[IMP] Documents: improve and update the Documents documentation

closes odoo/documentation#2887

Id: 2899532
Signed-off-by: Pirlot Donatienne (dopi) <dopi@odoo.com>

content/applications/finance/documents.rst

@@ -9,47 +9,125 @@ workspaces.
 
 .. seealso::
    - `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
+   - `Odoo Tutorials: Documents basics <https://www.odoo.com/slides/slide/documents-basics-674>`_
+   - `Odoo Tutorials: Using Documents with your Accounting App
+     <https://www.odoo.com/slides/slide/using-documents-with-your-accounting-app-675?fullscreen=1#>`_
+
+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
+can change the default workspace by using the dropdown menu and edit its properties by clicking the
+internal link button (:guilabel:`➔`).
+
+.. image:: documents/files-centralization.png
+   :align: center
+   :alt: Enable the centralization of files attached to a specific area of your activity.
+
+.. note::
+   - If you enable the centralization of your accounting files and documents, it is necessary to
+     click on :guilabel:`Journals` and define each journal independently to allow automatic
+     synchronization.
+
+     .. image:: documents/accounting-files-centralization.png
+      :align: center
+      :alt: Enable the centralization of files attached to your accounting.
+
+   - If you select a new workspace, existing documents aren't moved. Only newly created documents
+     will be found under the new workspace.
+
+Workspaces
+==========
+
+Workspaces are hierarchical folders having their own set of tags and actions. Default workspaces
+exist, but you can create your own by going to :menuselection:`Documents --> Configuration -->
+Workspaces` and clicking on :guilabel:`Create`.
+
+.. note::
+   :guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can be created, edited, or deleted by
+   clicking on the gear icon :guilabel:`⚙` on the left menu.
+
+.. image:: documents/sub-workspaces-creation.png
+   :align: center
+   :alt: Create sub-workspaces from the left menu
+
+Tags
+====
+
+Tags are used within workspaces to add a level of differentiation between documents. They are
+organized per category and filters can be used to sort them.
+
+.. note::
+   - The tags of a parent workspace apply to the child workspaces automatically.
+   - Tags can be created and modified by going to :menuselection:`Configuration --> Tags`.
+   - Tags can also be created, edited, or deleted, by clicking on the gear icon :guilabel:`⚙`, on
+     the left menu.
+
+Documents management
+====================
+
+When clicking on a specific document, the right panel displays different options. On the top,
+additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
+:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or
+:guilabel:`Archive` the document.
+
+.. image:: documents/right-panel-options.png
+   :align: center
+   :alt: right panel options
+
+Then, you can modify the name of your file by clicking on :guilabel:`Document`. A
+:guilabel:`Contact` or an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can
+be modified and it is possible to access the related :guilabel:`Journal Entry` or to add
+:guilabel:`Tags`.
+
+.. note::
+   - The :guilabel:`Contact` is the person related to the document and assigned to it. He can only
+     view the document and not modify it. I.e.: an existing supplier in your database is the contact
+     for their bill.
+   - The person who creates a document is, by default :guilabel:`Owner` of it and has complete
+     rights to the document. It is possible to replace the owner of a document. I.e.: an employee
+     must be owner of a document to be able to see it in "My Profile".
+
+Finally, different :guilabel:`Actions` are available at the bottom of the right panel, depending on
+the workspace where your document is stored.
 
 Workflow actions
 ================
 
-Workflow actions are automated actions you can create and customize at the level of each
-workspace. They appear next to a file whenever it meets the criteria you set. That way you can,
-for example, add tags to a file or move it to another workspace with a single click. Workflow
-actions help you streamline the management of your documents and your overall business operations.
+Workflow actions help you streamline the management of your documents and your overall business
+operations. These are automated actions that can be created and customized for each workspace. For
+example, create documents, process bills, sign, organize files, add tags to a file or move it to
+another workspace with a single click etc. These workflow actions appear on the right panel when it
+meets the criteria you set.
 
