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[IMP] Documents: updating current doc
taskid-4213978
closes odoo/documentation#12939
X-original-commit: b68c16e831
Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
This commit is contained in:
Donatienne (dopi)
committed by
Audrey (auva)
Audrey (auva)
parent
226ce89756
commit
af75765a3b
@@ -200,33 +200,9 @@ activities that are :guilabel:`Late`, due :guilabel:`Today`, and scheduled in th
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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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.. tip::
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The option to :ref:`Request a Document <documents/request>` is available at the bottom of the
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list of all scheduled activities.
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.. _activities/types:
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@@ -273,27 +249,24 @@ 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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- :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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- :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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- :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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- :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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- :guilabel:`Folder`: Select a specific :ref:`folder <documents/folders>` to save a document to.
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This field **only** appears if :guilabel:`Upload Document` is selected for the :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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- :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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@@ -303,7 +276,7 @@ Activity Settings section
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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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- :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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Before Width: | Height: | Size: 21 KiB |
@@ -4,392 +4,388 @@ Documents
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**Odoo Documents** allows you to store, view, and manage files within Odoo.
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Folders and documents are organized into sections accessible from the tree on the left. The
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following sections are available:
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- :guilabel:`All`: displays all folders and files the user has access to.
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- :icon:`fa-building` :guilabel:`Company`: contains folders and files shared across the company.
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Access is determined by the :ref:`access rights <documents/access-rights>` defined for the folder
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and file.
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- :icon:`fa-hdd-o` :guilabel:`My Drive`: the user's personal workspace for organizing and accessing
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files and folders they own or have uploaded.
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- :icon:`fa-users` :guilabel:`Shared with me`: includes files that have been shared with the user
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but are not part of any parent folder they have access to.
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- :icon:`fa-clock-o` :guilabel:`Recent`: shows recently modified files the user has permission
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to view or edit.
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- :icon:`fa-trash` :guilabel:`Trash`: stores :ref:`deleted files and folders <documents/deletion-delay>`.
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Click a section in the tree to view its contents. Select a folder to open it, :ref:`manage it
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<documents/folders>`, and access its files.
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Click a file to open it and :ref:`take available actions <documents/documents>`. To close the file,
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press **Esc** or click the :icon:`fa-remove` (:guilabel:`close`) icon. You can also drag and drop a
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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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.. 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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:doc:`Sign documentation <sign>`
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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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.. _documents/deletion-delay:
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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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Deletion delay
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--------------
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By default, items moved to the trash remain there for 30 days before being permanently deleted. To
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adjust this delay, go to :menuselection:`Documents --> Configuration --> Settings` and edit the
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:guilabel:`Deletion delay (days)` field.
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.. _documents/file-centralization:
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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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.. 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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.. 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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- 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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attachments to the trash in the Documents app.
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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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.. _documents/folders:
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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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Folders
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=======
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.. _documents/workspaces:
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You can organize files in folders available in the :icon:`fa-building` :guilabel:`Company` or
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:icon:`fa-hdd-o` :guilabel:`My Drive` sections.
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Workspaces
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==========
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To create a folder, select the desired section in the tree, click :guilabel:`New`, and select
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:guilabel:`Folder`. In the pop-up, enter the folder's :guilabel:`Name` and click :guilabel:`Save`.
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To create a sub-folder, select the parent folder first, then follow the same steps.
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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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.. note::
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Some folders and sub-folders are created automatically based on the :ref:`file centralization
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settings <documents/file-centralization>`.
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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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To manage a folder or sub-folder, select it and click the :icon:`fa-cog` (:guilabel:`Actions`)
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icon above the tree. The following options are available in the menu:
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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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- :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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<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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- :icon:`fa-info-circle` :guilabel:`Info & Tags`: View the folder's :ref:`details
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<documents/details-panel>` and chatter.
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- :icon:`fa-trash` :guilabel:`Move to trash`: Move the folder and its content to the :ref:`trash
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<documents/deletion-delay>`.
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- :icon:`fa-cog` :guilabel:`Actions on Select`: Define the server actions that are available (as
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buttons) for the files in the folder. Click an action to add or remove it. Click
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:guilabel:`Add Custom Action` to :ref:`create a new one <reference/actions/server>`.
