[ADD] Fleet: new accident management doc

closes odoo/documentation#10453

X-original-commit: 71e2a50d40
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/fleet.rst

@@ -85,6 +85,7 @@ When the information is entered, click :guilabel:`Save`.
    - :doc:`fleet/models`
    - :doc:`fleet/new_vehicle`
    - :doc:`fleet/service`
+   - :doc:`fleet/accidents`
 
 .. toctree::
    :titlesonly:
@@ -92,3 +93,4 @@ When the information is entered, click :guilabel:`Save`.
    fleet/models
    fleet/new_vehicle
    fleet/service
+   fleet/accidents

content/applications/hr/fleet/accidents.rst

@@ -0,0 +1,280 @@
+=========
+Accidents
+=========
+
+When managing a fleet, accidents are inevitable. Tracking accidents is crucial for understanding
+vehicle maintenance costs and identifying safe drivers.
+
+Odoo's *Fleet* app offers multiple ways to track accidents. Below are step-by-step instructions for
+only **one** method to monitor accidents and repair costs.
+
+Structure
+=========
+
+For this example, to track accidents, two :ref:`service types <fleet/new-type>` are created:
+`Accident - Driver's Fault` and `Accident - No Fault`.
+
+This tracks various repairs associated with accidents, organized by who was at fault.
+
+When an accident occurs, a service record is created. The specific repairs needed for the accident
+are logged in the *Description* of the service record, and the details about the accident are logged
+in the *Notes* section.
+
+With this organizational structure, it is possible to view all accidents organized by fault, car,
+driver, or cost.
+
+.. note::
+   To manage accidents, the creation of service records is **required**.
+
+   Refer to the :doc:`service` documentation for detailed instructions on creating service records
+   in Odoo's *Fleet* app.
+
+Log accidents and repairs
+=========================
+
+To log an accident, and initiate the repair process, the first step is to :ref:`create a service
+record <fleet/service-form>` detailing the specific repairs needed.
+
+.. note::
+   Some accidents require multiple repairs with several different vendors. For these scenarios, a
+   separate service record is needed for each vendor performing repairs. To keep records organized,
+   it is recommended to keep the *Notes* field identical, as well as attaching the same important
+   documentation, such as a police report.
+
+Navigate to :menuselection:`Fleet app --> Fleet --> Services` to view the main :guilabel:`Services`
+dashboard. Click :guilabel:`New` in the top-left corner, and a blank service form loads.
+
+Enter the following information on the form:
+
+- :guilabel:`Description`: enter the description of repairs needed to fully repair the vehicle, such
+  as `Bodywork`, `Windshield Replacement`, or `Replacement Bumper, Tires, and Windows`.
+- :guilabel:`Service Type`: for this example, select either `Accident - Driver's Fault` or
+  `Accident - No Fault`, depending on the situation.
+
+  When entering either of these two :guilabel:`Service Types` for the first time, type in the new
+  service type, then click :guilabel:`Create (new service type)`. A :guilabel:`Create Service Type`
+  pop-up window appears, with the new service type populating the :guilabel:`Name` field. In the
+  :guilabel:`Category` field, select :guilabel:`Service` from the drop-down menu, then click the
+  :guilabel:`Save & Close` button.
+
+  Once an accident service type has been added to the database, it is available to select from the
+  drop-down menu in the :guilabel:`Service Type` field.
+- :guilabel:`Date`: using the calendar popover window, select the date the accident occurred.
+  Navigate to the desired month using the :icon:`fa-chevron-left` :icon:`fa-chevron-right`
+  :guilabel:`(arrow)` icons, then click the date to select it.
+- :guilabel:`Cost`: leave this field blank, as the repair cost is not yet known.
+- :guilabel:`Vendor`: select the vendor performing the repairs using the drop-down menu. If the
+  vendor has not already been entered in the system, type in the vendor name, and click either
+  :guilabel:`Create` to add them, or :guilabel:`Create and edit...` to :ref:`add and configure the
+  vendor <fleet/new-vendor>`.
+- :guilabel:`Vehicle`: select the vehicle that was in the accident from the drop-down menu. When the
+  vehicle is selected, the :guilabel:`Driver` field is populated, and the unit of measure for the
+  :guilabel:`Odometer Value` field appears.
+- :guilabel:`Driver`: the current driver listed for the selected vehicle populates this field when
+  the :guilabel:`Vehicle` is selected. If a different driver was operating the vehicle when the
+  accident occurred, select the correct driver from the drop-down menu.
