[IMP] spreadsheet: basics of creating and managing spreadsheets

task-4943625

closes odoo/documentation#14108

Signed-off-by: Siobhan McGonigle (mcsi) <mcsi@odoo.com>

content/applications/productivity/spreadsheet.rst

@@ -1,5 +1,4 @@
 :show-content:
-:hide-page-toc:
 
 ===========
 Spreadsheet
@@ -18,10 +17,11 @@ Spreadsheet
 similar functionality to other spreadsheet solutions with the added benefit of integrating directly
 with your Odoo database.
 
-With **Odoo Spreadsheet**, you can:
+With Odoo Spreadsheet, you can:
 
-- create spreadsheets or upload existing `.xlsx` files and edit them
+- :ref:`create spreadsheets <spreadsheet/create-new>` or :ref:`upload files
-- create :doc:`templates <spreadsheet/templates>`
+  <spreadsheet/upload-files>` and open them as Odoo spreadsheets
+- :doc:`create templates <spreadsheet/templates>`
 - :doc:`use functions, including Odoo-specific functions <spreadsheet/functions>`
 - :doc:`insert and link to Odoo data <spreadsheet/insert>`
 - :doc:`create and use dynamic pivot tables <spreadsheet/dynamic_pivot_tables>`
@@ -29,3 +29,175 @@ With **Odoo Spreadsheet**, you can:
   <spreadsheet/global_filters>`
 - visualize data using charts and formatting
 - share files internally and externally
+
+The Spreadsheet module is part of **Odoo Documents**.
+
+.. note::
+   Odoo spreadsheets serve as the foundation for the dashboards available in **Odoo Dashboards**. On
+   a dashboard, charts and data tables are used to display dynamic Odoo data and provide an overview
+   of key business metrics.
+
+   Standard, pre-configured dashboards can be customized by editing the dashboard's underlying
+   spreadsheet via Dashboards. Custom dashboards can also be created from scratch, starting
+   from an Odoo spreadsheet; any subsequent modifications are performed via Dashboards.
+
+.. _spreadsheet/create-new:
+
+Create a new spreadsheet
+========================
+
+To create a new spreadsheet:
+
+#. Open Odoo Documents and navigate to the section or folder in which the spreadsheet should be
+   created.
+#. Click :guilabel:`New` and select :guilabel:`Spreadsheet`.
+
+   .. tip::
+      Alternatively, from the :icon:`fa-folder-o` :guilabel:`All` folder, click :guilabel:`New` and
+      select :guilabel:`Spreadsheet`, then select in which :guilabel:`Workspace` (i.e., folder) the
+      spreadsheet should be created. If :ref:`file centralization <documents/file-centralization>`
+      has been enabled for spreadsheets, you will also have the option to save the new spreadsheet
+      in the :guilabel:`Spreadsheet` folder.
+
+#. Click :guilabel:`Blank spreadsheet` or, to create a new spreadsheet using an existing
+   :doc:`template <spreadsheet/templates>`, select the relevant template.
+#. Click :guilabel:`Create`.
+#. Click on `Untitled spreadsheet` at the top of the screen to edit the name of the spreadsheet.
+
+.. tip::
+   It is also possible to create a new spreadsheet by:
+
+   - clicking :menuselection:`File -->` :icon:`os-clear-and-reload` :menuselection:`New` from the
+     menu bar of an open spreadsheet; or
+   - :doc:`inserting a list, pivot table, or chart from another Odoo app <spreadsheet/insert>` into
+     a new spreadsheet directly from the app in question.
+
+   In these cases, the new spreadsheet is saved in Odoo Documents in the :icon:`fa-hdd-o`
+   :guilabel:`My Drive` personal folder or, if :ref:`file centralization
+   <documents/file-centralization>` has been enabled for spreadsheets, in the
+   :guilabel:`Spreadsheet` folder.
+
+.. _spreadsheet/upload-files:
+
+Upload files
+============
+
+Spreadsheets in `.xlsx` format can be uploaded into Odoo Documents and opened as an Odoo
+spreadsheet. To do so:
+
+#. Open Odoo Documents and navigate to the section or folder where the spreadsheet should be saved.
+#. Click :guilabel:`New` and select :guilabel:`Upload`.
+#. Select the relevant `.xlsx` file and click :guilabel:`Open`.
+#. Click on the uploaded file.
+#. By default, the original `.xlsx` file is deleted when it is opened as an Odoo Spreadsheet. To
+   preserve the original file in the same folder in Odoo Spreadsheet, disable :guilabel:`Send source
+   file to trash`.
+#. Click :guilabel:`Open with Odoo Spreadsheet`.
+
+The file is now an Odoo spreadsheet and can be fully edited in Odoo Spreadsheet.
+
+.. _spreadsheet/manage-spreadsheets:
+
+Manage spreadsheets
+===================
+
+Users with :guilabel:`Editor` rights to a specific spreadsheet have various options for managing the
+spreadsheet via the :guilabel:`File` menu:
+
+- :icon:`os-copy-file` :guilabel:`Make a copy`: creates a duplicate of the current spreadsheet with
+  the same :ref:`regional settings <spreadsheet/manage-spreadsheets/regional-settings>` (or locale).
+- :icon:`os-save` :guilabel:`Save as template`: allows the current spreadsheet to be used as a
+  :doc:`template <spreadsheet/templates>` for future spreadsheets.
+- :icon:`os-download` :guilabel:`Download`: downloads the spreadsheet in `.xlsx` format.
