
taskid-3960925 closes odoo/documentation#9671 Signed-off-by: Donatienne Pirlot (dopi) <dopi@odoo.com>
213 lines
9.3 KiB
ReStructuredText
213 lines
9.3 KiB
ReStructuredText
=========
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Documents
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=========
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**Odoo Documents** allows you to store, view and manage files within Odoo.
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You can upload any type of file (max 64MB per file on Odoo Online), and organize them in various
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workspaces.
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.. seealso::
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- `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
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- `Odoo Tutorials: Documents basics <https://www.odoo.com/slides/slide/documents-basics-6841?fullscreen=1>`_
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- `Odoo Tutorials: Using Documents with your Accounting App
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<https://www.odoo.com/slides/slide/accounting-integration-and-workflow-actions-6853?fullscreen=1>`_
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Configuration
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=============
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By going to :menuselection:`Documents --> Configuration --> Settings`, you can enable the
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centralization of files attached to a specific area of your activity. For example, by ticking
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:guilabel:`Human Resources`, your HR documents are automatically available in the HR workspace,
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while documents related to Payroll are automatically available in the Payroll sub-workspace . You
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can change the default workspace by using the dropdown menu and edit its properties by clicking the
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internal link button (:guilabel:`➔`).
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.. image:: documents/files-centralization.png
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:align: center
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:alt: Enable the centralization of files attached to a specific area of your activity.
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.. note::
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- If you enable the centralization of your accounting files and documents, it is necessary to
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click on :guilabel:`Journals` and define each journal independently to allow automatic
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synchronization.
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.. image:: documents/accounting-files-centralization.png
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:align: center
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:alt: Enable the centralization of files attached to your accounting.
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- If you select a new workspace, existing documents aren't moved. Only newly created documents
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will be found under the new workspace.
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Workspaces
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==========
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Workspaces are hierarchical folders having their own set of tags and actions. Default workspaces
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exist, but you can create your own by going to :menuselection:`Documents --> Configuration -->
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Workspaces` and clicking on :guilabel:`Create`.
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.. note::
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:guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can be created, edited, or deleted by
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clicking on the gear icon :guilabel:`⚙` on the left menu.
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.. image:: documents/sub-workspaces-creation.png
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:align: center
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:alt: Create sub-workspaces from the left menu
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Tags
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====
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Tags are used within workspaces to add a level of differentiation between documents. They are
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organized per category and filters can be used to sort them.
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.. note::
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- The tags of a parent workspace apply to the child workspaces automatically.
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- Tags can be created and modified by going to :menuselection:`Configuration --> Tags`.
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- Tags can also be created, edited, or deleted, by clicking on the gear icon :guilabel:`⚙`, on
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the left menu.
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Documents management
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====================
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When clicking on a specific document, the right panel displays different options. On the top,
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additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
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:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or
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:guilabel:`Archive` the document.
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.. image:: documents/right-panel-options.png
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:align: center
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:alt: right panel options
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Then, you can modify the name of your file by clicking on :guilabel:`Document`. A
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:guilabel:`Contact` or an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can
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be modified and it is possible to access the related :guilabel:`Journal Entry` or to add
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:guilabel:`Tags`.
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.. note::
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- The :guilabel:`Contact` is the person related to the document and assigned to it. He can only
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view the document and not modify it. I.e.: an existing supplier in your database is the contact
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for their bill.
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- The person who creates a document is, by default :guilabel:`Owner` of it and has complete
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rights to the document. It is possible to replace the owner of a document. I.e.: an employee
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must be owner of a document to be able to see it in "My Profile".
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Finally, different :guilabel:`Actions` are available at the bottom of the right panel, depending on
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the workspace where your document is stored.
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Workflow actions
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================
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Workflow actions help you streamline the management of your documents and your overall business
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operations. These are automated actions that can be created and customized for each workspace. For
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example, create documents, process bills, sign, organize files, add tags to a file or move it to
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another workspace with a single click etc. These workflow actions appear on the right panel when it
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meets the criteria you set.
