diff --git a/content/applications/productivity/discuss.rst b/content/applications/productivity/discuss.rst index 51cc4c745..1e298d785 100644 --- a/content/applications/productivity/discuss.rst +++ b/content/applications/productivity/discuss.rst @@ -106,3 +106,4 @@ checking their *status*. The status is shown on the left side of a contact's nam discuss/team_communication discuss/ice_servers + discuss/chatter diff --git a/content/applications/productivity/discuss/chatter.rst b/content/applications/productivity/discuss/chatter.rst new file mode 100644 index 000000000..43f809f90 --- /dev/null +++ b/content/applications/productivity/discuss/chatter.rst @@ -0,0 +1,418 @@ +======= +Chatter +======= + +The *Chatter* feature is integrated throughout Odoo to streamline communication, maintain +traceability, and provide accountability among team members. Chatter windows, known as *composers*, +are located on almost every record within the database, and allow users to communicate with both +internal users and external contacts. + +Chatter composers also enable users to log notes, upload files, and schedule activities. + +Chatter thread +============== + +A *chatter thread* can be found on most pages in the database, and serves as a record of the updates +and edits made to a record. A note is logged in the chatter thread when a change is made. The note +includes details of the change, and a time stamp. + +.. example:: + A user, Mitchell Admin, needs to update the email address of a contact. After they save the + changes to the contact record, a note is logged in the chatter of the contact record with the + following information: + + - The date when the change occurred. + - The email address as it was previously listed. + - The updated email address. + + .. image:: chatter/chatter-thread-email-update.png + :align: center + :alt: A close up of a chatter thread with an update to a contact record. + +If a record was created, or edited, via an imported file, or was otherwise updated through an +intervention by the system, the chatter thread creates a log note, and credits the change to +OdooBot. + +.. image:: chatter/odoo-bot-created.png + :align: center + :alt: A close up of a chatter thread of an OdooBot created contact record. + +.. _discuss/add-followers: + +Add followers +============= + +A *follower* is a user or contact that is added to a record and is notified when the record is +updated, based on specific :ref:`follower subscription settings `. +Followers can add themselves, or can be added by another user. + +.. note:: + If a user creates, or is assigned to a record, they are automatically added as a follower. + +To follow a record, navigate to any record with a chatter thread. For example, to open a *Helpdesk* +ticket, navigate to :menuselection:`Helpdesk app --> Tickets --> All Tickets`, and select a ticket +from the list to open it. + +At the top-right, above the chatter composer, click :guilabel:`Follow`. Doing this changes the +button to read :guilabel:`Following`. Click it again to :guilabel:`Unfollow`. + +Manage followers +---------------- + +To add another user, or contact, as a follower, click the :guilabel:`👤 (user)` icon. This opens a +drop-down list of the current followers. Click :guilabel:`Add Followers` to open an +:guilabel:`Invite Follower` pop-up window. + +Select one or more contacts from the :guilabel:`Recipients` drop-down list. To notify the contacts, +tick the :guilabel:`Send Notification` checkbox. Edit the message template as desired, then click +:guilabel:`Add Followers`. + +To remove followers, click the :guilabel:`👤 (user)` icon to open the current followers list. Find +the name of the follower to be removed, and click the :guilabel:`x` icon. + +.. _discuss/edit-subscription: + +Edit follower subscription +-------------------------- + +The updates a follower receives can vary based on their subscription settings. To see the type of +updates a follower is subscribed to, and to edit the list, click the :guilabel:`👤 (user)` icon. +Find the appropriate follower in the list, then click the :guilabel:`✏ī¸ (pencil)` icon. This opens +the :guilabel:`Edit Subscription` pop-up window for the follower. + +The list of available subscription settings varies depending on the record type. For example, a +follower of a *Helpdesk* ticket may be informed when the ticket is rated. This option would not be +available for the followers of a *CRM* opportunity. + +Tick the checkbox for any updates the follower should receive, and clear the checkbox for any +updates they should **not** receive. Click :guilabel:`Apply` when