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[IMP] documents: 19.0 updates
task-5079006 closes odoo/documentation#15070 Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
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Audrey (auva)
@@ -29,8 +29,8 @@ file or folder to move it to another folder or section.
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.. tip::
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- Use the :ref:`search bar <search/values>` to quickly find specific items.
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- The :doc:`chatter <discuss/chatter>` tracks changes to folders and files and allows
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communication with internal users and external contacts. Click the :icon:`fa-info-circle`
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(:guilabel:`Info & Tags`) button in the upper-right corner next to the view to access it.
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communication with internal users and external contacts. Open the :ref:`Details panel
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<documents/details-panel>` to access it.
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.. seealso::
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:doc:`Sign documentation <sign>`
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@@ -52,21 +52,26 @@ adjust this delay, go to :menuselection:`Documents --> Configuration --> Setting
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File centralization
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-------------------
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Enabling file centralization for a specific app automatically organizes all associated files into
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dedicated folders. To do so, go to :menuselection:`Documents --> Configuration --> Settings`. For
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example, enabling :guilabel:`Human Resources` makes HR documents automatically available in the
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:guilabel:`HR` folder, while documents related to Payroll are automatically available in the
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:guilabel:`Payroll` sub-folder. Select the desired folder from the dropdown list and select the
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:ref:`Tags <documents/tags>` to be added to the relevant files.
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File centralization allows for automatically organizing all files associated with a specific app
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into dedicated folders. It is enabled by default for each app upon installation. To disable file
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centralization, modify the default folder, or configure the tags to be added to the app-specific
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files, go to :menuselection:`Documents --> Configuration --> Settings`, and edit the relevant
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setting under the :guilabel:`File Centralization` section.
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.. tip::
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When centralizing accounting files, click :guilabel:`Journals` to configure specific
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sub-folders for individual journals.
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- File centralization cannot be disabled for :guilabel:`Accounting` documents. A sub-folder is
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automatically created for each journal type (e.g., Sales, Purchase, Bank, etc.), and the
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journal name is added as a tag on each document. Click :guilabel:`Journals` to edit the list of
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journals to synchronize and define their corresponding folders and tags.
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- For :guilabel:`Human Resources` files, a sub-folder is automatically created for each employee,
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and specific tags are added to the files based on the document type (e.g.,
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:guilabel:`Contracts`, :guilabel:`Payslips`, etc.). You can also create additional
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:guilabel:`Employee Subfolders` automatically by entering the desired folder names, separated
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by commas.
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.. note::
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- Changing the folder or tags does not affect existing files; the changes will apply only to
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newly created ones.
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- If file centralization is enabled for an app, deleting a record in that app moves its
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- Changing the folder or tags only affects new files; existing files remain unchanged.
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- When file centralization is enabled for an app, deleting a record in that app moves its
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attachments to the trash in the Documents app.
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.. _documents/folders:
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@@ -91,16 +96,8 @@ icon above the tree. The following options are available in the menu:
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- :icon:`fa-download` :guilabel:`Download`: Download the folder as a .zip file, including its files
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and sub-folders.
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- :icon:`fa-pencil-square-o` :guilabel:`Rename`: Modify the folder's name.
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- :icon:`fa-share-alt` :guilabel:`Share`: :ref:`Share the folder or manage its access rights
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- :icon:`fa-share-alt` :guilabel:`Share`: :ref:`Share the folder and manage its access rights
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<documents/access-rights>`.
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- :icon:`fa-external-link-square` :guilabel:`Add shortcut`: This option is only available for
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sub-folders and allows to create a shortcut to a sub-folder.
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- If you have editing permissions, the shortcut is created in the same folder.
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- If you don't have editing permissions, the shortcut appears in the :icon:`fa-hdd-o`
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:guilabel:`My Drive` section.
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You can then drag and drop it into the desired folder.
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- :icon:`fa-star-o` :guilabel:`Add star`: Mark a folder as a favorite for quicker access. This
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setting is user-specific and does not affect other users' workspaces. You can then use the
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:ref:`Starred filter <search/favorites>` to navigate to your favorite folders quickly.
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@@ -118,6 +115,20 @@ icon above the tree. The following options are available in the menu:
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Setting up automation rules requires activating :doc:`/applications/studio`, which may impact
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your `pricing plan <https://www.odoo.com/pricing>`_.
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- :guilabel:`AI Auto-sort`: Use Odoo AI to automatically organize the files in the folder and
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trigger actions based on the provided AI prompt. Add the corresponding actions for your prompt in
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the lower section of the popup. This option requires the **Odoo AI** app to be installed.
