[IMP] employees: making targeted edits for v15 and updating images

closes odoo/documentation#5038

Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>

content/applications/hr/employees/new_employee.rst

@@ -3,11 +3,11 @@ Add a new employee
 ==================
 
 When a new employee is hired, the first step is to create a new employee form. Starting in the
-:menuselection:`Employees` app default view, click the :guilabel:`Create` button to access a new
+:menuselection:`Employees` app dashboard, click the :guilabel:`Create` button to create a new
 employee form. Fill out the required information (underlined in bold) and any additional details,
 then click :guilabel:`Save`.
 
-.. image:: new_employee/employee-new.png
+.. image:: new_employee/new-employee-form.png
    :align: center
    :alt: Create a new employee card.
 
@@ -24,26 +24,10 @@ Required fields
 - :guilabel:`Name`: Enter the employee's name.
 - :guilabel:`Company`: Select the company from the drop-down menu that the new employee is hired by,
   or create a new company by typing the name in the field.
-- :guilabel:`Working Hours`: In the :guilabel:`Work Information` tab, select the desired
-  :guilabel:`Working Hours` from the drop-down menu.
 
-.. image:: new_employee/working-hours.png
+.. image:: new_employee/employee-new.png
    :align: center
-   :alt: Working Hours are located in the Work Information tab.
+   :alt: Create a new employee card.
-
-.. note::
-   :guilabel:`Working Hours` are related to a company's working times, and an employee cannot have
-   working hours that are outside of a company's working times.
-
-   Each individual working time is company-specific, so for multi-company databases, each company
-   needs to have its own working hours set.
-
-   If an employee's working hours are not configured as a working time for the company, new working
-   times can be added, or existing working times can be modified. To add or modify a working time,
-   go to the :menuselection:`Payroll app --> Configuration --> Working Times`, and add a new working
-   time or edit an existing one.
-
-   After the new working time is created, set the working hours for the employee.
 
 Optional fields
 ---------------
@@ -79,17 +63,15 @@ Resumé tab
 Resumé
 ~~~~~~
 
-Next, the employee's work history is entered in the :guilabel:`Resumé` tab. Each previous experience
+Next, enter the employee's work history in the :guilabel:`Resumé` tab. Each resumé line must be
-must be entered individually. Click :guilabel:`Create a New Entry`, and the :guilabel:`Create Resumé
+entered individually. Click :guilabel:`Create a New Entry`, and the :guilabel:`Create Resumé lines`
-lines` form appears. Enter the following information, then click the :guilabel:`Save & Close` button
+form appears. Enter the following information for each entry.
-if there is only one entry to add, or click the :guilabel:`Save & New` button to save the current
-entry and create another line.
 
 .. image:: new_employee/resume-lines.png
    :align: center
    :alt: Add information for the previous work experience in this form.
 
-- :guilabel:`Name`: Type in the name of the previous work experience.
+- :guilabel:`Title`: Type in the title of the previous work experience.
 - :guilabel:`Type`: From the drop-down menu, select either :guilabel:`Experience`,
   :guilabel:`Education`, :guilabel:`Internal Certification`, :guilabel:`Internal Training`, or type
   in a new entry.
@@ -100,81 +82,140 @@ entry and create another line.
   to scroll to the desired month, then click on the day to select it.
 - :guilabel:`Description`: Enter any relevant details in the field.
 
+Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
+entry to add, or click the :guilabel:`Save & New` button to save the current entry and create
+another resumé line.
+
+.. note::
+   After the new employee form is saved, the current position and company is automatically added to
+   the :guilabel:`Resumé` tab as :guilabel:`Experience`, with the end date listed as
+   :guilabel:`Current`.
+
 Skills
 ~~~~~~
 
 An employee's skills can be entered in the :guilabel:`Resumé` tab in the same manner a resumé line
 is created. Click the :guilabel:`Create a New Entry` button under :guilabel:`Skills` and a
-:guilabel:`Create Skills` form appears. Fill in the information, then click the :guilabel:`Save &
+:guilabel:`Create Skills` form appears. Fill in the information on the form.
-Close` button if there is only one entry to add, or click the :guilabel:`Save & New` button to save
-the current entry and immediately create a new entry.
 
