[IMP] general: users rewrite

closes odoo/documentation#8653

X-original-commit: 3f2f33a349
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>

content/applications/general/users.rst

@@ -4,146 +4,249 @@
 Users
 =====
 
-Odoo defines a **user** as someone who has access to a database to perform daily tasks. You can add
-as many users as you need and, in order to restrict the type of information each user can access,
-rules can be applied. Users and access rights can be added and changed at any point.
+Odoo defines a *user* as someone who has access to a database. An administrator can add as many
+users as the company needs and, in order to restrict the type of information each user can access,
+rules can be applied to each user. Users and access rights can be added and changed at any point.
 
 .. seealso::
    - :doc:`users/language`
    - :doc:`users/access_rights`
+   - :ref:`access-rights/superuser`
+   - :ref:`access-rights/groups`
 
 .. _users/add-individual:
 
 Add individual users
 ====================
 
-Go to :menuselection:`Settings --> Manage Users` and click on *Create*.
+To add new users, navigate to :menuselection:`Settings app --> Users section --> Manage Users`, and
+click on :guilabel:`Create`.
 
 .. image:: users/manage-users.png
-   :height: 280
-   :alt: View of the settings page emphasizing the manage users field in Odoo
+   :align: center
+   :alt: View of the settings page emphasizing the manage users field in Odoo.
 
-| Fill in the form with the needed information. Under the tab
-  :doc:`Access Rights <users/access_rights>` choose the group within each application the user can
-  have access to.
-| The list of applications shown is based on the applications installed on the database.
+Fill in the form with all the required information. Under the :doc:`Access Rights
+<users/access_rights>` tab, choose the group within each application the user can have access to.
 
-.. image:: users/new_user.png
-   :alt: View of a user’s form emphasizing the access rights tab in Odoo
+The list of applications shown is based on the applications installed on the database.
 
-When you are done editing the page and have *Saved* it, an invitation email is automatically sent to
-the user. The user must click on it to accept the invitation and create a login.
+.. image:: users/new-user.png
+   :align: center
+   :alt: View of a user's form emphasizing the access rights tab in Odoo.
+
+After filling out all the necessary fields on the page, click :guilabel:`Save`. An invitation email
+is automatically sent to the user, using the email in the :guilabel:`Email Address` field. The user
+must click on the link included in the email to accept the invitation, and to create a database
+login.
 
 .. image:: users/invitation-email.png
-   :alt: View of a user’s form with a notification that the invitation email has been sent in Odoo
+   :align: center
+   :alt: View of a user's form with a notification that the invitation email has been sent in Odoo.
 
-.. note::
-   Remember that subscription prices follow the number of users. Refer to our
-   `pricing page <https://www.odoo.com/pricing>`_
-   for more information.
+.. warning::
+   If the company is on a monthly subscription plan, the database automatically updates to reflect
+   the added users. If the company is on a yearly or multi-year plan, an expiration banner appears
+   in the database. An upsell quotation can be created by clicking the banner to update the
+   subscription. Alternatively, `send a support ticket <https://www.odoo.com/help>`_ to resolve the
+   issue.
 
-With the :ref:`developer mode <developer-mode>` activated, *User Types* can be selected.
+User type
+---------
+
+With the :ref:`developer mode <developer-mode>` activated, :guilabel:`User Type` can be selected
+from the :guilabel:`Access Rights` tab of the user form, accessible via :menuselection:`Settings app
+--> Users section --> Manage Users`.
+
+There are three types of users: :guilabel:`Internal User`, :guilabel:`Portal`, and
+:guilabel:`Public`.
 
 .. image:: users/user-type.png
-   :height: 300
-   :alt: View of a user’s form in developer mode emphasizing the user type field in Odoo
+   :align: center
+   :alt: View of a user's form in developer mode emphasizing the user type field in Odoo.
 
-The *Portal* and *Public* options do not allow you to choose access rights. Members have specific
-ones (such as record rules and restricted menus) and usually do not belong to the usual Odoo
-groups.
+.. tip::
+   Users are considered internal database users. Portal users are external users, who only have
+   access to the database portal to view records. See the documentation on :doc:`users/portal`.
+
+   Public users are those visiting websites, via the website's frontend.
+
+The :guilabel:`Portal` and :guilabel:`Public` user options do **not** allow the administrator to
+choose access rights. These users have specific access rights pre-set (such as, record rules and
+restricted menus), and usually do not belong to the usual Odoo groups.
 
