diff --git a/content/applications/productivity/discuss/overview/plan_activities.rst b/content/applications/productivity/discuss/overview/plan_activities.rst index d4b3605b7..4dbaeec61 100644 --- a/content/applications/productivity/discuss/overview/plan_activities.rst +++ b/content/applications/productivity/discuss/overview/plan_activities.rst @@ -1,64 +1,249 @@ -==================================== -Get Organized by Planning Activities -==================================== +========== +Activities +========== -When you plan activities you minimize the risk of uncertainties, as you provide clear directions -for the course of your next action. In addition to that, you do not leave space for wasteful -activities and reduce the chance of having overlapping actions between team members. +*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled +on any page of the database that contains a chatter thread, kanban view, list view, or activities +view of an application. -Where do I see my schedule activities? -====================================== +Schedule activities +=================== -Access and manage your activities wherever you are in Odoo by the *Activities* menu. - -.. image:: plan_activities/activities_menu.png - :align: center - :height: 300 - :alt: View of crm leads page emphasizing the activities menu for Odoo Discuss - -Plan activities -=============== - -Activities can be planned and managed from the chatter by clicking on *Schedule activity*, -or through Kanban views. - -.. image:: plan_activities/schedule_activity.png - :align: center - :height: 300 - :alt: View of crm leads and the option to schedule an activity for Odoo Discuss - -Set your activity types ------------------------ - -A number of activities types are available by default in Odoo (call, email, meeting, etc.). However, -you can set new ones going to :menuselection:`Settings --> Activity types`. - -.. image:: plan_activities/settings_activities_types.png - :align: center - :height: 300 - :alt: View of the settings page emphasizing the menu activity types for Odoo Discuss +One way that activities are created is by clicking the :guilabel:`Schedule Activity` button, located +at the top of the *chatter* on any record. On the pop-up window that appears, select an +:guilabel:`Activity Type` from the drop-down menu. .. tip:: - If you need to create an activity type with an available calendar, make sure to create - it with an *Action to Perform* set as *Meeting*. + Individual applications have a list of *Activity Types* dedicated to that application. For + example, to view and edit the activities available for the *CRM* application, go to + :menuselection:`CRM app --> Configuration --> Activity Types`. -Recommend next activities -------------------------- +Enter a title for the activity in the :guilabel:`Summary` field, located in the :guilabel:`Schedule +Activity` pop-up window. -Odoo helps you to plan a flow of activities by allowing you to set *Recommended Next Activities*. +To assign the activity to a different user, select a name from the :guilabel:`Assigned to` drop-down +menu. Otherwise, the user creating the activity is automatically assigned. -.. image:: plan_activities/recommended_activities.png +Lastly, feel free to add any additional information in the optional :guilabel:`Log a note...` field. + +.. note:: + The :guilabel:`Due Date` field on the :guilabel:`Schedule Activity` pop-up window auto-populates + based on the configuration settings for the selected :guilabel:`Activity Type`. However, this + date can be changed by selecting a day on the calendar in the :guilabel:`Due Date` field. + +Lastly, click one of the following buttons: + +- :guilabel:`Schedule`: adds the activity to the chatter under :guilabel:`Planned activities`. +- :guilabel:`Mark as Done`: adds the details of the activity to the chatter under :guilabel:`Today`. + The activity is not scheduled, it is automatically marked as completed. +- :guilabel:`Done \& Schedule Next`: adds the task under :guilabel:`Today` marked as done, and + opens a new activity window. +- :guilabel:`Discard`: discards any changes made on the pop-up window. + +.. image:: plan_activities/schedule-pop-up.png :align: center - :alt: View of an activity type form emphasizing the field recommended next activities for Odoo - Discuss + :alt: View of CRM leads and the option to schedule an activity. -Once the respective activity is completed, select *Done & Schedule Next* and next steps are -suggested to you. +.. note:: + Depending on the activity type, the :guilabel:`Schedule` button may be replaced by a + :guilabel:`Save` button, or an :guilabel:`Open Calendar` button. -.. image:: plan_activities/schedule_recommended_activity.png +Scheduled activities are added to the chatter for the record under :guilabel:`Planned activities`. + +.. image:: plan_activities/chatter-activities.png :align: center - :alt: View of an activity being schedule emphasizing the recommended activities field being - shown for Odoo Discuss + :alt: View of CRM leads and the option to schedule an activity. + +Activities can also be scheduled from the kanban, list, or activities view of an application. + +.. tabs:: + + .. tab:: Kanban view + + Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon, + then :guilabel:`Schedule An Activity`, and proceed to fill out the pop-up form. + + .. image:: plan_activities/schedule-kanban-activity.png + :align: center + :alt: Kanban view of the CRM pipeline and the option to schedule an activity. + + .. tab:: List view + + Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon, + then :guilabel:`Schedule An Activity`. If the record already has an activity scheduled, the + clock icon may be replaced by a :guilabel:`📞 (phone)` or an :guilabel:`✉️ (envelope)` icon. + + .. image:: plan_activities/schedule-list-activity.png + :align: center + :alt: List view of the CRM pipeline and the option to schedule an activity. + + .. tab:: Activity view + + To open the activity view for an application, select the :guilabel:`🕘 (clock)` icon from the + menu bar anywhere in the database. Select any application from the drop-down menu, and click + the :guilabel:`🕘 (clock)` icon for the desired app. + + .. image:: plan_activities/schedule-activity-view-menu.png + :align: center + :alt: Activity menu drop down with focus on where to open activity view for CRM. + + Select a record on which to schedule an activity. Move across the row to find the desired + activity type, then click the :guilabel:`＋ (plus sign)`. + + .. image:: plan_activities/schedule-activity-view.png + :align: center + :alt: