diff --git a/content/applications/finance/documents/right-panel-options.png b/content/applications/finance/documents/right-panel-options.png new file mode 100644 index 000000000..6d43d6238 Binary files /dev/null and b/content/applications/finance/documents/right-panel-options.png differ diff --git a/content/applications/productivity/documents.rst b/content/applications/productivity/documents.rst index 796d9b1c8..fcd375a02 100644 --- a/content/applications/productivity/documents.rst +++ b/content/applications/productivity/documents.rst @@ -8,9 +8,8 @@ You can upload any file (max 64MB per file on Odoo Online) and organize them in .. seealso:: - `Odoo Documents: product page `_ - - `Odoo Tutorials: Documents basics [video] - `_ - - `Odoo Tutorials: Using Documents with your Accounting App [video] `_ + - `Odoo Tutorials: Documents basics [video] `_ + - `Odoo Tutorials: Using Documents with your Accounting App [video] `_ Configuration ============= @@ -18,9 +17,9 @@ Configuration By going to :menuselection:`Documents --> Configuration --> Settings`, you can enable the centralization of files attached to a specific area of your activity. For example, by ticking :guilabel:`Human Resources`, your HR documents are automatically available in the HR workspace, -while documents related to Payroll are automatically available in the Payroll sub-workspace . You +while documents related to Payroll are automatically available in the Payroll sub-workspace. You can change the default workspace using the dropdown menu and edit its properties by clicking the -:guilabel:`➔` (:guilabel:`Internal link`) icon. +:icon:`fa-arrow-right` (:guilabel:`Internal link`) icon. .. image:: documents/files-centralization.png :alt: Enable the centralization of files attached to a specific area of your activity. @@ -48,7 +47,7 @@ own by going to :menuselection:`Documents --> Configuration --> Workspaces` and - :guilabel:`Name` - :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent - Workspace` + Workspace`. Three tabs are available: :ref:`Tags `, :ref:`Access Rights `, and :ref:`Description `. @@ -68,8 +67,8 @@ and :guilabel:`Name` your tags. - The tags of a parent workspace apply to the child workspaces automatically; - Tags can be created and modified by going to :menuselection:`Documents --> Configuration --> Tags`; - - Tags can also be created or edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon on - the left menu; + - Tags can also be created or edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon on + the left panel; - An :ref:`email alias ` can be used to automatically send received documents to a specific workspace based on the tag assigned. @@ -78,10 +77,9 @@ and :guilabel:`Name` your tags. Access rights ------------- -To manage your workspace access rights, go to :menuselection:`Documents --> Configuration --> -Workspaces`, open the workspace you want to edit, and go to the :guilabel:`Access Rights` tab. -You can add :guilabel:`Write Groups` that can view, create, and edit the workspace's documents. -You can also add :guilabel:`Read Groups` that can only view the workspace's documents. +To manage your workspace access rights, go to the :guilabel:`Access Rights` tab. You can add +:guilabel:`Write Groups` that can view, create, and edit the workspace's documents. You can also add +:guilabel:`Read Groups` that only view the workspace's documents. .. tip:: Enable :guilabel:`Own Documents Only` to limit :guilabel:`Read Groups` and @@ -92,16 +90,11 @@ You can also add :guilabel:`Read Groups` that can only view the workspace's docu Description ----------- -You can add descriptive information to your workspace by going to :menuselection:`Documents --> -Configuration --> Workspaces`, opening the workspace you want to describe and going to the -:guilabel:`Description` tab. +You can add descriptive information to your workspace by going to the :guilabel:`Description` tab. .. note:: - Workspaces can also be created and edited by clicking the :icon:`fa-cog` (:guilabel:`cog`) icon - on the left menu. - - .. image:: documents/sub-workspaces-creation.png - :alt: Create sub-workspaces from the left menu + Workspaces can also be created and edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon + on the left panel. .. _documents/management: @@ -109,14 +102,21 @@ Documents management ==================== When selecting or opening a document, the right panel displays different options, including, for -example: :icon:`fa-download` (:guilabel:`Download`), :icon:`fa-share-alt` (:guilabel:`Share this -selection`), :icon:`fa-retweet` (:guilabel:`Replace`), :icon:`fa-unlock` (:guilabel:`Lock`), -:icon:`fa-scissors` (:ref:`Split `), :icon:`fa-comments` (:guilabel:`Open chatter`), -and :icon:`fa-trash` (:guilabel:`Move to trash`). +example: -.. image:: documents/right-panel-options.png - :align: center - :alt: right panel options +- :icon:`fa-download` (:guilabel:`Download`); +- :icon:`fa-share-alt` (:guilabel:`Share this selection`): a share URL is copied to your clipboard; +- :icon:`fa-retweet` (:guilabel:`Replace`): select a new file to replace the existing one. Scroll + down to the bottom of the right panel to see the :guilabel:`History` and :guilabel:`restore`, + :guilabel:`download`, or :guilabel:`delete` the document; +- :icon:`fa-unlock` (:guilabel:`Lock`); +- :icon:`fa-scissors` (:ref:`Split `). + +You can also :icon:`fa-comments` :guilabel:`Open chatter` or delete the document by clicking the +:icon:`fa-trash` (:guilabel:`Move to trash`) icon. + +.. note:: + Items moved to the trash are permanently deleted after 30 days. To modify the name of your file, click on :guilabel:`Name`. A :guilabel:`Contact` or an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is @@ -158,38 +158,33 @@ pages, click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. Additional features ------------------- -Select a workspace and click the arrow next to the :guilabel:`Upload` button to access additional -features: +Select a workspace and click the :icon:`fa-caret-down` (:guilabel:`down arrow`) next to the +:guilabel:`Upload` button to access additional features: Request ~~~~~~~ -You can create "missing documents" and organize them as documents, to remind users to download them. +You can request files and organize them as documents to remind users to download them. -Select the workspace where the file should be stored, click the arrow next to the :guilabel:`Upload` -button, and select the :guilabel:`Request` option. Add the :guilabel:`Document Name`, choose the -person you need it from in the :guilabel:`Request To` field, fill in the :guilabel:`Due Date In`, -confirm the :guilabel:`Workspace` the document should belong to, and add :guilabel:`Tags` and a -:guilabel:`Note` if needed. Then, click :guilabel:`Request`. A placeholder for the missing document -is created in the workspace. +Select the workspace where the file should be stored, click the :icon:`fa-caret-down` +(:guilabel:`down arrow`) next to the :guilabel:`Upload` button, then :guilabel:`Request`. Add the +:guilabel:`Document Name` and select the person you need it from in the :guilabel:`Request To` +field. You can also fill in the :guilabel:`Due Date In`, confirm the :guilabel:`Workspace` the +document should belong to, and add :guilabel:`Tags` and a :guilabel:`Message`. Then, click +:guilabel:`Request`. A placeholder for the missing document is created in the workspace. -.. image:: documents/missing-doc.png - :alt: Placeholder for missing document - -To upload the document, click the :icon:`fa-upload` (:guilabel:`Upload file`) icon in the document -preview. By default, the requestor is set as the document's :guilabel:`Owner`. +When your document is available, click the placeholder to upload it. You can see all missing documents by going to the **Activity** view and the :guilabel:`Requested Document` column. .. tip:: - - From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you - are expecting a document. Go to the :guilabel:`Requested Document` column, click on the - :icon:`fa-ellipsis-v` (:guilabel:`vertical ellipsis`) icon and :guilabel:`Document Request: Reminder`. - - - Click on a date to see the details of a specific request. You can update it by clicking on the - :icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder - email, or :guilabel:`Send Now` to send a reminder email. + From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are + expecting a document. Go to the :guilabel:`Requested Document` column and click the + :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) icon, and :guilabel:`Document Request: Reminder`. + Click on a date to see the details of a specific request. You can update it by clicking on the + :icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder email, + or :guilabel:`Send Now` to send a reminder email. .. image:: documents/reminder-email.png :alt: send a reminder email from the Activity view @@ -199,8 +194,8 @@ Document` column. Add a link ~~~~~~~~~~ -To add a link to your documents dashboard, click on :guilabel:`Add a Link`, enter the -:guilabel:`URL`, and :guilabel:`Name` it. +To add a link to your documents dashboard, click :guilabel:`Add a Link`, enter the :guilabel:`URL`, +and :guilabel:`Name` it. Share ~~~~~ @@ -210,8 +205,8 @@ You can make a document or a workspace accessible to anyone by sharing a URL. Share a document **************** -To generate a **share link** to a document, select the document, click the arrow next to the -:guilabel:`Upload` button, and click :guilabel:`Share`. +To generate a **share link** to a document, select the document, click the :icon:`fa-caret-down` +(:guilabel:`down arrow`) next to the :guilabel:`Upload` button, and click :guilabel:`Share`. In the pop-up, you can :guilabel:`Name` the share link, set a validity date by filling in the :guilabel:`Valid Until` field, and if you own more than one site, select the :guilabel:`Website` you @@ -231,8 +226,8 @@ You can share a link to a workspace and allow users to :guilabel:`Download` its To do so, go to the left column of your dashboard. In the :guilabel:`Workspace` section, select the workspace to share, and possibly one or several tags that will be automatically added to the -uploaded documents. Then, click the arrow next to the :guilabel:`Upload` button and -:guilabel:`Share`. +uploaded documents. Then, click the :icon:`fa-caret-down` (:guilabel:`down arrow`) next to the +:guilabel:`Upload` button and :guilabel:`Share`. In the pop-up, a share :guilabel:`URL` you can :guilabel:`Copy` is displayed. You can :guilabel:`Name` your share link, set a validity date by filling in the :guilabel:`Valid Until` @@ -245,7 +240,7 @@ Upload ` files to it. .. Note:: - The links added to your workspace using the :ref:`Add a Link ` option - cannot be shared and are, therefore, excluded. + cannot be shared and are, therefore, excluded; - When tags are applied to a shared workspace, users can exclusively access the documents associated with those tags. @@ -273,6 +268,8 @@ The documents sent to this email alias are uploaded to the workspace using the c .. tip:: Go to :menuselection:`Configuration --> Share & Emails` to see and manage your share links. + Select a line and click :guilabel:`Delete` to disable the URL. People who have received this + link will no longer