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- :icon:`fa-cog` :guilabel:`Automations`: Create :doc:`automation rules
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</applications/studio/automated_actions>`.
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.. important::
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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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.. _documents/documents:
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Files
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=====
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To upload a file, select the desired folder in the tree, click :guilabel:`New`, and select
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:guilabel:`Upload`.
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.. tip::
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- On Odoo Online databases, each uploaded file must not exceed 64MB.
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- You can also drag and drop a file from your computer to the desired folder within the Documents
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app.
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URL links
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---------
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To add a link to a URL (e.g., a video) and make it accessible from a folder, click :guilabel:`New`
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and select :guilabel:`Link`. Enter the :guilabel:`URL`, add a :guilabel:`Name`, and select the
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appropriate :guilabel:`Folder`.
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.. _documents/spreadsheet:
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Spreadsheets
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------------
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To create a spreadsheet, click :guilabel:`New` and select :guilabel:`Spreadsheet`.
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.. seealso::
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:doc:`Spreadsheet documentation <spreadsheet>`
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Managing files
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--------------
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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:`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-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-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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- :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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- :icon:`fa-link` :guilabel:`Copy Links`: Copy the file's URL for sharing. Access is controlled
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based on the file's :ref:`access rights <documents/access-rights>`.
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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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.. _documents/pdfs:
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Splitting and merging PDFs
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--------------------------
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To divide a PDF into individual or groups of pages, open the PDF, click the :icon:`fa-cog`
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:guilabel:`Actions` button, and select :icon:`fa-scissors` :guilabel:`Split PDF`. Click the
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:icon:`fa-scissors` (:guilabel:`scissors`) icon between pages to remove a split if needed, then
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click :guilabel:`Split` to confirm.
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.. image:: documents/split-pdf.png
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:alt: Split a PDF
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To merge PDF files, follow these steps:
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#. Navigate to the folder containing the files you want to merge.
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#. Hold down **Ctrl** and click the relevant files.
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#. Click the :icon:`fa-cog` :guilabel:`Actions` button and select :icon:`fa-scissors`
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:guilabel:`Merge PDFs`.
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#. If needed, click :guilabel:`Add file` to browse and select a PDF file from your computer.
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#. Click the :icon:`fa-scissors` (:guilabel:`scissors`) icon between the files.
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#. Click :guilabel:`Split` to merge them.
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.. note::
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The original PDFs are replaced by the merged version.
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.. tip::
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- Press **Shift + S** to add or remove all splits between pages.
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- To delete a specific page, select the page, then click :guilabel:`Delete`.
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.. _documents/request:
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Requesting files
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----------------
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Request files from users as a reminder for them to upload specific files. To do so, follow these
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steps:
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#. Click :guilabel:`New` and select :guilabel:`Request`.
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#. Enter a :guilabel:`Document Name` and select the person you're requesting it from in the
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:guilabel:`Request To` field.
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#. If needed, set a :guilabel:`Due Date In`, edit the :guilabel:`Folder` where the file should be
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added, add :guilabel:`Tags`, and write a :guilabel:`Message`.
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#. Click :guilabel:`Request`.
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A placeholder for the missing file is created in the selected folder. Once the file is available,
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click the placeholder to upload it.
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.. tip::
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You can also request a document from the :ref:`list of scheduled activities <activities/all>`.
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To see the list of all requested files, switch to the Activity view of the Documents app and go to
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the :guilabel:`Requested Document` column. Click a requested file's date to view its details.
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You can then:
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- Upload a file using the :icon:`fa-upload` (:guilabel:`upload`) button;
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- Edit the activity using the :icon:`fa-pencil` (:guilabel:`edit`) button;
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- Cancel the activity using the :icon:`fa-remove` (:guilabel:`cancel`) button;
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- Send a reminder email. Click :guilabel:`Preview` to preview the content of the reminder email
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if needed, then :guilabel:`Send Now`.
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To send a reminder email for all requested files, click the :icon:`fa-ellipsis-v`
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(:guilabel:`ellipsis`) icon in the :guilabel:`Requested Document` column and select
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:guilabel:`Document Request: Reminder`.
