========= 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 `_ 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 :ref:`developer mode `, 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 :ref:`developer mode ` 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