+- :guilabel:`Odometer Value`: enter the odometer reading when the accident occurred. The units of
+  measure are either in kilometers (:guilabel:`km`) or miles (:guilabel:`mi`), depending on how the
+  selected vehicle was configured.
+- :guilabel:`NOTES`: enter the specific details of the accident at the bottom of the service form,
+  such as `Hit a deer` or `Rear-ended at an intersection while stopped`.
+
+Odoo provides the ability to attach any important paperwork, such as repair estimates and police
+reports, to the service record. To do so, click the :icon:`fa-paperclip` :guilabel:`(paperclip)`
+icon, located in the *chatter* of the form, and a file explorer pop-up window appears. Navigate to
+the desired record, and click :guilabel:`Open` to upload the file.
+
+  .. note::
+     Once a file is added to a service record, a :guilabel:`Files` section appears in the *chatter*.
+     To attach more records, click :icon:`fa-plus-square` :guilabel:`Attach files` to add more
+     documents.
+
+.. image:: accidents/service-form.png
+   :align: center
+   :alt: Enter the information for an accident repair.
+
+Service stages
+==============
+
+In Odoo's *Fleet* app, there are four default service stages:
+
+.. tabs::
+
+   .. tab:: New
+
+      The default stage when a service record is created. The service has been requested, but
+      repairs have not begun. The :guilabel:`Cost` field for this stage remains zero.
+
+   .. tab:: Running
+
+      The repair is in-process, but not yet complete. The estimate for repairs is listed in the
+      :guilabel:`Cost` field.
+
+   .. tab:: Completed
+
+      All repairs listed on the service form have been completed. The :guilabel:`Cost` field is
+      updated to reflect the final total cost charged for the repairs.
+
+   .. tab:: Cancelled
+
+      The service request has been cancelled.
+
+During the repair process, change the service status to reflect the vehicle's current state in one
+of two ways: on the individual :ref:`service record <fleet/service_record>`, or in the :ref:`Kanban
+service view <fleet/Kanban>`.
+
+.. _fleet/service_record:
+
+Service record
+--------------
+
+Open the main *Services* dashboard, by navigating to :menuselection:`Fleet app --> Fleet -->
+Services`. Next, click on the individual service record to open the detailed service form. Click the
+desired stage in the top-right corner, above the service form, to change the status.
+
+.. image:: accidents/running.png
+   :align: center
+   :alt: The stages as seen from the service form.
+
+.. _fleet/Kanban:
+
+Kanban view
+-----------
+
+Open the main *Services* dashboard, by navigating to :menuselection:`Fleet app --> Fleet -->
+Services`. First, click the :icon:`oi-view-kanban` :guilabel:`Kanban` icon in the top-right of the
+screen, which organizes all repairs by vehicle.
+
+Next, remove the default :guilabel:`Service Type` filter in the search bar. Upon doing so, all
+services appear in a Kanban view, organized by their respective :guilabel:`Status`.
+
+Drag-and-drop the service record to the desired stage.
+
+.. image:: accidents/drag-n-drop.png
+   :align: center
+   :alt: The Kanban view of stages, with a card being dragged and dropped to the Running stage.
+
+Accident reporting
+==================
+
+One of the main reasons to track accidents using the method outlined in this document is the ability
+to view the total accident cost, determine the safest drivers, and calculate the actual total cost
+for specific vehicles.
+
+The main :ref:`Services dashboard <fleet/services_dashboard>` displays all the various accident
+information, while the :ref:`Reporting dashboard <fleet/reporting_dashboard>` displays the total
+cost for specific vehicles.
+
+.. _fleet/services_dashboard:
+
+Services dashboard
+------------------
+
+Navigate to :menuselection:`Fleet app --> Fleet --> Services` to view the :guilabel:`Services`
+dashboard. All service records are displayed in a :icon:`oi-view-list` :guilabel:`(List)` view,
+grouped alphabetically, by :guilabel:`Service Type`.
+
+The two service types created for accident tracking appear in the list: :guilabel:`Accident -
+Driver Fault` and :guilabel:`Accident - No Fault`.
+
+Each grouping displays the number of records within each type, and lists the individual records
+beneath each grouping title.
+
+.. example::
+   In this example, there are six accidents where the driver was at fault, and four accidents that
+   were not the driver's fault. This dashboard also displays the estimated total :guilabel:`Cost`
+   for all the accidents in each group.
+
+   An estimated `$19,164.81` dollars are for driver-caused accident repairs, and an estimated
+   `$2,548.21` dollars are for no-fault accidents.
+
+   .. image:: accidents/group-accidents.png