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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/details-panel:
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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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.. tip::
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Alternatively, for folders, you can also click the :icon:`fa-info-circle`
|
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(:guilabel:`Info & Tags`) button in the upper-right corner next to the view icons.
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The details panel allows the following:
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- Change the file's folder or the folder's name.
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- View the file's or folder's size and the folder's item count.
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- Change the file's or folder's owner and contact. By default, the person who creates a file or
|
||||
folder is set as its owner and granted full access rights to it. To change it, select the
|
||||
required user from the dropdown list. The contact is a person who only has :guilabel:`Viewer`
|
||||
:ref:`access rights <documents/access-rights>` to the file or folder, e.g., an existing supplier
|
||||
in the database.
|
||||
|
||||
To close the details panel, click the :icon:`fa-remove` (:guilabel:`remove`) button in the
|
||||
upper-right corner.
|
||||
|
||||
.. note::
|
||||
To view a file from their user profile, a user must be set as the contact and have at least
|
||||
:guilabel:`Viewer` :ref:`access <documents/access-rights>`.
|
||||
|
||||
.. _documents/email-aliases:
|
||||
|
||||
Email aliases
|
||||
-------------
|
||||
|
||||
You can use an email alias to automatically save files sent to the email alias into a specific
|
||||
folder. To set up an email alias for a folder, follow these steps:
|
||||
|
||||
#. Make sure a :ref:`custom alias domain <email-inbound-custom-domain>` is configured in the
|
||||
:guilabel:`General Settings`.
|
||||
#. Select the folder where files should be saved.
|
||||
#. Click the :icon:`fa-info-circle` (:guilabel:`Info & Tags`) in the upper-right corner next to the
|
||||
view icons.
|
||||
#. In the details panel, enter the desired email alias.
|
||||
#. Optionally, specify an :guilabel:`Activity type` and assignee to create an :doc:`activity
|
||||
</applications/essentials/activities>` when a file is received via the alias.
|
||||
#. Optionally, select the :ref:`Tags <documents/tags>` to automatically apply to the files
|
||||
created through the alias.
|
||||
|
||||
.. seealso::
|
||||
:doc:`/applications/general/email_communication/email_servers_inbound`
|
||||
|
||||
.. _documents/tags:
|
||||
|
||||
Tags
|
||||
----
|
||||
|
||||
Tags are used within workspaces to add a level of differentiation between documents. They are
|
||||
organized per category, and filters can be used to sort them.
|
||||
Tags help organize and categorize files, making it easier to search and filter them.
|
||||
To configure tags for files, go to :menuselection:`Documents --> Configuration --> Tags`. Click
|
||||
:guilabel:`New` to create a new tag. Enter the :guilabel:`Tag Name`, select a :guilabel:`Color`, and
|
||||
optionally add a :guilabel:`Tooltip` that appears when hovering over the tag.
|
||||
|
||||
From the :guilabel:`Tags` tab, click :guilabel:`Add a line`, create the :guilabel:`Tag Category`,
|
||||
and :guilabel:`Name` your tags.
|
||||
To add tags to a file, open the file, click the :icon:`fa-cog` :guilabel:`Actions`, select
|
||||
:icon:`fa-info-circle` :guilabel:`Info & Tags`, and then, in the details panel, select a tag from
|
||||
the :guilabel:`Tags` dropdown menu (identifiable by its placeholder :guilabel:`Add tags`).
|
||||
|
||||
.. note::
|
||||
- The tags of a parent workspace apply to the child workspaces automatically;
|
||||
- Tags can be created and modified by going to :menuselection:`Documents --> Configuration -->
|
||||
Tags`;
|
||||
- Tags can also be created or edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon on
|
||||
the left panel;
|
||||
- An :ref:`email alias <documents/upload>` can be used to automatically send received documents
|
||||
to a specific workspace based on the tag assigned.
|
||||
:ref:`Alias tags <documents/email-aliases>` can also be used to automatically apply tags to
|
||||
files created through the alias.
|
||||
|
||||
Linked files
|
||||
------------
|
||||
|
||||
To link the file to a specific record, select the appropriate model from the :guilabel:`Linked to`
|
||||
dropdown menu (identifiable by its placeholder :guilabel:`No linked model`), then select the
|
||||
desired record.
