At the top of a blank activity type form, start by choosing a :guilabel:`Name` for the new activity
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type.
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Edit activity types
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||||
-------------------
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.. image:: activities/new-activity-type.png
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:alt: New activity type form.
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To edit an existing :ref:`activity type <activities/types>`, click on the activity type, and the
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activity type form loads.
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Activity settings
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-----------------
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Make any desired changes to the activity type form. The form automatically saves, but it can be
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saved manually at any time by clicking the :guilabel:`Save Manually` option, represented by a
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:guilabel:`(cloud upload)` icon, located in the top-left corner of the page.
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Action
|
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~~~~~~
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Create new activity types
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||||
-------------------------
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||||
The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors
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after an activity is scheduled.
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To create a new :ref:`activity type <activities/types>`, click :guilabel:`New` from the
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:guilabel:`Activity Types` page, and a blank activity type form loads.
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|
||||
- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the
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planned activity in the chatter.
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||||
- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open
|
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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
|
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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::
|
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The actions available to select on an activity type vary, depending on the applications currently
|
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installed in the database.
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Activity Settings section
|
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~~~~~~~~~~~~~~~~~~~~~~~~~
|
||||
|
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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
|
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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
|
||||
==========
|
||||
|
||||
|