Activity view of the CRM pipeline and the option to schedule an activity. + +.. note:: + Activity colors, and their relation to an activity's due date, is consistent throughout Odoo, + regardless of the activity type, or the view. + + - Activities that appear in **green** indicate a due date sometime in the future. + - **Yellow** indicates that the activity's due date is today. + - **Red** indicates that the activity is overdue and the due date has passed. + + For example, if an activity is created for a phone call, and the due date passes, the activity + appears with a red phone in list view, and a red clock on the kanban view. + +View scheduled activities +========================= + +To view scheduled activities, open either the :menuselection:`Sales app` or :menuselection:`CRM app` +and click the :guilabel:`🕘 (clock)` icon, located to the far-right side of the other view options. + +Doing so opens the activities menu, showcasing all the scheduled activities for the user, by +default. To show all activities for every user, remove the :guilabel:`My Pipeline` filter from the +:guilabel:`Search...` bar. + +To view a consolidated list of activities separated by the application where they were created, and +by deadline, click the :guilabel:`🕘 (clock)` icon on the header menu to see the activities for that +specific application in a drop-down menu. + +The possibility to :guilabel:`Add new note` and :guilabel:`Request a Document` appear at the bottom +of this drop-down menu, when the :guilabel:`🕘 (clock)` icon on the header menu is clicked. + +.. image:: plan_activities/activities-menu.png + :align: center + :alt: View of CRM leads page emphasizing the activities menu. + +Configure activity types +======================== + +To configure the types of activities in the database, go to :menuselection:`Settings app --> Discuss +--> Activities --> Activity Types`. + +.. image:: plan_activities/settings-activities-types.png + :align: center + :alt: View of the settings page emphasizing the menu activity types. + +Doing so reveals the :guilabel:`Activity Types` page, where the existing activity types are found. + +To edit an existing activity type, select it from the list, then click :guilabel:`Edit`. To create a +new activity type, click :guilabel:`Create`. + +At the top of a blank activity type form, start by choosing a :guilabel:`Name` for the new activity +type. + +.. image:: plan_activities/new-activity-type.png + :align: center + :alt: New activity type form. + +Activity settings +----------------- + +Action +~~~~~~ + +The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors +after an activity is scheduled. + +- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the + planned activity in the chatter. +- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open + their calendar to schedule a time for this activity. +- If :guilabel:`Request Signature` is selected, a link is added to the planned activity in the + chatter that opens a signature request pop-up window. + +.. note:: + The actions available to select on an activity type vary, depending on the applications currently + installed in the database. + +Default user +~~~~~~~~~~~~ + +To automatically assign this activity to a specific user when this activity type is scheduled, +choose a name from the :guilabel:`Default User` drop-down menu. If this field is left blank, the +activity is assigned to the user who creates the activity. + +Default summary +~~~~~~~~~~~~~~~ + +To include notes whenever this activity type is created, enter them into the :guilabel:`Default +Summary` field. + +.. note:: + The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are + included when an activity is created. However, they can be altered before the activity is + scheduled or saved. + +Next activity +------------- + +To automatically suggest, or trigger, a new activity after an activity has been marked complete, the +:guilabel:`Chaining Type` must be set. + +Suggest next activity +~~~~~~~~~~~~~~~~~~~~~ + +In the :guilabel:`Chaining Type` field, select :guilabel:`Suggest Next Activity`. Upon doing so, the +field underneath changes to: :guilabel:`Suggest`. Click the :guilabel:`Suggest` field drop-down menu +to select any activities to recommend as follow-up tasks to this activity type. + +In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so, +configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then, +decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity +deadline`. + +This :guilabel:`Schedule` field information can be altered before the activity is scheduled. + +When all configurations are complete, click :guilabel:`Save`. + +.. image:: plan_activities/schedule-recommended-activity.png + :align: center + :alt: Schedule activity popup with emphasis on recommended activities. + +.. note:: + If an activity has the :guilabel:`Chaining Type` set to :guilabel:`Suggest Next Activity`, and + has activities listed in the :guilabel:`Suggest` field, users are presented with recommendations + for activities as next steps. + +Trigger next activity +~~~~~~~~~~~~~~~~~~~~~ + +Setting the :guilabel:`Chaining Type` to :guilabel:`Trigger Next Activity` immediately launches the +next activity once the previous one is completed. + +If :guilabel:`Trigger Next Activity` is selected in the :guilabel:`Chaining Type` field, the field +beneath changes to: :guilabel:`Trigger`. From the :guilabel:`Trigger` field drop-down menu, select +the activity that should be launched once this activity is completed. + +In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so, +configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then, +decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity +deadline`. + +This :guilabel:`Schedule` field information can be altered before the activity is scheduled. + +When all configurations are complete, click :guilabel:`Save`. + +.. image:: plan_activities/triggered-activities.png + :align: center + :alt: Schedule new activity popup with emphasis on Done and launch next button. + +.. note:: + When an activity has the :guilabel:`Chaining Type` set to :guilabel:`Trigger Next Activity`, + marking the activity as `Done` immediately launches the next activity listed in the + :guilabel:`Trigger` field. .. seealso:: - :doc:`get_started` diff --git a/content/applications/productivity/discuss/overview/plan_activities/activities-menu.png b/content/applications/productivity/discuss/overview/plan_activities/activities-menu.png new file mode 100644 index 000000000..752bdf022 Binary files /dev/null and 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