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Create workflow actions
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-----------------------
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To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and then
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click on :guilabel:`Create`.
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.. note::
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An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you
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selected.
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Set the conditions
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------------------
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You can :guilabel:`Create` a new :guilabel:`Action` or edit an existing one. You can define the
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:guilabel:`Action Name` and then set the conditions that trigger the appearance of the action button
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(:guilabel:`▶`) on the right-side panel when selecting a file.
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There are three basic types of conditions you can set:
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#. :guilabel:`Tags`: you can both use the :guilabel:`Contains` and :guilabel:`Does not contain`
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conditions, meaning the files *must have* or *mustn't have* the tags set here.
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#. :guilabel:`Contact`: the files must be associated with the contact set here.
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#. :guilabel:`Owner`: the files must be associated with the owner set here.
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.. image:: documents/basic-condition-example.png
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:align: center
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:alt: Example of a workflow action's basic condition in Odoo Documents
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.. tip::
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If you don't set any conditions, the action button appears for all files located inside the
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selected workspace.
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Advanced condition type: domain
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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.. important::
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It is recommended to have some knowledge of Odoo development to properly configure *Domain*
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filters.
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To access the *Domain* condition, the :ref:`developer mode <developer-mode>` needs to be activated.
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Once that's done, select the :guilabel:`Domain` condition type, and click on :guilabel:`Add Filter`.
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.. image:: documents/activate-domain-condition.png
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:align: center
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:alt: Activating the domain condition type in Odoo Documents
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To create a rule, you typically select a :guilabel:`field`, an :guilabel:`operator`, and a
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:guilabel:`value`. For example, if you want to add a workflow action to all the PDF files inside a
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workspace, set the :guilabel:`field` to *Mime Type*, the :guilabel:`operator` to *contains*, and the
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:guilabel:`value` to *pdf*.
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.. image:: documents/domain-condition-example.png
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:align: center
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:alt: Example of a workflow action's domain condition in Odoo Documents
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Click on :guilabel:`Add node` (plus-circle icon) and :guilabel:`Add branch` (ellipsis icon) to add
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conditions and sub-conditions. You can then specify if your rule should match :guilabel:`ALL` or
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:guilabel:`ANY` conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
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.. image:: documents/use-domain-condition.png
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:align: center
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:alt: Add a node or a branch to a workflow action's condition in Odoo Documents
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Configure the actions
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---------------------
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Select the :guilabel:`Actions` tab to set up your action. You can simultaneously:
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- **Set Contact**: add a contact to the file, or replace an existing contact with a new one.
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- **Set Owner**: add an owner to the file, or replace an existing owner with a new one.
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- **Move to Workspace**: move the file to any workspace.
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- **Create**: create one of the following items attached to the file in your database:
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- **Product template**: create a product you can edit directly.
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- **Task**: create a Project task you can edit directly.
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- **Signature request**: create a new Sign template to send out.
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- **Sign directly**: create a Sign template to sign directly.
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- **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file
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content.
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- **Customer invoice**: create a customer invoice using OCR and AI to scrape information from
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the file.
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- **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information
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from the file.
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- **Credit note**: create a customer credit note using OCR and AI to scrape information from
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the file.
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- **Applicant**: create a new HR application you can edit directly.
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- **Set Tags**: add, remove, and replace any number of tags.
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- **Activities - Mark all as Done**: mark all activities linked to the file as done.
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- **Activities - Schedule Activity**: create a new activity linked to the file as configured in
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the action. You can choose to set the activity on the document owner.
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.. image:: documents/workflow-action-example.png
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:align: center
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:alt: Example of a workflow action Odoo Documents
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Digitize documents with AI and optical character recognition (OCR)
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==================================================================
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Documents available in the Finance workspace can be digitized. Select the document you want to
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digitize, click on :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice` or
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:guilabel:`Create credit note`, and then click on :guilabel:`Send for Digitization`.
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.. seealso::
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:doc:`AI-powered document digitization <../finance/accounting/vendor_bills/invoice_digitization>`
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