[ADD] Spreadsheet/Reporting/Search

Task ID: 3053800

closes odoo/documentation#3000

Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
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Xavier 2022-11-15 12:42:20 +00:00
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Finance
=======
.. toctree::
finance/accounting
finance/expenses
finance/documents
finance/sign
finance/spreadsheet
finance/payment_providers
finance/fiscal_localizations

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:show-content:
:hide-page-toc:
===========
Spreadsheet
===========
.. toctree::
:titlesonly:
spreadsheet/insert
Spreadsheet lets you organize, analyze, and visualize your data in tabular form. Among others, you
can:
- :doc:`Insert and link your Odoo data (pivots, graphs, lists, and menus) <spreadsheet/insert>`.
- Use default templates or create your own.
- Format your data.
- Use formulas and functions.
- Sort and filter your data.
.. _spreadsheet/glossary:
Glossary
========
Some of Spreadsheet's main :abbr:`UI (user interface)` elements are highlighted and defined below.
.. image:: spreadsheet/ui-elements.png
:align: center
:alt: Spreadsheet main UI elements
#. Menu bar
#. Top bar
#. Formula bar
#. Filters button
#. Row header
#. Column header
#. Cell menu
#. Bottom bar

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=================
Linking Odoo data
=================
You can insert and link several elements from your database in your spreadsheets, namely:
- pivots,
- graphs,
- lists, and
- links to menus (i.e., a clickable link to a view of a specific model).
Before inserting :ref:`pivots <reporting/views/pivot>`, :ref:`graphs <reporting/views/graph>`, or
lists, ensure they are tailored to your needs, as some elements are more quickly - or only -
configurable in their respective view.
- To insert pivots and graphs, click :guilabel:`Insert in spreadsheet` from any pivot or graph view.
- To insert lists, click :menuselection:`Favorites --> Insert list in spreadsheet` from any list
view.
- To insert links to menus, click :menuselection:`Favorites --> Link menu in spreadsheet` from any
view.
In the pop-up box, either create a new spreadsheet by selecting :guilabel:`Blank spreadsheet` or
insert it in an existing one by selecting it and clicking :guilabel:`Confirm`.
.. image:: insert/insert-spreadsheet.png
:align: center
:alt: Inserting a pivot in a spreadsheet
.. note::
By default, new spreadsheets are saved under the :guilabel:`Spreadsheet` workspace of the
Documents app.
.. _insert/update:
Updating data
=============
Once inserted in a spreadsheet, your data is kept up-to-date, reflecting any changes made to your
database. Reopening the spreadsheet reloads the linked data.
.. note::
To update pivots and lists data without reopening a spreadsheet, go to the menu bar and click
:menuselection:`Data --> Refresh all data`.
Pivot data
----------
Using :guilabel:`Refresh all data` only updates existing pivot cells. If new cells need to be added,
go to the menu bar and click :menuselection:`Data --> Re-insert pivot` to fully update the pivot.
Alternatively, click :guilabel:`Insert pivot`, select the pivot, and tick :guilabel:`Display missing
cells only` to preview first the missing data.
.. image:: insert/missing-cells.png
:align: center
:alt: Displaying missing cells in a pivot
To change which records are :ref:`used by the pivot <search/preconfigured-filters>`, right-click on
a pivot cell, select :guilabel:`See pivot properties`, and click :guilabel:`Edit domain`.

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@ -8,6 +8,8 @@ Miscellaneous
general/auth
general/apps_modules
general/export_import_data
general/search
general/reporting
general/email_communication
general/voip
general/calendars

