diff --git a/content/applications/finance/documents.rst b/content/applications/finance/documents.rst index a0073aae6..f40954a7d 100644 --- a/content/applications/finance/documents.rst +++ b/content/applications/finance/documents.rst @@ -9,47 +9,125 @@ workspaces. .. seealso:: - `Odoo Documents: product page `_ + - `Odoo Tutorials: Documents basics `_ + - `Odoo Tutorials: Using Documents with your Accounting App + `_ + +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 `, 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 ` 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>` \ No newline at end of file diff --git a/content/applications/finance/documents/2022-09-28_09-17.png b/content/applications/finance/documents/2022-09-28_09-17.png new file mode 100644 index 000000000..65164acb5 Binary files /dev/null and b/content/applications/finance/documents/2022-09-28_09-17.png differ diff --git a/content/applications/finance/documents/access-workflow-actions.png b/content/applications/finance/documents/access-workflow-actions.png index 4de985a82..4cc1f8e65 100644 Binary files a/content/applications/finance/documents/access-workflow-actions.png and b/content/applications/finance/documents/access-workflow-actions.png differ diff --git a/content/applications/finance/documents/accounting-files-centralization.png b/content/applications/finance/documents/accounting-files-centralization.png new file mode 100644 index 000000000..7bb25d3a7 Binary files /dev/null and b/content/applications/finance/documents/accounting-files-centralization.png differ diff --git a/content/applications/finance/documents/activate-domain-condition.png b/content/applications/finance/documents/activate-domain-condition.png index 477ec4895..00c0e9e03 100644 Binary files a/content/applications/finance/documents/activate-domain-condition.png and b/content/applications/finance/documents/activate-domain-condition.png differ diff --git a/content/applications/finance/documents/basic-condition-example.png b/content/applications/finance/documents/basic-condition-example.png index 15c8037dd..2b4389466 100644 Binary files a/content/applications/finance/documents/basic-condition-example.png and b/content/applications/finance/documents/basic-condition-example.png differ diff --git a/content/applications/finance/documents/domain-condition-example.png b/content/applications/finance/documents/domain-condition-example.png index 7af878b01..e93b52670 100644 Binary files a/content/applications/finance/documents/domain-condition-example.png and b/content/applications/finance/documents/domain-condition-example.png differ diff --git a/content/applications/finance/documents/files-centralization.png b/content/applications/finance/documents/files-centralization.png new file mode 100644 index 000000000..7f59d4f76 Binary files /dev/null and b/content/applications/finance/documents/files-centralization.png differ diff --git a/content/applications/finance/documents/right-panel-actions.png b/content/applications/finance/documents/right-panel-actions.png new file mode 100644 index 000000000..0cf8aedaf Binary files /dev/null and b/content/applications/finance/documents/right-panel-actions.png differ diff --git a/content/applications/finance/documents/right-panel-options.png b/content/applications/finance/documents/right-panel-options.png new file mode 100644 index 000000000..b27831655 Binary files /dev/null and b/content/applications/finance/documents/right-panel-options.png differ diff --git a/content/applications/finance/documents/sub-workspaces-creation.png b/content/applications/finance/documents/sub-workspaces-creation.png new file mode 100644 index 000000000..400849a02 Binary files /dev/null and b/content/applications/finance/documents/sub-workspaces-creation.png differ diff --git a/content/applications/finance/documents/use-domain-condition.png b/content/applications/finance/documents/use-domain-condition.png index 1e59123b8..a6d1ea098 100644 Binary files a/content/applications/finance/documents/use-domain-condition.png and b/content/applications/finance/documents/use-domain-condition.png differ diff --git a/content/applications/finance/documents/workflow-action-example.png b/content/applications/finance/documents/workflow-action-example.png index c3bb6c605..489e08883 100644 Binary files a/content/applications/finance/documents/workflow-action-example.png and b/content/applications/finance/documents/workflow-action-example.png differ