 .. _users/deactivate:
 
 Deactivate users
 ================
 
-Go to :menuselection:`Settings --> Users & Companies --> Users`, open the user you want to
-deactivate, click on *Action*, and then on *Archive*.
+To deactivate (i.e. archive) a user, navigate to :menuselection:`Settings app --> Users section -->
+Manage Users`. Then, tick the checkbox to the left of the user(s) to be deactivated.
+
+After selecting the appropriate user to be archived, click the :guilabel:`⚙️ Actions` icon, and
+select :guilabel:`Archive` from the resulting drop-down menu. Then, click :guilabel:`OK` from the
+:guilabel:`Confirmation` pop-up window that appears.
 
 .. danger::
-   **Never** deactivate the main user (*admin*).
+   **Never** deactivate the main/administrator user (admin). Making changes to admin users can have
+   a detrimental impact on the database. This includes *impotent admin*, which means that no user in
+   the database can make changes to the access rights. For this reason, Odoo recommends contacting
+   an Odoo Business Analyst, or our Support Team, before making changes.
+
+Error: too many users
+---------------------
+
+If there are more users in an Odoo database than provisioned in the Odoo Enterprise subscription,
+the following message is displayed.
+
+.. image:: users/add-more-users.png
+   :align: center
+   :alt: Too many users on a database error message.
+
+When the message appears, the database administrator has 30 days to act before the database expires.
+The countdown is updated every day.
+
+To resolve the issue, either:
+
+- Add more users to the subscription by clicking the :guilabel:`Upgrade your subscription` link
+  displayed in the message to validate the upsell quotation, and pay for the extra users.
+- :ref:`Deactivate users <users/deactivate>`, and reject the upsell quotation.
+
+.. warning::
+   If the company is on a monthly subscription plan, the database automatically updates to reflect
+   the added users. If the company is on a yearly or multi-year plan, an expiration banner appears
+   in the database. An upsell quotation can be created by clicking the banner to update the
+   subscription. Alternatively, users can `send a support ticket <https://www.odoo.com/help>`_ to
+   resolve the issue.
+
+Once the database has the correct number of users, the expiration message disappears automatically
+after a few days, when the next verification occurs.
 
 .. _users/passwords-management:
 
-Passwords management
-====================
+Password management
+===================
+
+Password management is an important part of granting users autonomous access to the database at all
+times. Odoo offers a few different methods to reset a user's password.
+
+.. tip::
+   Odoo has a setting to specify the length needed for a password. This setting can be accessed by
+   navigating to :menuselection:`Settings app --> Permissions` section, and entering the desired
+   password length in the :guilabel:`Minimum Password Length` field. By default the value is `8`.
+
+.. image:: users/minimum-password-length.png
+   :align: center
+   :alt: Minimum Password Length highlighted in the Permissions section of General Settings.
 
 .. _users/reset-password:
 
-Reset passwords
----------------
+Reset password
+--------------
+
+Sometimes, users might wish to reset their personal password for added security, so they are the
+only ones with access to the password. Odoo offers two different reset options: one initiated by the
+user to reset the password, and another where the administrator triggers a reset.
 
 .. _users/reset-password-login:
 
-Enable password resets from login page
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+Enable password reset from login page
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
-It is possible to enable password resets directly from the login page.
+It is possible to enable/disable password resets directly from the login page. This action is
+completed by the individual user, and this setting is enabled by default.
 
-To do so, go to :menuselection:`Settings --> Permissions`, activate **Password Reset** and *Save*.
+To change this setting, go to :menuselection:`Settings app --> Permissions` section, activate
+:guilabel:`Password Reset`, and then click :guilabel:`Save`.
 
 .. image:: users/password-reset-login.png
+   :align: center
    :alt: Enabling Password Reset in Odoo Settings
 
+On the login page, click :guilabel:`Reset Password` to initiate the password reset process, and have
+a reset-token sent to the email on file.
+
+.. image:: users/password-reset.png
+   :align: center
+   :alt: Login screen on Odoo.com with the password reset option highlighted.
+
 .. _users/reset-password-email:
 
-Send reset instructions to users
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+Send reset instructions
+~~~~~~~~~~~~~~~~~~~~~~~
 
-Go to :menuselection:`Settings --> Users & Companies --> Users`, select the user out of the list and
-click on *Send Password Reset Instructions* on its user form. An email is automatically sent to
-them.
+Go to :menuselection:`Settings app --> Users & Companies --> Users`, select the user from the list,
+and click on :guilabel:`Send Password Reset Instructions` on the user form. An email is
+automatically sent to them with password reset instructions.
 
