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closes odoo/documentation#9090
X-original-commit: 05bc055641
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
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ReStructuredText
350 lines
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ReStructuredText
==========
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Activities
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==========
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*Activities* are follow-up tasks tied to a record in an Odoo database.
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.. _activities/important:
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The icon used to display activities varies depending on the :ref:`activity type <activities/types>`:
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- :guilabel:`🕘 (clock)`: the default icon, which appears if nothing is scheduled.
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- :guilabel:`📞 (phone)`: this icon appears if a phone call is scheduled.
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- :guilabel:`✉️ (envelope)`: this icon appears if an email is scheduled.
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- :guilabel:`✔️ (checkmark)`: this icon appears if a to-do is scheduled.
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- :guilabel:`(group of people)`: this icon appears if a meeting is scheduled.
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- :guilabel:`(arrow pointing up above a line)`: this icon appears if a document is scheduled to be
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uploaded.
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- :guilabel:`(pencil in a box)`: this icon appears if a signature request is scheduled.
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Schedule activities
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===================
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Activities can be scheduled on any page of the database that contains a :ref:`chatter
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<activities/chatter>` thread, :ref:`Kanban view <activities/kanban>`, :ref:`list view
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<activities/list>`, or :ref:`activities view <activities/activity>` of an application.
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.. _activities/chatter:
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Chatter
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-------
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Activities can be created from the chatter on any record.
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To schedule a new activity, click the :guilabel:`Activities` button, located at the top of the
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chatter. In the :guilabel:`Schedule Activity` pop-up window that appears, :ref:`fill out the
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Schedule Activity form <activities/form>`.
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.. image:: activities/chatter.png
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:align: center
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:alt: New activity type form.
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.. _activities/kanban:
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Kanban view
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-----------
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Another way that activities are created is from the Kanban view in an application.
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.. image:: activities/kanban.png
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:align: center
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:alt: The Kanban icon in the top menu, highlighted.
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To do so, click on the :guilabel:`🕘 (clock)` icon located at the bottom of an individual record.
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Click :guilabel:`+ Schedule An Activity`, then proceed to :ref:`fill out the Schedule Activity form
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<activities/form>`.
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.. image:: activities/schedule-kanban-activity.png
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:align: center
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:alt: Kanban view of the CRM pipeline and the option to schedule an activity.
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.. note::
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If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
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icon that represents the existing scheduled activity. Click on the activity type's icon to
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schedule another activity.
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.. _activities/list:
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List view
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---------
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Activities can also be created from a list view.
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If the :guilabel:`Activities` column is hidden, reveal it using the :guilabel:`(additional options
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toggle)` icon in the far-right of the top row, represented by two horizontal lines with two dots.
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Then, click on the :guilabel:`🕘 (clock)` icon for the record the activity is being added to, then
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click :guilabel:`+ Schedule an activity`. Proceed to :ref:`fill out the Schedule Activity form
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<activities/form>` that appears.
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.. note::
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If a record already has a scheduled activity, the :guilabel:`🕘 (clock)` icon is replaced by the
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icon that represents the existing scheduled activity. Click on the activity type's icon to
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schedule another activity.
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.. image:: activities/schedule-list-activity.png
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:align: center
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:alt: List view of the CRM pipeline and the option to schedule an activity.
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.. _activities/activity:
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Activity view
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-------------
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Most applications in Odoo have an *Activity* view available. If available, a :guilabel:`🕘 (clock)`
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activity icon is visible in the top-right of the main menu bar.
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To open the activity view, click the :guilabel:`🕘 (clock)` activity icon.
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.. image:: activities/activities.png
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:align: center
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:alt: Top-right menu with the Activities icon called out.
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In this view, all the available activities are listed in the columns, while the horizontal entries
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represent all the individual records.
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Activities that appear green have a due date in the future, activities that appear orange are due
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today, while activities appearing red are overdue.
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Color bars in each column represent records for specific activity types, and display a number
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indicating how many activities are scheduled for that type.
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If multiple activity types are scheduled for a record, a number appears in the box, indicating the
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total number of scheduled activities.
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.. note::
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Activity colors, and their relation to an activity's due date, is consistent throughout Odoo,
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regardless of the activity type, or the view.
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To schedule an activity for a record, hover over the corresponding field, and a :guilabel:`➕ (plus
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sign)` appears. Click the :guilabel:`➕ (plus sign)`, and then :ref:`fill out the Schedule Activity
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form <activities/form>`.
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.. image:: activities/activity-view.png
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:align: center
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:alt: Activity view of the CRM pipeline and the option to schedule an activity.
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.. _activities/form:
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Schedule Activity form
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----------------------
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Activities can be scheduled from many different places, such as from the :ref:`chatter
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<activities/chatter>` of a record, or from one of multiple views in an application, when available:
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the :ref:`Kanban view <activities/kanban>`, :ref:`list view <activities/list>`, or :ref:`activity
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view <activities/activity>`.