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.. tip::
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Switch to the list view to:
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- manage multiple folders at once.
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- :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet`
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one or multiple folders.
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- quickly execute actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`,
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etc. Hover over a folder line and click the corresponding icon at the end of the line to
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perform the desired action.
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.. _documents/documents:
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Files
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@@ -154,26 +165,25 @@ Managing files
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Several buttons are available in the top bar when opening a file:
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- the :icon:`fa-cog` :guilabel:`Actions` menu, which includes the options described below
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- :guilabel:`Share`: to :ref:`share the file or manage its access rights <documents/access-rights>`
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- :guilabel:`Share`: to :ref:`share the file and manage its access rights <documents/access-rights>`
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- :guilabel:`Download`
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- any :ref:`buttons defined for the folder <documents/folders>`
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The following options are available in the :icon:`fa-cog` :guilabel:`Actions` menu:
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- :icon:`fa-files-o` :guilabel:`Duplicate`: Create a copy of the file.
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- :icon:`fa-files-o` :guilabel:`Duplicate`: Create a copy of the file. In the popup, select or
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create the destination folder, then click :guilabel:`Duplicate in` *destination folder's name*.
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- :icon:`fa-trash` :guilabel:`Move to Trash`: Move the file to the :ref:`trash
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<documents/deletion-delay>`.
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- :icon:`fa-pencil-square-o` :guilabel:`Rename`
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- :icon:`fa-info-circle` :guilabel:`Info & tags`: View the file's :ref:`details
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<documents/details-panel>` and chatter.
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- :icon:`fa-sign-in` :guilabel:`Move`: Move the file to another folder. In the popup, select or
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create the destination folder, then click :guilabel:`Move to` *destination folder's name*.
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- :icon:`fa-external-link-square` :guilabel:`Create shortcut`: A shortcut is a pointer to a file,
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allowing access from multiple folders without duplicating the file.
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- If you have editing permissions, the shortcut is created in the same folder.
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- If you don't have editing permissions, the shortcut appears in the :icon:`fa-hdd-o`
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:guilabel:`My Drive` section.
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You can then drag and drop it into the desired folder.
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allowing access from multiple folders without duplicating the file. In the popup, select or
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create the destination folder, then click :guilabel:`Create a shortcut in` *destination
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folder's name*.
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- :icon:`fa-history` :guilabel:`Manage versions`: View all versions of the file in upload order,
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download a specific version, or upload a new one as needed.
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- :icon:`fa-lock` :guilabel:`Lock`: Protect the file from any modifications.
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@@ -182,8 +192,16 @@ The following options are available in the :icon:`fa-cog` :guilabel:`Actions` me
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- :icon:`fa-scissors` :guilabel:`Split PDF`: :ref:`Split a PDF file <documents/pdfs>`.
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.. tip::
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You can use folder-specific :ref:`email aliases <documents/email-aliases>` to automatically save
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files sent to the alias into the corresponding folder.
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- You can use folder-specific :ref:`email aliases <documents/email-aliases>` to automatically
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save files sent to the alias into the corresponding folder.
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- Switch to the list view to:
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- manage multiple files at once.
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- :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet`
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one or multiple files.
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- quickly perform actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`,
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etc. Hover over a file line and click the corresponding icon at the end of the line to
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perform the desired action.
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.. _documents/pdfs:
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@@ -258,9 +276,9 @@ To send a reminder email for all requested files, click the :icon:`fa-ellipsis-v
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Details panel
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=============
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To view a folder's or file's information and tags, select the folder or file, then click
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the :icon:`fa-cog` icon (for folders) or :icon:`fa-cog` :guilabel:`Actions` button (for
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files) and select :icon:`fa-info-circle` :guilabel:`Info & Tags`.
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To view a folder's or file's information and tags, select the folder or file, then click the
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:icon:`fa-cog` icon (for folders) or :icon:`fa-cog` :guilabel:`Actions` button (for files) and
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select :icon:`fa-info-circle` :guilabel:`Info & Tags`.
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.. tip::
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Alternatively, for folders, you can also click the :icon:`fa-info-circle`
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@@ -275,6 +293,7 @@ The details panel allows the following:
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required user from the dropdown list. The contact is a person who only has :guilabel:`Viewer`
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:ref:`access rights <documents/access-rights>` to the file or folder, e.g., an existing supplier
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in the database.
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- Access the :doc:`chatter </applications/essentials/activities>`.
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To close the details panel, click the :icon:`fa-remove` (:guilabel:`remove`) button in the
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upper-right corner.