 .. note::
-   The *Send Password Reset Instructions* button only appears if the Odoo invitation email has
-   already been confirmed by the user.
+   The :guilabel:`Send Password Reset Instructions` button **only** appears if the Odoo invitation
+   email has already been confirmed by the user. Otherwise, a :guilabel:`Re-send Invitation Email`
+   button appears.
 
 This email contains all the instructions needed to reset the password, along with a link redirecting
 the user to an Odoo login page.
 
-.. image:: users/password-email.png
-   :alt: Example of an email with a password reset link for an Odoo account
+.. image:: users/password-reset-email.png
+   :align: center
+   :alt: Example of an email with a password reset link for an Odoo account.
 
 .. _users/change-password:
 
-Change users’ passwords
------------------------
+Change user password
+--------------------
 
-Go to :menuselection:`Settings --> Users  & Companies --> Users` and select a user to access its
-form. Click on the *Action* button and select *Change Password*.
+Go to :menuselection:`Settings app --> Users & Companies --> Users`, and select a user to access its
+form. Click on the :guilabel:`⚙️ Actions` icon, and select :guilabel:`Change Password` from, the
+resulting drop-down menu. Enter a new password in the :guilabel:`New Password` column of the
+:guilabel:`Change Password` pop-up window that appears, and confirm the change by clicking
+:guilabel:`Change Password`.
 
 .. image:: users/change-password.png
-   :alt: Change another user's password on Odoo
-
-Enter a new password and confirm by clicking on *Change Password*.
+   :align: center
+   :alt: Change a user's password on Odoo.
 
 .. note::
-   This operation only modifies the password of the users locally and does not affect their odoo.com
-   account. If you want to change the odoo.com password, you can :ref:`send the password reset
-   instructions <users/reset-password-email>`.
+   This operation only modifies the password of the users locally, and does **not** affect their
+   odoo.com account.
 
-Click on *Change Password* one more time. You are then redirected to an Odoo login page where you
-can reaccess your database using your new password.
+   If the odoo.com password needs to be changed, use the :ref:`send the password reset instructions
+   <users/reset-password-email>`. Odoo.com passwords grant access to the *My Databases* page, and
+   other portal features.
+
+After clicking :guilabel:`Change Password`, the page is redirected to an Odoo login page where the
+database can be re-accessed using the new password.
 
 .. _users/multi-companies:
 
 Multi Companies
 ===============
 
-The *Multi Companies* field allows you to set to which of the multiple companies database you hold
-the user can have access.
+The :guilabel:`Multi Companies` field on a user form allows an administrator to provide access to
+multiple companies for existing users. To configure a multi-company environment for a user, navigate
+to the desired user by going to: :menuselection:`Settings app --> Users section --> Manage users`.
+Then, select the user to open their user form, and configure with multi-company access.
 
-.. note::
-   Note that if not handled correctly, it may be the source of a lot of inconsistent multi-company
-   behaviors. Therefore, a good knowledge of Odoo is required. For technical explanations refer
-   to :doc:`this </developer/howtos/company>` documentation.
+Under :guilabel:`Multi Companies` in the :guilabel:`Access Rights` tab, set the fields labeled
+:guilabel:`Allowed Companies` and :guilabel:`Default Company`.
+
+The :guilabel:`Allowed Companies` field can contain multiple companies. These are the companies the
+user can access and edit, according to the set access rights. The :guilabel:`Default Company` is the
+company the user defaults to, upon logging in each time. This field can contain only **one**
+company.
+
+.. warning::
+   If multi-company access is not configured correctly, it could lead to inconsistent multi-company
+   behaviors. Because of this, only experienced Odoo users should make access rights changes to
+   users for databases with a multi-company configuration. For technical explanations, refer to the
+   developer documentation on :doc:`../../../developer/howtos/company`.
 
 .. image:: users/multi-companies.png
-   :height: 300
-   :alt: View of a user’s form emphasizing the multi companies field in Odoo
+   :align: center
+   :alt: View of a user's form emphasizing the multi companies field in Odoo.
 
 .. seealso::
-   - :doc:`companies`
+   :doc:`companies`
 
 .. toctree::
    :titlesonly:

content/applications/general/users/access_rights.rst

@@ -54,6 +54,8 @@ The :guilabel:`Administration` field in the :guilabel:`Access Rights` tab has th
    :align: center
    :alt: The Sales apps drop-down menu to set the user's level of permissions.
 
+.. _access-rights/groups:
+
 Create and modify groups
 ========================
 
@@ -150,6 +152,8 @@ icon to remove a row.
      domains (and domain expressions) should consult an Odoo Business Analyst, or the Odoo Support
      Team, before making changes.
 
+.. _access-rights/superuser:
+
 Superuser mode
 ==============