+
+  .. important::
+     When you download a spreadsheet in `.xlsx` format, any spreadsheet formulas that retrieve Odoo
+     data from your database, e.g., via an :doc:`inserted list <spreadsheet/insert>` or via other
+     :doc:`Odoo-specific functions <spreadsheet/functions>`, are converted to the values they would
+     have returned at the moment the spreadsheet was downloaded.
+
+  .. tip::
+     Users with :guilabel:`Viewer` rights can also download a spreadsheet in `.xlsx` format.
+
+- :icon:`os-version-history` :guilabel:`See version history`: provides read-only :ref:`access to
+  previous versions <spreadsheet/manage-spreadsheets/version-history>` of the current spreadsheet,
+  which can be named and restored if needed.
+- :icon:`fa-print` :guilabel:`Print`: prints a copy of the spreadsheet on a connected printer.
+- :icon:`os-cog` :guilabel:`Settings`: allows you to view and change the :ref:`locale
+  <spreadsheet/manage-spreadsheets/regional-settings>` of the current spreadsheet.
+- :icon:`os-add-to-dashboard` :guilabel:`Add to dashboard`: allows you to turn the current
+  spreadsheet into a new dashboard that is accessible via Odoo Dashboards. The following fields must
+  be completed: :guilabel:`Dashboard Name`, the :guilabel:`Dashboard Section` in which the new
+  dashboard will be saved, and :guilabel:`Access Groups` to determine which user groups can access
+  the dashboard.
+
+  .. note::
+     When a spreadsheet is converted into a dashboard, the original spreadsheet is deleted from Odoo
+     Spreadsheet. However, it is still possible to edit the dashboards's underlying spreadsheet via
+     Odoo Dashboards.
+
+.. _spreadsheet/manage-spreadsheets/version-history:
+
+Version history
+---------------
+
+Odoo Spreadsheet automatically saves versions of spreadsheets as changes are made, allowing users
+with :guilabel:`Editor` rights to browse and restore previous versions.
+
+To access the version history of a spreadsheet, click :menuselection:`File -->`
+:icon:`os-version-history` :menuselection:`See version history` from the menu bar. Saved versions
+appear in a panel on the right of the spreadsheet. The name of the user who made the change is
+shown, as well as the date and time of the change.
+
+The following actions are possible:
+
+- **View an earlier version** in read-only format by clicking on the relevant version.
+- **Restore an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)`
+  then :guilabel:`Restore this version`.
+- **Copy an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)` then
+  :menuselection:`Make a copy`. A copy of the version opens as a new spreadsheet.
+- **Create named versions** by clicking on the date and time of the relevant version and entering
+  the desired name. The date and time of the version are then displayed below the new name.
+
+.. tip::
+   When viewing an earlier, read-only version of a spreadsheet, the following actions are still
+   possible:
+
+   - Search the spreadsheet by clicking :menuselection:`Edit -->` :icon:`fa-search`
+     :menuselection:`Find and replace` or using the shortcut `Ctrl` + `H`.
+   - Copy an individual cell or selected area by clicking :menuselection:`Edit -->`
+     :icon:`fa-clipboard` :menuselection:`Copy` or using the shortcut `Ctrl` + `C`.
+
+.. _spreadsheet/manage-spreadsheets/regional-settings:
+
+Regional settings
+-----------------
+
+To ensure data is displayed consistently for all users, the regional settings (or locale) of a
+spreadsheet, are managed at spreadsheet level. This locale affects the following settings and
+formats:
+
+- thousand and decimal separators
+- date and time formats
+- first day of the week
+
+By default, a new spreadsheet inherits the regional settings of the user who created it. For
+example, any spreadsheets created by a user whose language is set to :guilabel:`French (BE) /
+Français (BE)` will follow Belgian French conventions.
+
+A spreadsheet's locale can be viewed and changed at any time by a user with :guilabel:`Editor`
+rights. To view the locale of a spreadsheet, click :menuselection:`File -->` :icon:`os-cog`
+:menuselection:`Settings` from the menu bar. The :guilabel:`Spreadsheet settings` panel opens on the
+right of the spreadsheet. To change the locale, select the appropriate locale from the dropdown.
+
+.. tip::
+   When you open a spreadsheet that has a different locale to that of your user profile, a blue
+   :icon:`fa-globe` :guilabel:`(globe)` icon appears at the top right of the spreadsheet. Hovering
+   over the icon reveals a warning message that indicates the spreadsheet locale and highlights
+   formats that differ.
+
+   .. image:: spreadsheet/locale-difference.png
+      :alt: Warning about difference between user and spreadsheet locale
+
+   If no :icon:`fa-globe` :guilabel:`(globe)` icon is shown, this means the spreadsheet's locale is
+   the same as that of your user profile.