|
||||
|
||||
.. note::
|
||||
If :ref:`file centralization <documents/file-centralization>` is enabled for a specific app,
|
||||
adding a file to the Documents app by uploading an attachment automatically adds the
|
||||
corresponding record in the :guilabel:`Linked to field` of the file.
|
||||
|
||||
.. _documents/access-rights:
|
||||
|
||||
Access rights
|
||||
-------------
|
||||
|
||||
To manage your workspace access rights, go to the :guilabel:`Access Rights` tab. You can add
|
||||
:guilabel:`Write Groups` that can view, create, and edit the workspace's documents. You can also add
|
||||
:guilabel:`Read Groups` that only view the workspace's documents.
|
||||
|
||||
.. tip::
|
||||
Enable :guilabel:`Own Documents Only` to limit :guilabel:`Read Groups` and
|
||||
:guilabel:`Write Groups` to the documents of which they are owner.
|
||||
|
||||
.. _documents/description:
|
||||
|
||||
Description
|
||||
-----------
|
||||
|
||||
You can add descriptive information to your workspace by going to the :guilabel:`Description` tab.
|
||||
Share and access rights
|
||||
=======================
|
||||
|
||||
.. note::
|
||||
Workspaces can also be created and edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon
|
||||
on the left panel.
|
||||
You can only share folders and files and edit their access rights if you have editing rights.
|
||||
|
||||
.. _documents/management:
|
||||
Access rights can be set on:
|
||||
|
||||
Documents management
|
||||
====================
|
||||
- folders: Select the folder, click the :icon:`fa-cog` (:guilabel:`gear`) icon, and select
|
||||
:guilabel:`Share`.
|
||||
- files: Open the file and click :guilabel:`Share` in the top bar.
|
||||
|
||||
When selecting or opening a document, the right panel displays different options, including, for
|
||||
example:
|
||||
In the :guilabel:`Share` pop-up, click :guilabel:`Invite people` to grant access to specific users
|
||||
or contacts. Select their name from the dropdown menu or enter their email address in the
|
||||
:guilabel:`People` field, then set the :guilabel:`Role` field to :guilabel:`Viewer` or
|
||||
:guilabel:`Editor`.
|
||||
|
||||
- :icon:`fa-download` (:guilabel:`Download`);
|
||||
- :icon:`fa-share-alt` (:guilabel:`Share this selection`): a share URL is copied to your clipboard;
|
||||
- :icon:`fa-retweet` (:guilabel:`Replace`): select a new file to replace the existing one. Scroll
|
||||
down to the bottom of the right panel to see the :guilabel:`History` and :guilabel:`restore`,
|
||||
:guilabel:`download`, or :guilabel:`delete` the document;
|
||||
- :icon:`fa-unlock` (:guilabel:`Lock`);
|
||||
- :icon:`fa-scissors` (:ref:`Split <documents/split>`);
|
||||
- :icon:`fa-comments` (:guilabel:`Open chatter`).
|
||||
.. tip::
|
||||
To remove a permission or set an expiration date for it, hover the mouse over the relevant
|
||||
contact and click the :icon:`fa-remove` (:guilabel:`remove`) or :icon:`fa-calendar`
|
||||
(:guilabel:`calendar`) button, respectively.
|
||||
|
||||
To modify the name of your file, edit the :guilabel:`Name` field. Click the :icon:`fa-trash`
|
||||
(:guilabel:`Move to trash`) icon to delete your document.
|
||||
.. image:: documents/remove-permission.png
|
||||
:alt: Hover the mouse over a permission to reveal the buttons.
|
||||
|
||||
To set :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Anyone with the
|
||||
link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to restrict access
|
||||
completely). For :guilabel:`Anyone with the link`, you can further specify whether the folder or
|
||||
file should be :guilabel:`Discoverable` (accessible through browsing) or require that users
|
||||
:guilabel:`Must have the link to access` it.
|
||||
|
||||
.. note::
|
||||
Items moved to the trash are kept for 30 days in the :icon:`fa-trash` :guilabel:`Trash`
|
||||
workspace, after which they are permanently deleted.
|
||||
|
||||
A :guilabel:`Contact` or an :guilabel:`Owner` can be assigned. You can also modify the related
|
||||
:guilabel:`Workspace` and add :guilabel:`Tags`.