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=========
Reporting
=========
You can find under the :guilabel:`Reporting` menu of most apps several reports that let you analyze
and visualize your records' data.
.. _reporting/views:
Selecting a view
================
Depending on the report, Odoo can display the data in various ways. Sometimes, a unique view
fully tailored to the report is available, while several views are available for others. However,
two generic views are dedicated to reporting: the graph and pivot views.
.. _reporting/views/graph:
Graph view
----------
The :ref:`graph view <reporting/using-graph>` is used to visualize your records' data, helping you
identify patterns and trends. The view is often found under the :guilabel:`Reporting` menu of apps
but can be found elsewhere. Click the **graph view button** located at the top right to access
it.
.. image:: reporting/graph-button.png
:align: center
:alt: Selecting the graph view
.. _reporting/views/pivot:
Pivot view
----------
The :ref:`pivot view <reporting/using-pivot>` is used to aggregate your records' data and break it
down for analysis. The view is often found under the :guilabel:`Reporting` menu of apps but can be
found elsewhere. Click the **pivot view button** located at the top right to access it.
.. image:: reporting/pivot-button.png
:align: center
:alt: Selecting the pivot view
.. _reporting/choosing-measures:
Choosing measures
=================
After selecting a view, you should ensure only the relevant records are :doc:`filtered <search>`.
Next, you should choose what is measured. By default, a measure is always selected. If you wish to
edit it, click :guilabel:`Measures` and choose one or, only for pivots, multiple measures.
.. note::
When you select a measure, Odoo aggregates the values recorded on that field for the filtered
records. Only numerical fields (:ref:`integer <studio/fields/simple-fields/integer>`,
:ref:`decimal <studio/fields/simple-fields/decimal>`, :ref:`monetary
<studio/fields/simple-fields/monetary>`) can be measured. In addition, the :guilabel:`Count`
option is used to count the total number of filtered records.
After choosing what you want to measure, you can define how the data should be :ref:`grouped
<search/group>` depending on the dimension you want to analyze. By default, the data is often
grouped by *Date > Month*, which is used to analyze the evolution of a measure over the months.
.. tip::
When you filter a single time period, the option to compare it against another one appears.
.. image:: reporting/comparison.png
:align: center
:alt: Using the comparison option
.. example::
.. tabs::
.. tab:: Select measures
Among other measures, you could add the :guilabel:`Margin` and :guilabel:`Count` measures
to the Sales Analysis report. By default, the :guilabel:`Untaxed Amount` measure is
selected.
.. image:: reporting/measures.png
:align: center
:alt: Selecting different measures on the Sales Analysis report
.. tab:: Group measures
You could group the measures by :guilabel:`Product Category` at the level of rows on the
previous Sales Analysis report example.
.. image:: reporting/single-group.png
:align: center
:alt: Adding a group on the Sales Analysis report
.. _reporting/using-pivot:
Using the pivot view
====================
Grouping data is quintessential to the pivot view. It enables drilling down the data to gain deeper
insights. While you can use the :guilabel:`Group By` option to quickly add a group at the level of
rows, as shown in the example above, you can also click the plus button (:guilabel:``) next to the
:guilabel:`Total` header at the level of rows *and* columns, and then select one of the
**preconfigured groups**. To remove one, click the minus button (:guilabel:``).
Once you have added a group, you can add new ones on the opposite axis or the newly created
subgroups.
.. example::
You could further divide the measures on the previous Sales Analysis report example by the
:guilabel:`Salesperson` group at the level of columns and by the :guilabel:`Order Date > Month`
group on the :guilabel:`All / Saleable / Office Furniture` product category.
.. image:: reporting/multiple-groups.png
:align: center
:alt: Adding multiple groups on the Sales Analysis report
.. tip::
- Switch the rows and columns' groups by clicking the flip axis button (:guilabel:`⇄`).
- Click on a measure's label to sort the values by ascending (⏶) or descending (⏷) order.
- Download a `.xlsx` version of the pivot by clicking the download button (:guilabel:`⭳`).
.. _reporting/using-graph:
Using the graph view
====================
Three graphs are available, the bar, line, and pie charts.
**Bar charts** are used to show the distribution or a comparison of several categories. They are
especially useful as they can deal with larger data sets.
**Line charts** are useful to show changing time series and trends over time.
**Pie charts** are used to show the distribution or a comparison of a small number of categories
when they form a meaningful whole.
.. tabs::
.. tab:: Bar chart
.. image:: reporting/bar.png
:align: center
:alt: Viewing the Sales Analysis report as a bar chart
.. tab:: Line chart
.. image:: reporting/line.png
:align: center
:alt: Viewing the Sales Analysis report as a line chart
.. tab:: Pie chart
.. image:: reporting/pie.png
:align: center
:alt: Viewing the Sales Analysis report as a pie chart
.. tip::
For bar and line charts, you can use the stacked option when you have at least two groups, which
then appear on top of each other instead of next to each other.
.. tabs::
.. tab:: Stacked bar chart
.. image:: reporting/stacked.png
:align: center
:alt: Stacked bar chart example
.. tab:: Regular bar chart
.. image:: reporting/non-stacked.png
:align: center
:alt: Non-stacked bar chart example
For line charts, you can use the cumulative option to sum values, which is especially useful to
show the change in growth over a time period.
.. tabs::
.. tab:: Cumulative line chart
.. image:: reporting/cumulative.png
:align: center
:alt: Cumulative line chart example
.. tab:: Regular line chart
.. image:: reporting/non-cumulative.png
:align: center
:alt: Regular line chart example