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Enter the following information on the form:
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- :guilabel:`Activity Type`: select the type of activity from the drop-down menu. The default
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options are: :guilabel:`Email`, :guilabel:`Call`, :guilabel:`Meeting`, or :guilabel:`To-Do`.
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Depending on what other applications are installed, additional options may be available.
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.. note::
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Individual applications have a list of dedicated :ref:`activity types <activities/types>`. For
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example, installing the *Sales* application makes :guilabel:`Order Upsell` available, while
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installing the *Sign* application makes :guilabel:`Request Signature` available.
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- :guilabel:`Summary`: enter a short title for the activity, such as `Discuss Proposal`.
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- :guilabel:`Due Date`: using the calendar popover, select the activity's deadline.
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- :guilabel:`Assigned to`: by default, the current user populates this field. To assign a different
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user to the activity, select them from the drop-down menu.
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- :guilabel:`Notes`: add any additional information for the activity in this field.
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When the :guilabel:`Schedule Activity` pop-up window is completed, click one of the following
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buttons:
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- :guilabel:`Open Calendar`: opens the user's calendar to add and schedule the activity.
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Click on the desired date and time for the activity, and a :guilabel:`New Event` pop-up window
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appears. The summary from the *Schedule Activity* pop-up window populates the :guilabel:`Title`
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field.
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Enter the information in the :guilabel:`New Event` pop-up window, then click :guilabel:`Save &
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Close` to schedule it. Once scheduled, the activity is added to the chatter under the
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:guilabel:`Planned Activities` section.
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.. important::
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The :guilabel:`Open Calendar` button **only** appears if the :guilabel:`Activity Type` is set
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to either :guilabel:`Call` or :guilabel:`Meeting`.
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- :guilabel:`Schedule`: schedules the activity, and adds the activity to the chatter under
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:guilabel:`Planned Activities`.
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- :guilabel:`Schedule & Mark as Done`: adds the details of the activity to the chatter under
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:guilabel:`Today`. The activity is not scheduled, and is automatically marked as done.
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- :guilabel:`Done & Schedule Next`: adds the details of the activity to the chatter under
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:guilabel:`Today`. The activity is not scheduled, is automatically marked as done, and a new
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:guilabel:`Schedule Activity` pop-up window appears.
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- :guilabel:`Cancel`: discards any changes made on the :guilabel:`Schedule Activity` pop-up window.
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.. image:: activities/schedule-pop-up.png
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:align: center
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:alt: View of CRM leads and the option to schedule an activity.
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.. _activities/all:
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All scheduled activities
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========================
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To view a consolidated list of activities, organized by application, click the :guilabel:`🕘
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(clock)` icon in the header menu, located in the top-right.
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If any activities are scheduled, the number of activities appear in a red bubble on the
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:guilabel:`🕘 (clock)` icon.
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All activities for each application are further divided into subsections, indicating where in the
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application the activity is to be completed. Each sub-section lists the number of scheduled
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activities that are :guilabel:`Late`, due :guilabel:`Today`, and scheduled in the
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:guilabel:`Future`.
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.. example::
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In the *Time Off* application, one activity is scheduled to be done in the *All Time Off*
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requests dashboard, and six activities are scheduled to be done in the *Allocations* dashboard.
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These requests appear in two separate lists in the all activities drop-down menu: one labeled
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`Time Off` and one labeled `Time Off Allocation`.
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.. image:: activities/activities-menu.png
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:align: center
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:alt: The list of activities that is accessed from the main menu bar. Two entries for the Time
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Off application are highlighted.
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Request a document
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------------------
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The option to :guilabel:`Request a Document` is available at the bottom of the list of :ref:`all
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scheduled activities <activities/all>`, the option to :guilabel:`Request a Document` appears. Click
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:guilabel:`Request a Document`, and a :guilabel:`Request a file` pop-up window appears.
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Enter the following information on the form:
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- :guilabel:`Document Name`: enter a name for the document being requested.
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- :guilabel:`Request To`: select the user the document is being requested from using the drop-down
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menu.
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- :guilabel:`Due Date In`: enter a numerical value indicating when the document is due. Next to
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this field, a :guilabel:`Days` field is visible. Click :guilabel:`Days`, the default option, to
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reveal a drop-down menu. Select the desired time-frame option from the list. The options are
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:guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`.
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- :guilabel:`Workspace`: using the drop-down menu, select the specific :ref:`Workspace
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<documents/workspaces>` the document is being uploaded to.
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- :guilabel:`Tags`: select any desired tags from the drop-down menu. The available tags displayed
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are based on the tags configured for the selected :guilabel:`Workspace`.