-.. image:: new_employee/create-skill.png
+.. image:: new_employee/create-skills.png
    :align: center
    :alt: Create a new skill for the employee.
 
-- :guilabel:`Skill Type`: Select from the drop-down menu either :guilabel:`Languages`,
+- :guilabel:`Skill Type`: Select a :ref:`skill type <employees/skill-types>` by clicking the radio
-  :guilabel:`Dev`, :guilabel:`Music`, :guilabel:`Marketing`, or type in a new skill type. After
+  button next to the skill type.
-  entering the new skill type, an option to :guilabel:`Create` the skill or :guilabel:`Create and
-  Edit` the skill appears. Click :guilabel:`Create and Edit`, and a pop-up for the specific skill
-  type appears. This can also be accessed with the :guilabel:`External Link` button next to the new
-  skill. This form allows for the creation of specific skills and levels. Click :guilabel:`Add a
-  line` and enter the information for the new skill, then repeat for all other added skills. Repeat
-  this process for the :guilabel:`Levels` section. Click :guilabel:`Add a line` to add each level
-  and progress.
-
-  .. image:: new_employee/new-skills.png
-     :align: center
-     :alt: Add a new skill and levels.
-
-  .. example::
-     To add a math skill set, enter `Math` in the :guilabel:`Name` field. In the :guilabel:`Skills`
-     field, enter `Algebra`, `Calculus`, and `Trigonometry`. And, in the :guilabel:`Levels` field
-     enter `beginner`, `intermediate`, and `expert`. Then, either click :guilabel:`Save & Close` or
-     :guilabel:`Save & New`.
-
 - :guilabel:`Skill`: The corresponding skills associated with the selected :guilabel:`Skill Type`
   appear in a drop-down menu. For example, selecting :guilabel:`Language` as the :guilabel:`Skill
   Type` presents a variety of languages to select from under the :guilabel:`Skills` field. Select
   the appropriate pre-configured skill, or type in a new one.
 - :guilabel:`Skill Level`: Pre-defined skill levels associated with the selected :guilabel:`Skill
-  Type` appear in a drop-down menu. Select a level or create a new skill level by typing it in.
+  Type` appear in a drop-down menu. Select a skill level, then the progress bar automatically
-- :guilabel:`Progress`: Progress is automatically selected based on the selected :guilabel:`Skill
+  displays the pre-defined progress for that skill level. Skill levels and progress can be modified
-  Level`. Skill levels and progress can be modified in the :guilabel:`Skill Type` pop-up form, which
+  in the :guilabel:`Skill Level` pop-up form, which is accessed via the :guilabel:`External Link`
-  is accessed via the :guilabel:`External Link` button next to :guilabel:`Skill Type` field.
+  button next to :guilabel:`Skill Level` field.
 
-To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` delete icon
+Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
-to delete the entry. Add a new line by clicking the :guilabel:`ADD` button next to the corresponding
+entry to add, or click the :guilabel:`Save & New` button to save the current entry and create
+another skill.
+
+To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` icon to
+delete the entry. Add a new line by clicking the :guilabel:`Add` button next to the corresponding
 section.
 