finished. + +.. figure:: chatter/chatter-edit-subscription.png + :align: center + :alt: The Edit Subscription window on a Helpdesk ticket. + + The Edit Subscription options vary depending on the record type. These are the options for a + Helpdesk ticket. + +.. _discuss/log-notes: + +Log notes +========= + +The chatter function includes the ability to log internal notes on individual records. These notes +are only accessible to internal users, and are available on any records that feature a chatter +thread. + +To log an internal note, first navigate to a record. For example, to open a *CRM* opportunity, +navigate to :menuselection:`CRM app --> Sales --> My Pipeline`, and click on the Kanban card of an +opportunity to open it. Then, at the top-right, above the chatter composer, click :guilabel:`Log +note`. + +Enter the note in the chatter composer. To tag an internal user, type `@`, and begin typing the name +of the person to tag. Then, select a name from the drop-down menu. Depending on their notification +settings, the user is notified by email, or through Odoo. + +.. important:: + Outside contacts can also be tagged in an internal log note. The contact then receives an email + with the contents of the note they were tagged in, including any attachments added directly to + the note. If they respond to the email, their response is logged in the chatter, and they are + added to the record as a follower. + + Outside contacts are **not** able to log in to view the entire chatter thread, and are only + notified of specific updates, based on their :ref:`follower subscription settings + `, or when they are tagged directly. + +.. _discuss/send-messages: + +Send messages +============= + +Chatter composers can send messages to outside contacts, without having to leave the database, or +open a different application. This makes it easy to communicate with potential customers in the +*Sales* and *CRM* applications, or vendors in the *Purchase* app. + +To send a message, first navigate to a record. For example, to send a message from a *CRM* +opportunity, navigate to :menuselection:`CRM app --> Sales --> My Pipeline`, and click on the Kanban +card of an opportunity to open it. Then, at the top-right, above the chatter composer, click +:guilabel:`Send message`. + +.. tip:: + Press :command:`Ctrl + Enter` to send a message, instead of using the :guilabel:`Send` button. + +If any :ref:`followers ` have been added to the record, they are added as +recipients of the message. + +.. warning:: + :ref:`Followers ` of a record are added as recipients of a message + automatically. If a follower should **not** receive a message, they must be removed as a follower + before the message is sent, or a note is logged. + +.. image:: chatter/send-message-followers.png + :align: center + :alt: A chatter composer preparing to send a message to the followers of a CRM opportunity and + the customer listed on the opportunity record. + +Expand full composer +-------------------- + +The chatter composer can be expanded to a larger pop-up window, allowing for additional +customizations. + +To open the full composer, click the :guilabel:`expand` icon in the bottom-right corner of the +composer window. + +.. figure:: chatter/chatter-expand-icon.png + :align: center + :alt: A chatter composer with emphasis on the expand icon. + + The expand icon in a chatter composer. + +Doing this opens a :guilabel:`Compose Email` pop-up window. Confirm or edit the intended +:guilabel:`Recipients` of the message, or add additional recipients. The :guilabel:`Subject` field +auto-populates based on the title of the record, though it can be edited, if desired. + +To use an :doc:`email template <../../general/companies/email_template/>` for the message, select it +from the drop-down menu in the :guilabel:`Load template` field. + +.. note:: + The number and type of templates available vary, based on the record the message is created from. + +Click :guilabel:`📎 Attachments` to add any files to the message, then click :guilabel:`Send`. + +.. image:: chatter/chatter-full-composer.png + :align: center + :alt: The expanded full chatter composer in the CRM application. + +Edit sent messages +------------------ + +Messages can be edited after they are sent, to fix typos, correct mistakes, or add missing +information. + +.. note:: + When messages are edited after they have been sent, an updated message is **not** sent to the + recipient. + +To edit a sent message, click the :guilabel:`... (ellipsis)` icon menu to the right of the message. +Then, select :guilabel:`Edit`. Make any necessary adjustments to the