|
||||
|
||||
.. note::
|
||||
- The :guilabel:`Contact` is a person related to the document who only has read
|
||||
:ref:`access rights <documents/access-rights>` to the document, e.g., an existing supplier in
|
||||
your database;
|
||||
- The creator of a document is automatically assigned as its :guilabel:`Owner` and is granted
|
||||
full access rights to it. To replace the owner of a document, select the required user from the
|
||||
dropdown list in the :guilabel:`Owner` field.
|
||||
- Public users :guilabel:`Must have the link to access` a folder or file on the portal when
|
||||
connecting for the first time.
|
||||
- Each folder and file URL includes the access rights that have been set for it. When you
|
||||
share a folder, the person you share it with is directed to a dedicated portal where they can
|
||||
view the files in that folder, excluding any with restricted access.
|
||||
|
||||
.. tip::
|
||||
An employee must be a user and the owner of a document to view it in **My Profile**.
|
||||
:doc:`Portal users </applications/general/users/portal>` can access folders and files they have
|
||||
permission to view or edit through the customer portal by clicking the :guilabel:`Documents`
|
||||
card.
|
||||
|
||||
Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
|
||||
panel, depending on the workspace where your document is stored.
|
||||
File digitization with AI
|
||||
=========================
|
||||
|
||||
.. _documents/split:
|
||||
|
||||
Split PDF documents
|
||||
-------------------
|
||||
|
||||
Select the PDF you want to split, and click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. A
|
||||
new view displays all the pages of the document.
|
||||
|
||||
By default, all pages are split when you click :guilabel:`Split`. To remove a split between two
|
||||
pages, click the :icon:`fa-scissors` (:guilabel:`scissors`) icon.
|
||||
|
||||
.. image:: documents/split-pdf.png
|
||||
:alt: split your documents
|
||||
|
||||
.. tip::
|
||||
To merge documents from your dashboard, select them and click the :icon:`fa-scissors`
|
||||
(:guilabel:`scissors`) icon. Click on the scissors between the two documents and click
|
||||
:guilabel:`Split` to merge the documents.
|
||||
|
||||
Additional features
|
||||
-------------------
|
||||
|
||||
Select a workspace and click the :guilabel:`New` button to access additional features:
|
||||
|
||||
Upload
|
||||
~~~~~~
|
||||
|
||||
You can upload any file (max 64MB per file on Odoo Online) to your **Documents** app. Select the
|
||||
workspace where you want to upload your file, click the :guilabel:`New` button, then
|
||||
:icon:`fa-upload` :guilabel:`Upload`.
|
||||
|
||||
Request
|
||||
~~~~~~~
|
||||
|
||||
You can request files and organize them as documents to remind users to download them.
|
||||
|
||||
Select the workspace where the file should be stored, click the :guilabel:`New` button, then
|
||||
:icon:`fa-paper-plane-o` :guilabel:`Request`. Add the :guilabel:`Document Name` and select the
|
||||
person you need it from in the :guilabel:`Request To` field. You can also fill in the
|
||||
:guilabel:`Due Date In`, confirm the :guilabel:`Workspace` the document should belong to, and add
|
||||
:guilabel:`Tags` and a :guilabel:`Message`. Then, click :guilabel:`Request`. A placeholder for the
|
||||
missing document is created in the workspace.
|
||||
|
||||
When your document is available, click the placeholder to upload it.
|
||||
|
||||
You can see all missing documents by going to the **Activity** view and the :guilabel:`Requested
|
||||
Document` column.
|
||||
|
||||
.. tip::
|
||||
From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are
|
||||
expecting a document. Go to the :guilabel:`Requested Document` column and click the
|
||||
:icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) icon, and :guilabel:`Document Request: Reminder`.
|
||||
Click on a date to see the details of a specific request. You can update it by clicking on the
|
||||
:icon:`fa-pencil` (:guilabel:`pen`) icon, :guilabel:`Preview` the content of the reminder email,
|
||||
or :guilabel:`Send Now` to send a reminder email.