+.. _employees/skill-types:
+
+Skill types
+***********
+
+In order to add a skill to an employee's form, the :guilabel:`Skill Types` must be configured. Go to
+:menuselection:`Employees app --> Configuration --> Skill Types` to view the currently configured
+skill types and create new skill types. Click :guilabel:`Create` and a new :guilabel:`Skill Type`
+form appears. Fill out all the details and then click :guilabel:`Save`. Repeat this for all the
+skill types needed.
+
+- :guilabel:`Skill Type`: Enter the name of the skill type. This should be somewhat generic, since
+  the specific skills listed will be housed under this category.
+- :guilabel:`Skills`: Click :guilabel:`Add a line` and enter the information for the new skill, then
+  repeat for all other needed skills.
+- :guilabel:`Levels`:  Click :guilabel:`Add a line` and a :guilabel:`Create Levels` form appears.
+  Enter the name of the level, and assign a percentage (0-100) for that level. Click :guilabel:`Save
+  & New` to save the entry and add another level, or click :guilabel:`Save & Close` to save the
+  level and close the form.
+
+  .. example::
+     To add a math skill set, enter `Math` in the :guilabel:`Name` field. Next, in the
+     :guilabel:`Skills` field, enter `Algebra`, `Calculus`, and `Trigonometry`. Last, in the
+     :guilabel:`Levels` field enter `Beginner`, `Intermediate`, and `Expert`, with the
+     :guilabel:`Progress` listed as `25`, `50`, and `100`, respectively. Then, either click
+     :guilabel:`Save & Close` or :guilabel:`Save & New`.
+
+     .. image:: new_employee/math-skills.png
+        :align: center
+        :alt: Add new math skills and levels with the skill types form.
+
 Work information tab
 --------------------
 
-- :guilabel:`Location`: Select the :guilabel:`Work Address` from the drop-down menu. The
+The :guilabel:`Work Information` tab is where the employee's specific job related information is
-  :guilabel:`External Link` button opens up the selected company form in a window, and allows for
+housed. Their working schedule, various roles, who approves their specific requests (time off,
-  editing. The :guilabel:`Work Location` is where any specific location details should be noted,
+timesheets, and expenses), and specific work location details are listed here. Enter the following
-  such as a floor, or building.
+information for the new employee.
-- :guilabel:`Approvers`: Using the drop-down menus, select the employees responsible for approving
+
+- :guilabel:`Location`: Select the :guilabel:`Work Address` and :guilabel:`Work Location` from the
+  corresponding drop-down menus. The work address :guilabel:`External Link` button opens up the
+  selected company form in a window, and allows for editing. The :guilabel:`Work Location` is the
+  specific location details, such as a floor or building. If a new work location is needed, add the
+  location by typing it in the field.
+- :guilabel:`Approvers`: Using the drop-down menus, select the users responsible for approving
   :guilabel:`Time Off`, :guilabel:`Expenses`, and :guilabel:`Timesheets` for the employee. The
   :guilabel:`External Link` button opens a form with the approver's :guilabel:`Name`,
   :guilabel:`Email Address`, :guilabel:`Company`, :guilabel:`Phone`, and :guilabel:`Mobile` fields.
   These can be modified, if needed. Click :guilabel:`Save` after making any edits.
-- :guilabel:`Schedule`: Select the :guilabel:`Working Hours` (required) and :guilabel:`Timezone` for
+- :guilabel:`Schedule`: Select the :guilabel:`Working Hours` and :guilabel:`Timezone` (both
-  the employee. The :guilabel:`External Link` button opens up a detailed view of the specific daily
+  required) for the employee. The :guilabel:`External Link` button opens up a detailed view of the
-  working hours. Working hours can be created, modified, or deleted here. Global time off (such as
+  specific daily working hours. Working hours can be modified or deleted here. Click
-  holidays) can be entered in the :guilabel:`Global Time Off` tab. Click :guilabel:`Add a line` to
+  :guilabel:`Save` to save any changes.
-  add a new global time off.
+- :guilabel:`Planning`: The :guilabel:`Planning` section affects the *Planning* app, and will only
-- :guilabel:`Planning`: Click on a planning role from the drop-down menu for both the
+  appear if the *Planning* app is installed. Click on a planning role from the drop-down menu for
-  :guilabel:`Default Planning Role` and the :guilabel:`Planning Roles` fields to add a role. There
+  both the :guilabel:`Default Planning Role` and the :guilabel:`Planning Roles` fields to add a
-  is no limit to the amount of :guilabel:`Planning Roles` that can be selected for an employee, but
+  role. There is no limit to the amount of :guilabel:`Planning Roles` that can be selected for an
-  there can only be one :guilabel:`Default Planning Role`. The default is the *typical* role that
+  employee, but there can only be one :guilabel:`Default Planning Role`. The default is the
-  the employee performs, where the :guilabel:`Planning Roles` are *all* the specific roles the
+  *typical* role that the employee performs, where the :guilabel:`Planning Roles` are *all* the
-  employee is able to perform.
+  specific roles the employee is able to perform.
 