message. + +.. image:: chatter/chatter-edit.png + :align: center + :alt: The edit message option in a chatter thread. + +To save the changes, press :command:`Ctrl + Enter`. To discard the changes, press :command:`Escape`. + +.. important:: + Users with Admin-level access rights can edit any sent messages. Users without Admin rights can + **only** edit messages they created. + +.. _discuss/search-messages: + +Search messages +=============== + +Chatter threads can become long after a while, because of all the information they contain. To make +it easier to find a specific entry, users can search the text of messages and notes for specific +keywords. + +First, select a record with a chatter thread. For example, to search a *CRM* opportunity, navigate +to :menuselection:`CRM app --> Sales --> My Pipeline`, and click on the Kanban card of an +opportunity to open it. Then, at the top-right, above the chatter composer, click the :guilabel:`🔍 +(magnifying glass)` icon to open the search bar. + +Enter a keyword or phrase into the search bar, then hit :command:`Enter`, or click the :guilabel:`🔍 +(magnifying glass)` icon to the right of the search bar. Any messages or notes containing the +keyword or phrase entered are listed below the search bar, with the keyword highlighted. + +To be taken directly to a particular message in the chatter thread, hover over the upper-right +corner of the result to reveal a :guilabel:`Jump` button. Click this button to be directed to that +message's location in the thread. + +.. figure:: chatter/chatter-search.png + :align: center + :alt: Search results in a chatter thread emphasising the search icon and the jump button. + + Search results in a chatter thread. Hover over the upper-right corner of a result to see the + **Jump** option. Click it to be taken directly to that message in the chatter thread. + +.. _discuss/schedule-activities: + +Schedule activities +=================== + +*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled +on any database page that contains a chatter thread, Kanban view, list view, or activities view of +an application. + +To schedule an activity through a chatter thread, click the :guilabel:`Activities` button, located +at the top of the chatter on any record. On the :guilabel:`Schedule Activity` pop-up window that +appears, select an :guilabel:`Activity Type` from the drop-down menu. + +.. tip:: + 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`. + +Enter a title for the activity in the :guilabel:`Summary` field, located in the :guilabel:`Schedule +Activity` pop-up window. + +Select a name from the :guilabel:`Assigned to` drop-down menu to assign the activity to a different +user. Otherwise, the user creating the activity is automatically assigned. + +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. + +Scheduled activities are added to the chatter for the record under :guilabel:`Planned activities`, +and are color-coded based on their due date. + +- **Red** icons indicate an overdue activity. +- **Yellow** icons indicate an activity with a due date scheduled for the current date. +- **Green** icons indicate an activity with a due date scheduled in the future. + +.. image:: chatter/chatter-activity-icons.png + :align: center + :alt: A chatter thread with planned activities with varying due dates. + +.. tip:: + Click the :guilabel:`ℹī¸ (info)` icon next to a planned activity to see additional details. + + .. image:: chatter/planned-activity-details.png + :align: center + :alt: A detailed view of a planned activity. + +After completing an activity, click :guilabel:`Mark Done` under the activity entry in the chatter. +This opens a :guilabel:`Mark Done` pop-up window, where additional notes about the activity can be +entered. After adding any comments to the pop-up window, click: :guilabel:`Done \& Schedule Next`, +:guilabel:`Done`, or :guilabel:`Discard`. + +After the activity is marked complete, an entry with the activity type, title, and any other details +that were included in the pop-up window are listed in the chatter. + +.. image:: chatter/chatter-completed-activity.png + :align: center + :alt: A chatter thread with a completed activity, included additional details. + +.. _discuss/attach-files: + +Attach files +============ + +Files can be added as attachments in the chatter, either to send with messages, or to include with a +record. + +.. note:: + After a file has been added to a chatter thread, it can be downloaded by any user with access to + the thread. Click the :guilabel:`📎 (paperclip)` icon to make the files header visible, if + necessary. Then, click