
1/ Revamp of email_servers to be a introduction and allow correct redirection + redirection to other pages linked to mailing + ToC of email_communication folder 2/ Splitting inbound and outbound message into subfiles: 2.a/ email_servers_inbound: all documentation related to incoming emails 2.b/ email_servers_outbound: documentartion related to outgoing emails 3/ email_domain (as before) about authentication protocols to set on domains. 4/ faq: complete revamp to better match usual issues about mailings. Also: removed unused images, adding anchors on other docs. RST co-authored-by: jorv-odoo, jqu-odoo, xpl-odoo doc writers: - email_servers_inbound by qco-odoo - email_servers_outbound by EMBR - email_servers by abridbus - email_domain by jqu-odoo - faq by jorv-odoo related documentation task-3875591 closes odoo/documentation#9935 Signed-off-by: Xavier Platteau (xpl) <xpl@odoo.com>
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=========
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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 file (max 64MB per file on Odoo Online) and organize them in various 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 [video] <https://www.odoo.com/slides/slide/documents-basics-6841?fullscreen=1>`_
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- `Odoo Tutorials: Using Documents with your Accounting App [video] <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 using the dropdown menu and edit its properties by clicking the
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:icon:`fa-arrow-right` (:guilabel:`Internal link`) icon.
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.. image:: documents/files-centralization.png
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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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:alt: Enable the centralization of files attached to your accounting.
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- If you select a new workspace, existing documents are not moved. Only newly created documents
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will be found under the new workspace.
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.. _documents/workspaces:
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Workspaces
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==========
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Workspaces are hierarchical folders having their own set of :ref:`tags <documents/tags>`
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and :ref:`actions <documents/workflow-actions>`. Default workspaces exist, but you can create your
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own by going to :menuselection:`Documents --> Configuration --> Workspaces` and clicking
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:guilabel:`New`. On the new page, fill in the following information:
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- :guilabel:`Name`
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- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent
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Workspace`.
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Three tabs are available: :ref:`Tags <documents/tags>`,
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:ref:`Access Rights <documents/access-rights>`, and :ref:`Description <documents/description>`.
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.. _documents/tags:
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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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From the :guilabel:`Tags` tab, click :guilabel:`Add a line`, create the :guilabel:`Tag Category`,
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and :guilabel:`Name` your tags.
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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:`Documents --> Configuration -->
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Tags`;
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- Tags can also be created or edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon on
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the left panel;
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- An :ref:`email alias <documents/upload>` can be used to automatically send received documents
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to a specific workspace based on the tag assigned.
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.. _documents/access-rights:
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Access rights
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-------------
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To manage your workspace access rights, go to the :guilabel:`Access Rights` tab. You can add
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:guilabel:`Write Groups` that can view, create, and edit the workspace's documents. You can also add
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:guilabel:`Read Groups` that only view the workspace's documents.
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.. tip::
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Enable :guilabel:`Own Documents Only` to limit :guilabel:`Read Groups` and
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:guilabel:`Write Groups` to the documents of which they are owner.
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.. _documents/description:
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Description
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-----------
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You can add descriptive information to your workspace by going to the :guilabel:`Description` tab.
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.. note::
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Workspaces can also be created and edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon
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on the left panel.
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.. _documents/management:
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Documents management
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====================
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When selecting or opening a document, the right panel displays different options, including, for
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example:
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- :icon:`fa-download` (:guilabel:`Download`);
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- :icon:`fa-share-alt` (:guilabel:`Share this selection`): a share URL is copied to your clipboard;
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- :icon:`fa-retweet` (:guilabel:`Replace`): select a new file to replace the existing one. Scroll
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down to the bottom of the right panel to see the :guilabel:`History` and :guilabel:`restore`,
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:guilabel:`download`, or :guilabel:`delete` the document;
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- :icon:`fa-unlock` (:guilabel:`Lock`);
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- :icon:`fa-scissors` (:ref:`Split <documents/split>`).
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You can also :icon:`fa-comments` :guilabel:`Open chatter` or delete the document by clicking the
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:icon:`fa-trash` (:guilabel:`Move to trash`) icon.
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.. note::
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Items moved to the trash are permanently deleted after 30 days.
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To modify the name of your file, click on :guilabel:`Name`. A :guilabel:`Contact` or an
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:guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can be modified and it is
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possible to access the related :guilabel:`Journal Entry` or add :guilabel:`Tags`.