   .. image:: new_employee/work-info.png
      :align: center
      :alt: Add the work information to the Work Information tab.
 
+.. tip::
+   The users that appear in the drop-down menu for the :guilabel:`Approvers` section must have
+   *Administrator* rights set for the corresponding human resources role. To check who has these
+   rights, go to :menuselection:`Settings app --> Users --> Manage Users`. Click on an employee, and
+   check the :guilabel:`Human Resources` section of the :guilabel:`Access Rights` tab.
+
+   - In order for the user to appear as an approver for :guilabel:`Expenses`, they must have either
+     :guilabel:`Team Approver`, :guilabel:`All Approver`, or :guilabel:`Administrator` set for the
+     :guilabel:`Expenses` role.
+   - In order for the user to appear as an approver for :guilabel:`Time Off`, they must have either
+     :guilabel:`Officer` or :guilabel:`Administrator` set for the :guilabel:`Time Off` role.
+   - In order for the user to appear as an approver for :guilabel:`Timesheets`, they must have
+     either :guilabel:`Manager`, :guilabel:`Officer`, or :guilabel:`Administrator` set for the
+     :guilabel:`Payroll` role.
+
+.. note::
+   :guilabel:`Working Hours` are related to a company's working times, and an employee cannot have
+   working hours that are outside of a company's working times.
+
+   Each individual working time is company-specific, so for multi-company databases, each company
+   needs to have its own working hours set.
+
+   If an employee's working hours are not configured as a working time for the company, new working
+   times can be added, or existing working times can be modified. To add or modify a working time,
+   go to the :menuselection:`Payroll app --> Configuration --> Working Times`, and add a new working
+   time or edit an existing one.
+
+   After the new working time is created, set the working hours for the employee.
+
 Private information tab
 -----------------------
 
@@ -188,17 +229,32 @@ Contact`, :guilabel:`Education`, :guilabel:`Citizenship`, :guilabel:`Dependant`,
 Permit` information is entered. Fields are entered either using a drop-down menu, clicking a check
 box, or typing in the information.
 