 Create workflow actions
 -----------------------
 
-To create workflow actions, go to :menuselection:`Documents --> Configuration --> Workspaces` and
-select the workspace where the action should apply. Click on the *Actions* smart button, and then
-on *Create*.
-
-.. image:: documents/access-workflow-actions.png
-   :align: center
-   :alt: Workflow actions smart button in Odoo Documents
+To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and then
+click on :guilabel:`Create`.
 
 .. note::
-   An action applies to all *Child Workspaces* under the *Parent Workspace* you selected.
-
-.. tip::
-   If you use the :ref:`developer mode <developer-mode>`, you can directly access all your actions
-   by going to :menuselection:`Documents --> Configuration --> Actions`.
+   An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you
+   selected.
 
 Set the conditions
 ------------------
 
-After naming your workflow action, you can set the conditions that trigger the appearance of the
-action button on the right-side panel when selecting a file.
+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.
 
 There are three basic types of conditions you can set:
 
-#. **Tags**: you can both use the *Contains* and *Does not contain* conditions, meaning the files
-   *must have* or *mustn't have* the tags set here.
+#. :guilabel:`Tags`: you can both use the :guilabel:`Contains` and :guilabel:`Does not contain`
+   conditions, meaning the files *must have* or *mustn't have* the tags set here.
 
-#. **Contact**: the files must be associated with the contact set here.
+#. :guilabel:`Contact`: the files must be associated with the contact set here.
 
-#. **Owner**: the files must be associated with the owner set here.
+#. :guilabel:`Owner`: the files must be associated with the owner set here.
 
 .. image:: documents/basic-condition-example.png
    :align: center
@@ -67,23 +145,24 @@ Advanced condition type: domain
    filters.
 
 To access the *Domain* condition, the :ref:`developer mode <developer-mode>` needs to be activated.
-Once that's done, select the *Domain* condition type, and click on *Add Filter*.
+Once that's done, select the :guilabel:`Domain` condition type, and click on :guilabel:`Add Filter`.
 
 .. image:: documents/activate-domain-condition.png
    :align: center
    :alt: Activating the domain condition type in Odoo Documents
 
-To create a rule, you typically select a field, an operator, and a value. For example, if you want
-to add a workflow action to all the PDF files inside a workspace, set the field to *Mime Type*, the
-operator to *contains*, and the value to *pdf*.
+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
+workspace, set the :guilabel:`field` to *Mime Type*, the :guilabel:`operator` to *contains*, and the
+:guilabel:`value` to *pdf*.
 
 .. image:: documents/domain-condition-example.png
    :align: center
    :alt: Example of a workflow action's domain condition in Odoo Documents
 
-Click on *Add node* (plus-circle icon) and *Add branch* (ellipsis icon) to add conditions and
-sub-conditions. You can then specify if your rule should match *ALL* or *ANY* conditions. You can
-also edit the rule directly using the *Code editor*.
+Click on :guilabel:`Add node` (plus-circle icon) and :guilabel:`Add branch` (ellipsis icon) to add
+conditions and sub-conditions. You can then specify if your rule should match :guilabel:`ALL` or
+:guilabel:`ANY` conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
 
 .. image:: documents/use-domain-condition.png
    :align: center
@@ -92,7 +171,7 @@ also edit the rule directly using the *Code editor*.
 Configure the actions
 ---------------------
 
-Select the *Actions* tab to set up your action. You can simultaneously:
+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.
@@ -121,3 +200,13 @@ Select the *Actions* tab to set up your action. You can simultaneously:
 .. image:: documents/workflow-action-example.png
    :align: center
    :alt: Example of a workflow action Odoo Documents
+
+Digitize documents with AI and optical character recognition (OCR)
+==================================================================
+
+Documents available in the Finance workspace can be digitized. Select the document you want to
+digitize, click on :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice` or
+:guilabel:`Create credit note`, and then click on :guilabel:`Send for Digitization`.
+
+.. seealso::
+   :doc:`AI-powered document digitization <../finance/accounting/payables/supplier_bills/invoice_digitization>`