|
||||
|
||||
.. image:: documents/reminder-email.png
|
||||
:alt: send a reminder email from the Activity view
|
||||
|
||||
.. _documents/add-a-link:
|
||||
|
||||
Link
|
||||
~~~~
|
||||
|
||||
To add a link to your documents dashboard, click :icon:`fa-link` :guilabel:`Link`, enter the
|
||||
:guilabel:`URL`, and :guilabel:`Name` it.
|
||||
|
||||
.. _documents/documents/spreadsheet:
|
||||
|
||||
Spreadsheet
|
||||
~~~~~~~~~~~
|
||||
|
||||
To create a new :doc:`spreadsheet <spreadsheet>`, select the workspace where the file should be
|
||||
stored, click the :guilabel:`New` button, then :guilabel:`Spreadsheet`. You can create a
|
||||
:guilabel:`Blank spreadsheet` or select an :doc:`existing template <spreadsheet/templates>` to use.
|
||||
|
||||
Share
|
||||
-----
|
||||
|
||||
You can make a document or a workspace accessible to anyone by sharing a URL.
|
||||
|
||||
Share a document
|
||||
~~~~~~~~~~~~~~~~
|
||||
|
||||
To generate a **share link** to a document, select the document and click the :guilabel:`Share`
|
||||
button.
|
||||
|
||||
In the pop-up, you can :guilabel:`Name` the share link, set a validity date by filling in the
|
||||
:guilabel:`Valid Until` field, and if you own more than one site, select the :guilabel:`Website` you
|
||||
want so the right domain name is reflected in the URL.
|
||||
|
||||
Click :guilabel:`Copy Link & Close` to copy the URL to your clipboard.
|
||||
|
||||
.. tip::
|
||||
You can also generate a share URL by selecting the document, going to the right panel, and
|
||||
clicking the :icon:`fa-share-alt` (:guilabel:`Share this selection`) icon.
|
||||
|
||||
Share a workspace
|
||||
~~~~~~~~~~~~~~~~~
|
||||
|
||||
You can share a link to a workspace and allow users to :guilabel:`Download` its content or
|
||||
:guilabel:`Download and Upload` files to it.
|
||||
|
||||
To do so, go to the left column of your dashboard and select the workspace you want to share. You
|
||||
can also choose one or more tags that will be automatically added to the uploaded documents. Then,
|
||||
click the :guilabel:`Share` button.
|
||||
|
||||
In the pop-up, a share :guilabel:`URL` you can :guilabel:`Copy` is displayed. You can
|
||||
:guilabel:`Name` your share link and set a validity date by filling in the :guilabel:`Valid Until`
|
||||
field. If you own more than one site, select the :guilabel:`Website` you want so the share link
|
||||
reflects the right domain name.
|
||||
|
||||
.. Note::
|
||||
- The links added to your workspace using the :ref:`Link <documents/add-a-link>` option cannot be
|
||||
shared and are, therefore, excluded.
|
||||
- When tags are applied to a shared workspace, users can exclusively access the documents
|
||||
associated with those tags.
|
||||
|
||||
.. _documents/upload:
|
||||
|
||||
Files upload
|
||||
************
|
||||
|
||||
Toggle the :guilabel:`Allow upload` switch to allow users to upload files to your workspace.
|
||||
|
||||
Tick the :guilabel:`Upload by Email` checkbox to enable users to upload documents sent by email in
|
||||
the workspace.
|
||||
|
||||
Enter an alias in the :guilabel:`Email Alias` field. All documents sent to this email address are
|
||||
uploaded to the workspace using the chosen tags.
|
||||
|
||||
.. note::
|
||||
- You need to have an alias domain set to be able to upload documents by email. If it isn't
|
||||
existing yet, click :guilabel:`Choose or Configure Email Servers` and create an
|
||||
:ref:`alias domain <email-outbound-alias-domain>`.
|
||||
- By default, the :guilabel:`Document Owner` is the person who uploads a file to a workspace, but
|
||||
you can select another user. You can also set a :guilabel:`Contact`, usually an external
|
||||
person, such as a partner.
|
||||
- Enable :guilabel:`Create a new activity` to automatically create an activity when a document is
|
||||
uploaded. Select the :guilabel:`Activity type` from the dropdown list and set the
|
||||
:guilabel:`Due Date In` field. You can also add a :guilabel:`Summary` and a
|
||||
:guilabel:`Responsible` person assigned to the activity.