content/applications/productivity/spreadsheet/global_filters.rst

@@ -265,8 +265,8 @@ It is possible to:
   .. tip::
      Reloading the browser will cause any global filters to reset to their initial state or default
      value, as relevant. To refresh data in an inserted list, pivot table, or chart without losing
-     global filters that have been applied, click :menuselection:`Data --> Refresh all data` from
+     global filters that have been applied, click :menuselection:`Data -->` :icon:`os-refresh-data`
-     the menu bar.
+     :menuselection:`Refresh all data` from the menu bar.
 
 - **Change the order** of existing filters by hovering over a filter and using the
   :icon:`os-thin-drag-handle` :guilabel:`(drag handle)` icon to change the position.

content/applications/productivity/spreadsheet/insert.rst

@@ -11,8 +11,8 @@ Several elements from your Odoo database can be inserted into an Odoo spreadshee
 Each time a list, pivot table, or chart is inserted, a :ref:`data source
 <spreadsheet/insert/data-sources>` is created. This data source connects the spreadsheet to your
 Odoo database, retrieving up-to-date information every time the spreadsheet is opened, the browser
-page is reloaded, or data is manually refreshed by clicking :menuselection:`Data --> Refresh all
+page is reloaded, or data is manually refreshed by clicking :menuselection:`Data -->`
-data` from the menu bar.
+:icon:`os-refresh-data` :menuselection:`Refresh all data` from the menu bar.
 
 :ref:`Inserted lists <spreadsheet/insert/list>` and :ref:`inserted pivot tables
 <spreadsheet/insert/pivot-table>` use formulas with Odoo-specific :ref:`list functions

content/applications/productivity/spreadsheet/templates.rst

@@ -15,8 +15,9 @@ Create a template
 =================
 
 Any spreadsheet can be saved as a template. Open the relevant spreadsheet or :ref:`create a new one
-<documents/spreadsheet>`. From the menu bar, click :menuselection:`File --> Save as template`.
+<documents/spreadsheet>`. From the menu bar, click :menuselection:`File -->` :icon:`os-save`
-Modify the default :guilabel:`Template Name` if needed and click :guilabel:`Confirm`.
+:menuselection:`Save as template`. Modify the default :guilabel:`Template Name` if needed and
+click :guilabel:`Confirm`.
 
 .. important::
    Once a spreadsheet is saved as a template, any further changes to the open spreadsheet are
@@ -62,7 +63,3 @@ Various actions are possible:
 
 - Delete a template by ticking the checkbox next to it, clicking :icon:`fa-cog`
   :guilabel:`Actions`, then :guilabel:`Delete`.
-
-.. tip::
-   Use the download button under the :guilabel:`Spreadsheet file` column to export a template in
-   JSON format. The file can be imported into another database.