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.. note::
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- The :guilabel:`Contact` is a person related to the document who only has read
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:ref:`access rights <documents/access-rights>` to the document, e.g., an existing supplier in
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your database;
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- The creator of a document is automatically assigned as its :guilabel:`Owner` and is granted
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full access rights to it. To replace the owner of a document, select the required user from the
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dropdown list in the :guilabel:`Owner` field.
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.. tip::
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An employee must be a user and the owner of a document to view it in **My Profile**.
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Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
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panel, depending on the workspace where your document is stored.
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.. _documents/split:
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Split PDF documents
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-------------------
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Select the PDF you want to split, and click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. A
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new view displays all the pages of the document.
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By default, all pages are split when you click :guilabel:`Split`. To remove a split between two
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pages, click the :icon:`fa-scissors` (:guilabel:`scissors`) icon.
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.. image:: documents/split-pdf.png
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:alt: split your documents
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.. tip::
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To merge documents from your dashboard, select them and click the :icon:`fa-scissors`
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(:guilabel:`scissors`) icon. Click on the scissors between the two documents and click
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:guilabel:`Split` to merge the documents.
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Additional features
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-------------------
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Select a workspace and click the :icon:`fa-caret-down` (:guilabel:`down arrow`) next to the
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:guilabel:`Upload` button to access additional features:
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Request
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~~~~~~~
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You can request files and organize them as documents to remind users to download them.
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Select the workspace where the file should be stored, click the :icon:`fa-caret-down`
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(:guilabel:`down arrow`) next to the :guilabel:`Upload` button, then :guilabel:`Request`. Add the
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:guilabel:`Document Name` and select the person you need it from in the :guilabel:`Request To`
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field. You can also fill in the :guilabel:`Due Date In`, confirm the :guilabel:`Workspace` the
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document should belong to, and add :guilabel:`Tags` and a :guilabel:`Message`. Then, click
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:guilabel:`Request`. A placeholder for the missing document is created in the workspace.
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When your document is available, click the placeholder to upload it.
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You can see all missing documents by going to the **Activity** view and the :guilabel:`Requested
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Document` column.
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.. tip::
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From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are
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expecting a document. Go to the :guilabel:`Requested Document` column and click the
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:icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) icon, and :guilabel:`Document Request: Reminder`.
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Click on a date to see the details of a specific request. You can update it by clicking on the
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:icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder email,
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or :guilabel:`Send Now` to send a reminder email.
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.. image:: documents/reminder-email.png
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:alt: send a reminder email from the Activity view
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.. _documents/add-a-link:
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Add a link
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~~~~~~~~~~
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To add a link to your documents dashboard, click :guilabel:`Add a Link`, enter the :guilabel:`URL`,
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and :guilabel:`Name` it.
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Share
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~~~~~
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You can make a document or a workspace accessible to anyone by sharing a URL.
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Share a document
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****************
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To generate a **share link** to a document, select the document, click the :icon:`fa-caret-down`
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(:guilabel:`down arrow`) next to the :guilabel:`Upload` button, and click :guilabel:`Share`.
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In the pop-up, you can :guilabel:`Name` the share link, set a validity date by filling in the
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:guilabel:`Valid Until` field, and if you own more than one site, select the :guilabel:`Website` you
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want so the right domain name is reflected in the URL.
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Click :guilabel:`Copy` or :guilabel:`Share` to send the URL to whomever you want.
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.. tip::
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You can also generate a share URL by selecting the document, going to the right panel, and
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clicking the :icon:`fa-share-alt` (:guilabel:`Share this selection`) icon.
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Share a workspace
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*****************
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You can share a link to a workspace and allow users to :guilabel:`Download` its content or
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:guilabel:`Download and Upload` files to it.
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To do so, go to the left column of your dashboard. In the :guilabel:`Workspace` section, select the
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workspace to share, and possibly one or several tags that will be automatically added to the
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uploaded documents. Then, click the :icon:`fa-caret-down` (:guilabel:`down arrow`) next to the
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:guilabel:`Upload` button and :guilabel:`Share`.
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In the pop-up, a share :guilabel:`URL` you can :guilabel:`Copy` is displayed. You can
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:guilabel:`Name` your share link, set a validity date by filling in the :guilabel:`Valid Until`
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field, tick the :guilabel:`Include Sub Folders` box if you want to share the workspace's
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sub-folders, and if you own more than one site, select the :guilabel:`Website` you
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want so the share link reflects the right domain name.