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=========================
Search and filter records
=========================
Odoo uses filters to include only the most relevant records depending on the purpose of the view you
are on. However, you can edit the default filter or search for specific values.
.. _search/preconfigured-filters:
Preconfigured filters
=====================
You can modify the default selection of records by clicking :guilabel:`Filters` and selecting one or
several **preconfigured filters**.
.. example::
On the Sales Analysis report, only records at the sales order stage are selected by default.
However, you could *also* include records at the quotation stage by selecting
:guilabel:`Quotations`. Furthermore, you could *only* include records from a specific year, for
example *2022*, by selecting :menuselection:`Order Date --> 2022`.
.. image:: search/preconfigured-filters.png
:align: center
:alt: Using preconfigured filters on the Sales Analysis report
.. note::
If you select preconfigured filters from the same group (i.e., that are *not* separated by an
horizontal line), the records can match *any* condition to be included. However, if you select
filters from different groups, the records have to match *all* condition to be included.
.. _search/custom-filters:
Custom filters
==============
You can create custom filters using most fields present on the model by clicking
:menuselection:`Filters --> Add Custom Filter`, selecting a field, an operator, a value, and
clicking :guilabel:`Apply`.
.. example::
You could *only* include records from a single salesperson on the Sales Analysis report, for
example *Mitchell Admin*, by selecting :guilabel:`Salesperson` as the field, :guilabel:`is equal
to` as the operator, and typing `Mitchell Admin` as the value.
.. image:: search/custom-filter.png
:align: center
:alt: Using a custom filter on the Sales Analysis report
.. note::
If the records should *only* match one of several conditions, click :guilabel:`Add a condition`
before applying a custom filter. If the records should match *all* conditions, add new custom
filters instead.
.. _search/values:
Search for values
=================
You can use the search field to quickly look for specific values and add them as a filter. Either
type the full value you are searching for and select the desired field, or type a part of the
value, click the dropdown button (:guilabel:`⏵`) before the chosen field, and select the exact
value you are looking for.
.. example::
Instead of adding a custom filter to select records where *Mitchell Admin* is the salesperson on
the Sales Analysis report, you could search for `Mitch`, click the dropdown button
(:guilabel:`⏵`) next to :guilabel:`Search Salesperson for: Mitch`, and select
:guilabel:`Mitchell Admin`.
.. image:: search/search-values.png
:align: center
:alt: Searching for a specific value on the Sales Analysis report
.. note::
Using the search field is equivalent to using the *contains* operator when adding a custom
filter. If you enter a partial value and directly select the desired field, *all* records
containing the characters you typed for the selected field will be included.
.. _search/group:
Group records
=============
You can click :guilabel:`Group By` below the search field to cluster records together according to
one of the **preconfigured groups**.
.. example::
You could group the records by salesperson on the Sales Analysis report by clicking
:guilabel:`Group By` and selecting :guilabel:`Salesperson`. No records are filtered out.
.. image:: search/group.png
:align: center
:alt: Grouping records on the Sales Analysis report
You can also **custom groups** by using a wide selection of fields present on the model. To do so,
click :menuselection:`Group By --> Add Custom Group`, select a field, and click :guilabel:`Apply`.
.. note::
You can use several groups at the same time. The first group you select is the main cluster, the
next one you add further divides the main group's categories, and so on.

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