-- :guilabel:`Private Contact`: Enter the :guilabel:`Address` for the employee. The selection can be
+- :guilabel:`Private Contact`: Enter the personal :guilabel:`Address` for the employee. The
-  made with the drop-down menu. If the information is not available, type in the name for the new
+  selection can be made with the drop-down menu. If the information is not available, type in the
-  address. To edit the new address, click the :guilabel:`External Link` button to open the address
+  name for the new address. To edit the new address, click the :guilabel:`External Link` button to
-  form. On the address form, enter the necessary details, then click :guilabel:`Save`. Some other
+  open the address form. On the address form, enter the necessary details, then click
-  information in the :guilabel:`Private Contact` section may auto-populate, if the address is
+  :guilabel:`Save`
-  already listed in the drop-down menu.
+
+  Some other information in the :guilabel:`Private Contact` section may auto-populate, if the
+  address is already listed in the drop-down menu.
+
+  Next, enter the employee's :guilabel:`Email` address and :guilabel:`Phone` number in the
+  corresponding fields.
+
+  Select the employee's preferred :guilabel:`Language` from the drop-down menu.
+
+  Enter the employee's :guilabel:`Bank Account Number` using the drop-down menu. If the bank is not
+  already configured (the typical situation when creating a new employee) enter the bank account
+  number, and click :guilabel:`Create and Edit`. A :guilabel:`Create: Bank Account Number` for
+  appears. Fill in the information, then click :guilabel:`Save`.
+
+  Finally, enter the :guilabel:`Home-Work Distance` in the field. This field is only necessary if
+  the employee is receiving any type of commuter benefits.
+
 - :guilabel:`Marital Status`: Select either :guilabel:`Single`, :guilabel:`Married`,
   :guilabel:`Legal Cohabitant`, :guilabel:`Widower`, or :guilabel:`Divorced` from the drop-down
   menu.
-- :guilabel:`Emergency Contact`: Type in the name and phone number of the employee's emergency
+- :guilabel:`Emergency`: Type in the name and phone number of the employee's emergency contact.
-  contact.
 - :guilabel:`Education`: Select the highest level of education completed by the employee from the
   :guilabel:`Certificate Level` drop-down menu. Options include :guilabel:`Graduate`,
   :guilabel:`Bachelor`, :guilabel:`Master`, :guilabel:`Doctor`, or :guilabel:`Other`. Type in the
@@ -210,15 +266,15 @@ box, or typing in the information.
   access the year ranges. Use the :guilabel:`< (left)` and :guilabel:`> (right)` arrow icons,
   navigate to the correct year range, and click on the year. Next, click on the month. Last, click
   on the day to select the date. Type in the information for the :guilabel:`Identification No`,
-  :guilabel:`Passport No`, and :guilabel:`Place of Birth` fields. If the employee is
+  :guilabel:`Passport No`, and :guilabel:`Place of Birth` fields.
-  :guilabel:`Disabled` or a :guilabel:`Nonresident`, click the check box next to the respective
+- :guilabel:`Dependant`: If the employee has any children, enter the :guilabel:`Number of Children`
-  fields.
+  in the field.
-- :guilabel:`Dependant`: If the employee has any dependants, that information is entered here. Type
-  in the number of children the employee has, and check the boxes next to :guilabel:`Disabled
-  Children` and/or :guilabel:`Other Dependent People` if applicable.
 - :guilabel:`Work Permit`: If the employee has a work permit, enter the information in this section.
   Type in the :guilabel:`Visa No` and/or :guilabel:`Work Permit No` in the corresponding fields.
-  Using the calendar module, select the :guilabel:`Visa Expire Date` to enter the expiration date.
+  Using the calendar module, select the :guilabel:`Visa Expire Date` and/or the :guilabel:`Work
+  Permit Expiration Date` to enter the expiration date(s). If available, upload a digital copy of
+  the work permit document. Click :guilabel:`Upload Your File`, navigate to the work permit file in
+  the file explorer, and click :guilabel:`Open`.
 
 .. image:: new_employee/private-info.png
    :align: center
@@ -231,36 +287,53 @@ This tab provides various fields for different information, depending on the cou
 located. Different fields are configured for different locations, however some sections appear
 regardless.
 