+      :align: center
+      :alt: Accident services, with the total costs highlighted.
+
+.. note::
+   The total :guilabel:`Cost` calculates **all** costs on the repair form, including estimated
+   costs, as well as final repair costs. This number may not be accurate, if there are any repairs
+   in the *Running* stage, and the final bill has not yet been calculated.
+
+.. _fleet/reporting_dashboard:
+
+Reporting dashboard
+-------------------
+
+Navigate to :menuselection:`Fleet app --> Reporting --> Costs` to view the :menuselection:`Cost
+Analysis` report. This report displays a  :icon:`fa-bar-chart` :guilabel:`(Bar Chart)` of all
+:guilabel:`Contract` and :guilabel:`Service` costs for the current year, organized by month
+(:guilabel:`Date : (year)`), by default. The :guilabel:`Sum`, represented by a gray dotted line, is
+the combined total of both the :guilabel:`Contract` and :guilabel:`Service` costs.
+
+To view the total cost by vehicle, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon at
+the right of the search bar, revealing a drop-down menu. Click :guilabel:`Vehicle` in the
+:icon:`oi-group` :guilabel:`Group By` column, and the data is organized by vehicle.
+
+This displays the true cost for each vehicle, including both the contract cost (such as the monthly
+vehicle lease cost) and all service costs, including all accidents. Hover over a column to reveal a
+data popover window, which displays the vehicle name and the total cost. This allows for a more
+complete view of the vehicle cost.
+
+.. image:: accidents/total-costs.png
+   :align: center
+   :alt: The Cost Analysis report, displaying total costs by vehicle.
+
+To view the individual cost details for both contract costs and repairs, click the
+:icon:`oi-view-pivot` :guilabel:`(Pivot)` icon in the top-right corner of the :guilabel:`Cost
+Analysis` dashboard. This displays each vehicle on a separate line, and displays the
+:guilabel:`Contract` cost and :guilabel:`Service` cost, as well as the :guilabel:`Total` cost.
+
+.. image:: accidents/fleet-pivot.png
+   :align: center
+   :alt: The Cost Analysis report, displaying the contract and service costs separately, as well as
+         the total.
+
+.. note::
+   The :icon:`oi-view-pivot` :guilabel:`(Pivot)` view organizes the data by vehicle, by default,
+   therefore grouping the data by :guilabel:`Vehicle` is not required. If this filer is already
+   activated, it does not affect the presented data.
+
+Manage accident repairs
+=======================
+
+For companies with multiple employees, who manage a large fleet of vehicles, displaying only service
+records in the :guilabel:`New` and :guilabel:`Running` stages can be time-saving, if there are a
+large number of records in the *Services* dashboard.
+
+Navigate to :menuselection:`Fleet app --> Fleet --> Services`, where all service requests are
+organized by :guilabel:`Service Type`. Next, click the :icon:`fa-caret-down` :guilabel:`(down
+arrow)` icon at the right of the search bar, revealing a drop-down menu. Click :guilabel:`Add Custom
+Filter` in the :icon:`fa-filter` :guilabel:`Filters` column, and a :guilabel:`Add Custom Filter`
+pop-up window appears.
+
+Three drop-down fields need to be configured on the pop-up window.
+
+In the first field, scroll down, and select :guilabel:`Stage`.
+
+Leave the second field set to :guilabel:`=`.
+
+Select :guilabel:`Running` from the drop-down menu in the last field.
+
+Next, click the :icon:`fa-plus` :guilabel:`(plus)` icon to the right of the last field, and an
+identical rule appears beneath the current rule.
+
+Then, change :guilabel:`Running` to :guilabel:`New` in the third field of the second rule, leaving
+the other fields as-is.
+
+Click the :guilabel:`Add` button at the bottom to add the new custom filter.
+
+.. image:: accidents/custom-filters.png
+   :align: center
+   :alt: The filter settings to be added to only display new and running services.
+
+This slight modification only presents services in the :guilabel:`New` and :guilabel:`Running`
+stages. This is a helpful report for a company managing a high number of repairs at any given time.
+
+To have this report appear as the default report when opening the :guilabel:`Services` dashboard,
+click the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon at the far-right of the search bar.
+Next, click :guilabel:`Save current search`, beneath the :icon:`fa-star` :guilabel:`Favorites`
+column, which reveals another drop-down column beneath it. Tick the checkbox beside
+:guilabel:`Default Filter`, then click :guilabel:`Save`. Then, this customized :guilabel:`Services`
+dashboard appears, by default, anytime the :guilabel:`Services` dashboard is accessed.