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- :guilabel:`Message`: enter a message to clarify the document request in this field.
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When all the fields are completed, click :guilabel:`Request` to send the document request.
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.. image:: activities/request-doc.png
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:align: center
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:alt: The Request a file form, with all fields filled out to request a contract.
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.. _activities/types:
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Activity types
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==============
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To view the currently configured types of activities in the database, navigate to
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:menuselection:`Settings app --> Discuss section --> Activities setting --> Activity Types`.
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.. image:: activities/settings-activities-types.png
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:align: center
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:alt: Activity Types button in the Settings application under the Discuss section.
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Doing so reveals the :guilabel:`Activity Types` page, where the existing activity types are found.
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.. image:: activities/activity-list.png
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:align: center
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:alt: The list of activity types already configured and available.
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Edit activity types
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-------------------
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To edit an existing :ref:`activity type <activities/types>`, click on the activity type, and the
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activity type form loads.
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Make any desired changes to the activity type form. The form automatically saves, but it can be
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saved manually at any time by clicking the :guilabel:`Save Manually` option, represented by a
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:guilabel:`(cloud upload)` icon, located in the top-left corner of the page.
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Create new activity types
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-------------------------
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To create a new :ref:`activity type <activities/types>`, click :guilabel:`New` from the
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:guilabel:`Activity Types` page, and a blank activity type form loads.
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Enter a :guilabel:`Name` for the activity type at the top of the form, then enter the following
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information on the form.
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Activity Settings section
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~~~~~~~~~~~~~~~~~~~~~~~~~
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- :guilabel:`Action`: using the drop-down menu, select an action associated with this new activity
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type. Some actions trigger specific behaviors after an activity is scheduled, such as:
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- :guilabel:`Upload Document`: if selected, a link to upload a document is automatically added to
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the planned activity in the chatter.
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- :guilabel:`Call` or :guilabel:`Meeting`: if selected, users have the option to open their
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calendar to select a date and time for the activity.
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- :guilabel:`Request Signature`: if selected, a link to open a signature request pop-up window is
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automatically added to the planned activity in the chatter. This requires the Odoo *Sign*
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application to be installed.
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.. note::
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Available activity types vary based on the installed applications in the database.
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- :guilabel:`Folder`: select a specific :ref:`workspace <documents/workspaces>` folder to save a
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document to. This field **only** appears if :guilabel:`Upload Document` is selected for the
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:guilabel:`Action`.
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Using the drop-down menu, select the :guilabel:`Folder` the document is saved to.
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- :guilabel:`Default User`: select a user from the drop-down menu to automatically assign this
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activity to the selected user when this activity type is scheduled. If this field is left blank,
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the activity is assigned to the user who creates the activity.
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- :guilabel:`Default Summary`: enter a note to include whenever this activity type is created.
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.. note::
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The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
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included when an activity is created. However, they can be altered before the activity is
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scheduled or saved.
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- :guilabel:`Keep Done`: tick this checkbox to keep activities that have been marked as `Done`
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visible in the :ref:`activity view <activities/activity>`.
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- :guilabel:`Default Note`: enter any notes to appear with the activity.
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Next Activity section
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~~~~~~~~~~~~~~~~~~~~~
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It is possible to have another activity either suggested or triggered. To do so, configure the
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:guilabel:`Next Activity` section.
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- :guilabel:`Chaining Type`: select either :guilabel:`Suggest Next Activity` or :guilabel:`Trigger
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Next Activity` from the drop-down menu. Depending on the selected option, either the
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:guilabel:`Suggest` or :guilabel:`Trigger` field is displayed.
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.. note::
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The :guilabel:`Chaining Type` field does **not** appear if :guilabel:`Upload Document` is
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selected for the :guilabel:`Action`.
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- :guilabel:`Suggest/Trigger`: depending on what is selected for the :guilabel:`Chaining Type`, this
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field either displays :guilabel:`Suggest` or :guilabel:`Trigger`. Using the drop-down menu, select
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the activity to recommend or schedule as a follow-up task to the activity type.
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- :guilabel:`Schedule`: configure when the next activity is suggested or triggered.
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First, enter a numerical value indicating when the activity is suggested or triggered.
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Next to this field, a :guilabel:`Days` field is visible. Click :guilabel:`Days`, the default
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option, to reveal a drop-down menu. Select the desired time-frame option from the list. The
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options are :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`.
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Lastly, using the drop-down menu, select whether the activity is scheduled or triggered either
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:guilabel:`after previous activity deadline` or :guilabel:`after completion date`.
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.. image:: activities/new-activity.png
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:align: center
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:alt: A new Activity form with all the fields filled out.
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.. seealso::
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- :doc:`../productivity/discuss`
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- :doc:`../productivity/discuss/team_communication`
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