-- :guilabel:`Status`: If applicable, select a :guilabel:`Related User`, :guilabel:`Job Position`,
+- :guilabel:`Status`: Select an :guilabel:`Employee Type` and, if applicable, a :ref:`Related User
-  and :guilabel:`Language` with the drop-down menus. Type in the :guilabel:`Registration Number of
+  <employees/related-user>`, with the drop-down menus.
-  the Employee`, and the :guilabel:`NIF Country Code` if available.
+- :guilabel:`Payroll`: Select the :guilabel:`Current Contract` and :guilabel:`Job Position` from the
-- :guilabel:`Fleet`: If the employee has access to a company car, enter the :guilabel:`Mobility
+  drop-down menus. If applicable, enter the :guilabel:`Registration Number` in this section.
-  Card` information here.
+- :guilabel:`Previous Employer`: This section appears only for Belgian companies, and will not be
-- :guilabel:`Timesheets`: Enter the employee's cost per hour in a $XX.XX format. This is factored in
+  visible for other locations. These are days that will be paid to the new employee. Enter any
-  when the employee is working at a work center. This value affects the employee's pay, and may also
+  :guilabel:`Simple Holiday Pay to Recover`, :guilabel:`Number of Days to recover`, and
-  affect manufacturing costs for a product, if the value of the manufactured product is not a fixed
+  :guilabel:`Recovered Simple Holiday Pay` from a previous employer, for both N and N-1 categories.
-  amount.
+- :guilabel:`Previous Occupations`: This section appears ony for Belgian companies, and will not be
-- :guilabel:`Attendance`: This section may only appear for Belgian companies. Enter the
+  visible for other locations. Click :guilabel:`Add a line` to enter information for each previous
-  :guilabel:`INSZ or BIS` number if applicable. :guilabel:`Badge ID` and a :guilabel:`PIN Code` can
+  occupation. Enter the number of :guilabel:`Months`, the :guilabel:`Amount`, and the
-  be entered here, if the employee needs/has one. Click :guilabel:`Generate` next to the
+  :guilabel:`Occupational Rate` in the corresponding fields. Click the :guilabel:`🗑️ (trash can)`
+  icon to delete a line.
+- :guilabel:`Attendance/Point of Sale`: The employee's :guilabel:`Badge ID` and :guilabel:`PIN Code`
+  can be entered here, if the employee needs/has one. Click :guilabel:`Generate` next to the
   :guilabel:`Badge ID` to create a badge ID.
+- :guilabel:`Application Settings`: If applicable, enter the :guilabel:`Fleet Mobility Card` number.
+  Enter the employee's cost per hour in a $XX.XX format. This is factored in when the employee is
+  working at a :doc:`work center
+  <../../inventory_and_mrp/manufacturing/management/using_work_centers>`. This value affects the
+  manufacturing costs for a product, if the value of the manufactured product is not a fixed amount.
 
 .. image:: new_employee/hr-settings.png
    :align: center
    :alt: Enter any information prompted in the HR Settings tab for the employee.
 
-Personal documents tab
+.. _employees/related-user:
-----------------------
 
-The :guilabel:`Personal Documents` tab is only displayed for certain countries. If this tab is not
+.. important::
-visible, it is not applicable to the company's location.
+   Employees do not also need to be users. An employee does **not** count towards billing, while
+   *Users* **do** count towards billing. If the new employee should also be a user, the user must
+   be created.
 
-Add a file for the employee's :guilabel:`ID Card Copy`, :guilabel:`Driving License`,
+   In the :guilabel:`Related User` field, type in the name of the user to add, then click
-:guilabel:`Mobile Subscription Invoice`, :guilabel:`SIM Card Copy`, and :guilabel:`Internet
+   :guilabel:`Create and Edit...`. A :guilabel:`Create: Related User` form appears. Type in the
-Subscription Invoice` by clicking the :guilabel:`Upload Your File` button next to the corresponding
+   :guilabel:`Name`, :guilabel:`Email Address`, and then select the :guilabel:`Company` from the
-field. File types that can be accepted are :file:`.jpg`, :file:`.png`, and :file:`.pdf`.
+   drop-down menu. Click :guilabel:`Save` after the information is entered. Once the record is
+   saved, the new user appears in the :guilabel:`Related User` field.
 
-.. image:: new_employee/personal.png
+Documents
+=========
+
+All documents associated with an employee are stored in the *Documents* app. The number of documents
+associated with the employee appear in the :guilabel:`Documents` smart button on the employee form.
+Click on the smart button, and all the documents appear. For more information on the *Documents*
+app, refer to the :doc:`Documents documentation </applications/finance/documents>`.
+
+.. image:: new_employee/documents.png
    :align: center
-   :alt: Upload personal documents for the employee in the Personal Documents tab, either a jpg,
+   :alt: All uploaded documents associated with the employee appear in the documents smart-button.
-         png, or pdf.