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Then, allow users to either :guilabel:`Download` files from your workspace, or to :ref:`Download and
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Upload <documents/upload>` files to it.
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.. Note::
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- The links added to your workspace using the :ref:`Add a Link <documents/add-a-link>` option
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cannot be shared and are, therefore, excluded;
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- When tags are applied to a shared workspace, users can exclusively access the documents
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associated with those tags.
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.. _documents/upload:
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Upload by email
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^^^^^^^^^^^^^^^
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Select the :guilabel:`Download and Upload` option to enable users to upload their files to your
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workspace using an :guilabel:`Email Alias`. To create the email alias, enter its name in the
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:guilabel:`Email Alias` field. The :doc:`domain name <../general/email_communication>` should be set
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by default, but you can modify it by clicking it.
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The documents sent to this email alias are uploaded to the workspace using the chosen
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:ref:`tags <documents/tags>`.
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.. note::
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- By default, the :guilabel:`Document Owner` is the person who uploads a file to a workspace, but
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you can select another user. You can also set a :guilabel:`Contact`, usually an external
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person, such as a partner.
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- Enable :guilabel:`Create a new activity` to automatically create an activity when a document is
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uploaded. Select the :guilabel:`Activity type` from the dropdown list and set the
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:guilabel:`Due Date In` field. You can also add a :guilabel:`Summary` and a
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:guilabel:`Responsible` person assigned to the activity.
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.. tip::
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Go to :menuselection:`Configuration --> Share & Emails` to see and manage your share links.
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Select a line and click :guilabel:`Delete` to disable the URL. People who have received this
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link will no longer be able to access the document(s) or workspace.
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New spreadsheet
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~~~~~~~~~~~~~~~
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To create a new :doc:`spreadsheet <spreadsheet>`, click :guilabel:`New Spreadsheet`. You can select
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a :guilabel:`Blank spreadsheet` or an :doc:`existing template <spreadsheet/templates>`.
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.. _documents/workflow-actions:
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Workflow actions
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================
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Workflow actions help manage documents and overall business operations. These are automated actions
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that can be created and customized for each workspace. With a single click you can, for example,
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create, move, sign, add tags to a document, and process bills.
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When a document meets the set criteria, these workflow actions appear on the right panel.
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Create workflow actions
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-----------------------
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To update an existing workflow action or create a new one, go to :menuselection:`Documents -->
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Configuration --> Actions` and click :guilabel:`New`.
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.. note::
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An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected.
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Set the conditions
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------------------
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Define the :guilabel:`Action Name` and then set the conditions that trigger the appearance of the
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:icon:`fa-play` (:guilabel:`play`) icon 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 use the :guilabel:`Contains` and :guilabel:`Does not contain`
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conditions, meaning the files *must have* or *must not 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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:alt: Example of a workflow action's basic condition in Odoo Documents
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.. tip::
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If you do not set any conditions, the action button appears for all files inside the selected
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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 configure *Domain* filters
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properly.
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The :ref:`developer mode <developer-mode>` needs to be activated to access the :guilabel:`Domain`
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condition from the :guilabel:`Actions` tab. Once done, select the :guilabel:`Domain` condition type
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and click :guilabel:`New Rule`.
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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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pdf :guilabel:`value`.
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.. image:: documents/domain-condition-example.png
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:alt: Example of a workflow action's domain condition in Odoo Documents
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Click the :icon:`fa-plus` (:guilabel:`Add New Rule`) icon and the :icon:`fa-sitemap`
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(:guilabel:`Add branch`) icon to add conditions and sub-conditions. You can then specify if your
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rule should match :guilabel:`all` or :guilabel:`any` conditions. You can also edit the rule directly
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using the :guilabel:`Code editor`.
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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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- **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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- **Link to record**: create a link between a document and a record from a specific model;
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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 PDF template**: create a new Sign template to send out;
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- **PDF to sign**: create a Sign template to sign directly;
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- **Applicant**: create a new HR application you can edit 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 an invoice using OCR and AI to scrape information from 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 the
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file;
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- **Miscellaneous Operations**: create an entry in the Miscellaneous Operations journal;
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- **Bank Statement**: import a bank statement;
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- **Purchase Receipt**: create a vendor receipt;
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- **Expense**: create an HR expense.
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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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- **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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: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 to digitize,
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click :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice`, or
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:guilabel:`Create credit note`, and then click :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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