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@@ -302,6 +321,10 @@ folder. To set up an email alias for a folder, follow these steps:
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#. Optionally, select the :ref:`Tags <documents/tags>` to automatically apply to the files
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created through the alias.
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.. note::
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Emails sent to the alias without attachments are converted into files, using the email subject as
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the file name.
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.. seealso::
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:doc:`/applications/general/email_communication/email_servers_inbound`
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@@ -337,8 +360,8 @@ desired record.
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.. _documents/access-rights:
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Share and access rights
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=======================
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Sharing and access rights
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=========================
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.. note::
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You can only share folders and files and edit their access rights if you have editing rights.
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@@ -349,10 +372,23 @@ Access rights can be set on:
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:guilabel:`Share`.
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- files: Open the file and click :guilabel:`Share` in the top bar.
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In the :guilabel:`Share` pop-up, click :guilabel:`Invite people` to grant access to specific users
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or contacts. Select their name from the dropdown menu or enter their email address in the
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:guilabel:`People` field, then set the :guilabel:`Role` field to :guilabel:`Viewer` or
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:guilabel:`Editor`.
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.. tip::
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Switch to the list view to share or manage the access rights of multiple filers or folders at
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once.
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To grant access to specific users or contacts, follow these steps:
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#. In the :icon:`fa-user-plus` (:guilabel:`Invite people`) field, select the users or contacts you
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want to grant access to from the dropdown menu or enter their email address.
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.. note::
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:guilabel:`Access through link` must be enabled first before granting access to external
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contacts.
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#. Set the :guilabel:`Role` field to :guilabel:`Viewer` or :guilabel:`Editor`.
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#. If desired, toggle the :guilabel:`Notify` switch off to avoid sending a notification email.
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#. Click :guilabel:`Share` to grant access (with or without a notification) or :guilabel:`Copy
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Links` to copy the sharing link to the clipboard.
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.. tip::
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To remove a permission or set an expiration date for it, hover the mouse over the relevant
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@@ -362,24 +398,38 @@ or contacts. Select their name from the dropdown menu or enter their email addre
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.. image:: documents/remove-permission.png
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:alt: Hover the mouse over a permission to reveal the buttons.
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To set :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Anyone with the
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link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to restrict access
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completely). For :guilabel:`Anyone with the link`, you can further specify whether the folder or
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file should be :guilabel:`Discoverable` (accessible through browsing) or require that users
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:guilabel:`Must have the link to access` it.
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To configure :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Access through
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link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to completely restrict
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access). For :guilabel:`Access through link`, you can also specify whether the folder or file should
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be :guilabel:`Discoverable` (i.e., accessible through browsing). Click :guilabel:`Save`
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to apply the changes, then :guilabel:`Copy Links` to copy the sharing link to the clipboard.
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.. note::
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- Public users :guilabel:`Must have the link to access` a folder or file on the portal when
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connecting for the first time.
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- Each folder and file URL includes the access rights that have been set for it. When you
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share a folder, the person you share it with is directed to a dedicated portal where they can
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view the files in that folder, excluding any with restricted access.
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.. tip::
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:doc:`Portal users </applications/general/users/portal>` can access folders and files they have
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- Each folder and file URL includes the access rights assigned to it. When you share a link to a
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folder, recipients are directed to a dedicated portal where they can view the files in that
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folder, excluding any with restricted access.
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- :doc:`Portal users </applications/general/users/portal>` can access folders and files they have
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permission to view or edit through the customer portal by clicking the :guilabel:`Documents`
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card.
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Managing files across apps
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==========================
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You can save files to or attach existing files in the Documents app from any record.
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- To save an attachment to the Documents app, hover over an attachment in the record's chatter
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and click the :icon:`fa-hdd-o` (:guilabel:`Add to Documents`) icon.
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- To attach a file to a record from the record's chatter, click the :guilabel:`Add from Documents`
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icon, select the desired file, and click :guilabel:`Add from Documents` to add the
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raw file, or :guilabel:`Paste Link(s)` to insert a link to the file (and preserve the document's
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:ref:`access rights <documents/access-rights>`).
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- To insert a file from Documents into the :doc:`Odoo rich-text editor
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</applications/essentials/html_editor>`, type `/file`, then select the desired file, and click
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:guilabel:`Add from Documents` to add the raw file, or :guilabel:`Paste Link(s)` to insert a link
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to the file (and preserve the document's :ref:`access rights <documents/access-rights>`).
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.. _documents/file-digitization:
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File digitization with AI
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