be able to access the document(s) or workspace. New spreadsheet ~~~~~~~~~~~~~~~ @@ -287,15 +284,15 @@ Workflow actions Workflow actions help manage documents and overall business operations. These are automated actions that can be created and customized for each workspace. With a single click you can, for example, -create, move, sign, and add tags to a document, and process bills. +create, move, sign, add tags to a document, and process bills. -These workflow actions appear on the right panel when a document meets the set criteria. +When a document meets the set criteria, these workflow actions appear on the right panel. Create workflow actions ----------------------- -To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and click -:guilabel:`New`. +To update an existing workflow action or create a new one, go to :menuselection:`Documents --> +Configuration --> Actions` and click :guilabel:`New`. .. note:: An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected. @@ -303,16 +300,15 @@ To create workflow actions, go to :menuselection:`Documents --> Configuration -- Set the conditions ------------------ -You can :guilabel:`Create` a new :guilabel:`Action` or edit an existing one. You can define the -:guilabel:`Action Name` and then set the conditions that trigger the appearance of the action button -(:guilabel:`▶`) on the right-side panel when selecting a file. +Define the :guilabel:`Action Name` and then set the conditions that trigger the appearance of the +:icon:`fa-play` (:guilabel:`play`) icon on the right-side panel when selecting a file. There are three basic types of conditions you can set: #. :guilabel:`Tags`: you can use the :guilabel:`Contains` and :guilabel:`Does not contain` - conditions, meaning the files *must have* or *must not have* the tags set here. + conditions, meaning the files *must have* or *must not have* the tags set here; -#. :guilabel:`Contact`: the files must be associated with the contact set here. +#. :guilabel:`Contact`: the files must be associated with the contact set here; #. :guilabel:`Owner`: the files must be associated with the owner set here. @@ -332,7 +328,7 @@ Advanced condition type: domain The :ref:`developer mode ` needs to be activated to access the :guilabel:`Domain` condition from the :guilabel:`Actions` tab. Once done, select the :guilabel:`Domain` condition type -and click :guilabel:`Add condition`. +and click :guilabel:`New Rule`. To create a rule, you typically select a :guilabel:`field`, an :guilabel:`operator`, and a :guilabel:`value`. For example, if you want to add a workflow action to all the PDF files inside a @@ -352,30 +348,29 @@ Configure the actions Select the :guilabel:`Actions` tab to set up your action. You can simultaneously: -- **Set Contact**: add a contact to the file, or replace an existing contact with a new one. -- **Set Owner**: add an owner to the file, or replace an existing owner with a new one. -- **Move to Workspace**: move the file to any workspace. +- **Move to Workspace**: move the file to any workspace; - **Create**: create one of the following items attached to the file in your database: - - **Link to record**: link the document to a record (i.e. link to a vehicle in Fleet); - - **Product template**: create a product you can edit directly; - - **Task**: create a Project task you can edit directly; - - **Signature PDF template**: create a new Sign template to send out; - - **PDF to sign**: create a PDF to sign; - - **Applicant**: create a new HR application you can edit directly; - - **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file - content; - - **Customer invoice**: create a customer invoice using OCR and AI to scrape information from - the file; - - **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information - from the file; - - **Credit note**: create a customer credit note using OCR and AI to scrape information from - the file; - - **Miscellaneous Operations**: create a record in :guilabel:`Miscellaneous Operations` - in Accounting; - - **Bank Statement**: create a Bank Statement in Finance; - - **Expense**: create an expense automatically based on a file's content. + - **Link to record**: create a link between a document and a record from a specific model; + - **Product template**: create a product you can edit directly; + - **Task**: create a Project task you can edit directly; + - **Signature PDF template**: create a new Sign template to send out; + - **PDF to sign**: create a Sign template to sign directly; + - **Applicant**: create a new HR application you can edit directly; + - **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file + content; + - **Customer invoice**: create an invoice using OCR and AI to scrape information from the file; + - **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information + from the file; + - **Credit note**: create a customer credit note using OCR and AI to scrape information from the + file; + - **Miscellaneous Operations**: create an entry in the Miscellaneous Operations journal; + - **Bank Statement**: import a bank statement; + - **Purchase Receipt**: create a vendor receipt; + - **Expense**: create an HR expense. +- **Set Contact**: add a contact to the file, or replace an existing contact with a new one; +- **Set Owner**: add an owner to the file, or replace an existing owner with a new one; - **Set Tags**: add, remove, and replace any number of tags; - **Activities - Mark all as Done**: mark all activities linked to the file as done; - **Activities - Schedule Activity**: create a new activity linked to the file as configured in diff 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