[ADD] documents: new documents app + workflow actions

task-2534638

content/applications/finance.rst

@@ -7,4 +7,5 @@ Finance
 
     finance/accounting
     finance/expenses
-    finance/sign
+    finance/documents
+    finance/sign

content/applications/finance/documents.rst

@@ -0,0 +1,124 @@
+=========
+Documents
+=========
+
+**Odoo Documents** allows you to store, view and manage files within Odoo.
+
+You can upload any type of file (max 64MB per file on Odoo Online/SaaS), and organize them in
+various workspaces.
+
+.. seealso::
+   - `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
+
+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.
+
+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
+
+.. note::
+   An action applies to all *Child Workspaces* under the *Parent Workspace* you selected.
+
+.. tip::
+   If you use the :doc:`developer mode <../general/developer_mode/activate>`, you can directly
+   access all your actions by going to :menuselection:`Documents --> Configuration --> Actions`.
+
+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.
+
+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.
+
+#. **Contact**: the files must be associated with the contact set here.
+
+#. **Owner**: the files must be associated with the owner set here.
+
+.. image:: documents/basic-condition-example.png
+   :align: center
+   :alt: Example of a workflow action's basic condition in Odoo Documents
+
+.. tip::
+   If you don't set any conditions, the action button appears for all files located inside the
+   selected workspace.
+
+Advanced condition type: domain
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+.. important::
+   It is recommended to have some knowledge of Odoo development to properly configure *Domain*
+   filters.
+
+To access the *Domain* condition, the :doc:`developer mode <../general/developer_mode/activate>`
+needs to be activated. Once that's done, select the *Domain* condition type, and click on *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*.
+
+.. 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*.
+
+.. image:: documents/use-domain-condition.png
+   :align: center
+   :alt: Add a node or a branch to a workflow action's condition in Odoo Documents
+
+Configure the actions
+---------------------
+
+Select the *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.
+- **Move to Workspace**: move the file to any workspace.
+- **Create**: create one of the following items attached to the file in your database:
+
+   - **Product template**: create a product you can edit directly.
+   - **Task**: create a Project task you can edit directly.
+   - **Signature request**: create a new Sign template to send out.
+   - **Sign directly**: create a Sign template to sign directly.
+   - **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file
+     content.
+   - **Customer invoice**: create a customer invoice using OCR and AI to scrape information from
+     the file.
+   - **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information
+     from the file.
+   - **Credit note**: create a customer credit note using OCR and AI to scrape information from
+     the file.
+   - **Applicant**: create a new HR application you can edit directly.
+
+- **Set Tags**: add, remove, and replace any number of tags.
+- **Activities - Mark all as Done**: mark all activities linked to the file as done.
+- **Activities - Schedule Activity**: create a new activity linked to the file as configured in
+  the action. You can choose to set the activity on the document owner.
+
+.. image:: documents/workflow-action-example.png
+   :align: center
+   :alt: Example of a workflow action Odoo Documents