the download icon on the file to download it. + +To attach a file, click the :guilabel:`📎 (paperclip)` icon located at the top of the chatter +composer of any record that contains a chatter thread. + +This opens a file explorer pop-up window. Navigate to the desired file, select it, then click +:guilabel:`Open` to add it to the record. Alternatively, files can be dragged and dropped directly +onto a chatter thread. + +After files have been added, they are listed in the chatter thread, under a :guilabel:`Files` +heading. + +.. note:: + After at least one file has been added to a chatter record, a new button labeled + :guilabel:`Attach files` appears below the :guilabel:`Files` heading. To attach any additional + files, this is the button that **must** be used, instead of the :guilabel:`📎 (paperclip)` icon + at the top of the chatter thread. + + After the :guilabel:`Files` section heading appears in the thread, clicking the :guilabel:`📎 + (paperclip)` icon no longer opens a file explorer pop-up window. Instead, clicking the + :guilabel:`📎 (paperclip)` icon toggles the :guilabel:`Files` section from visible to invisible + in the chatter thread. + + .. image:: chatter/chatter-attach-files.png + :align: center + :alt: A chatter thread with a file attached and the Attach files button added. + +.. _discuss/integrations: + +Integrations +============ + +Beyond the standard features, additional integrations can be enabled to work with the chatter +feature, specifically *WhatsApp* and *Google Translate*. + +.. important:: + Before the *WhatsApp* and *Google Translate* integrations can be used with the chatter, they + **must** be configured. Step-by-step instructions on how to set-up each of these features can be + found in the documentation below: + + - :doc:`WhatsApp <../whatsapp>` + - :doc:`Google Translate <../../general/integrations/google_translate>` + +WhatsApp +-------- + +*WhatsApp* is an instant messaging and voice-over-IP app that allows users to send and receive +messages, as well as share content. + +.. warning:: + *WhatsApp* is an Odoo Enterprise-only application that does **not** work in the Odoo Community + edition. To sign up for an Odoo Enterprise edition, click here: `Odoo Free Trial + `_. + +After *WhatsApp* has been configured and enabled within a database, a :guilabel:`WhatsApp` button is +added above the chatter composer on any applicable record. If one or more approved *WhatsApp* +templates are found for that model, clicking this button opens a :guilabel:`Send WhatsApp Message` +pop-up window. + +.. important:: + *WhatsApp* templates **must** be approved before they can be used. See :ref:`WhatsApp templates + ` for more information. + +.. image:: chatter/whats-app-message.png + :align: center + :alt: A send WhatsApp message pop-up window. + +Google Translate +---------------- + +*Google Translate* can be used to translate user-generated text in the Odoo chatter. + +To enable *Google Translate* on a database, an *API key* must first :doc:`be created +<../../general/integrations/google_translate>` through the `Google API Console +`_. + +After creating the API key, navigate to the :menuselection:`Settings app --> Discuss section` and +paste the key in the :guilabel:`Message Translation` field. Click :guilabel:`Save` to save the +changes. + +Translate a chatter message +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +To translate a user's text from another language, click the :guilabel:`... (ellipsis)` icon menu to +the right of the chatter. Then, select :guilabel:`Translate`. The content translates to the +language set in the :doc:`user's preferences <../../general/users/language/>`. + +.. image:: chatter/chatter-translate-message.png + :align: center + :alt: alt text + +.. important:: + Using the *Google Translate* API **requires** a current billing account with `Google + `_. + +.. seealso:: + - :doc:`Discuss <../discuss>` + - :doc:`Discuss Channels <../discuss/team_communication/>` + - :doc:`Activities <../../essentials/activities>` + - :doc:`WhatsApp <../whatsapp>` diff --git a/content/applications/productivity/discuss/chatter/chatter-activity-icons.png b/content/applications/productivity/discuss/chatter/chatter-activity-icons.png new file mode 100644 index 000000000..9c9e218bf Binary files /dev/null and b/content/applications/productivity/discuss/chatter/chatter-activity-icons.png differ diff --git a/content/applications/productivity/discuss/chatter/chatter-attach-files.png b/content/applications/productivity/discuss/chatter/chatter-attach-files.png new 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