|
||||
|
||||
.. tip::
|
||||
Go to :menuselection:`Configuration --> Share & Emails` to see and manage your share links.
|
||||
Select a line and click :guilabel:`Delete` to disable the URL. People who have received this
|
||||
link will no longer be able to access the document(s) or workspace.
|
||||
|
||||
.. _documents/workflow-actions:
|
||||
|
||||
Workflow actions
|
||||
================
|
||||
|
||||
Workflow actions help manage documents and overall business operations. These are automated actions
|
||||
that can be created and customized for each workspace. With a single click you can, for example,
|
||||
create, move, sign, add tags to a document, and process bills.
|
||||
|
||||
When a document meets the set criteria, these workflow actions appear on the right panel.
|
||||
|
||||
Create workflow actions
|
||||
-----------------------
|
||||
|
||||
To update an existing workflow action or create a new one, go to :menuselection:`Documents -->
|
||||
Configuration --> Actions` and click :guilabel:`New`.
|
||||
|
||||
.. note::
|
||||
An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected.
|
||||
|
||||
Set the conditions
|
||||
------------------
|
||||
|
||||
Define the :guilabel:`Action Name` and then set the conditions that trigger the appearance of the
|
||||
action button on the right-side panel when selecting a file.
|
||||
|
||||
There are three basic types of conditions you can set:
|
||||
|
||||
#. :guilabel:`Tags`: you can use the :guilabel:`Contains` and :guilabel:`Does not contain`
|
||||
conditions, meaning the files *must have* or *must not have* the tags set here;
|
||||
|
||||
#. :guilabel:`Contact`: the files must be associated with the contact set here;
|
||||
|
||||
#. :guilabel:`Owner`: the files must be associated with the owner set here.
|
||||
|
||||
.. image:: documents/basic-condition-example.png
|
||||
:alt: Example of a workflow action's basic condition in Odoo Documents
|
||||
|
||||
.. tip::
|
||||
If you do not set any conditions, the action button appears for all files inside the selected
|
||||
workspace.
|
||||
|
||||
Advanced condition type: domain
|
||||
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
|
||||
|
||||
.. important::
|
||||
It is recommended to have some knowledge of Odoo development to configure *Domain* filters
|
||||
properly.
|
||||
|
||||
The :ref:`developer mode <developer-mode>` needs to be activated to enable the :guilabel:`Domain`
|
||||
:guilabel:`Condition type`. Once done, click :guilabel:`New Rule`.
|
||||
|
||||
To create a rule, you typically select a :guilabel:`field`, an :guilabel:`operator`, and a
|
||||
:guilabel:`value`. For example, if you want to add a workflow action to all the PDF files inside a
|
||||
workspace, set the :guilabel:`field` to *Mime Type*, the :guilabel:`operator` to *contains*, and the
|
||||
pdf :guilabel:`value`.
|
||||
|
||||
.. image:: documents/domain-condition-example.png
|
||||
:alt: Example of a workflow action's domain condition in Odoo Documents
|
||||
|
||||
Click the :icon:`fa-plus` (:guilabel:`Add New Rule`) icon and the :icon:`fa-sitemap`
|
||||
(:guilabel:`Add branch`) icon to add conditions and sub-conditions. You can then specify if your
|
||||
rule should match :guilabel:`all` or :guilabel:`any` conditions. You can also edit the rule directly
|
||||
using the :guilabel:`Code editor`.
|
||||
|
||||
Configure the actions
|
||||
---------------------
|
||||
|
||||
Go to the :guilabel:`Actions` section to set up your action. You can simultaneously:
|
||||
|
||||
- **Move to Workspace**: move the file to any workspace;
|
||||
- **Create**: create one of the following items attached to the file in your database:
|
||||
|
||||
- **Link to record**: create a link between a document and a record from a specific model;
|
||||
- **Product template**: create a product you can edit directly;
|
||||
- **Task**: create a Project task you can edit directly;
|
||||
- **Signature PDF template**: create a new Sign template to send out;
|
||||
- **PDF to sign**: create a Sign template to sign directly;
|
||||
- **Applicant**: create a new HR application you can edit directly;
|
||||
- **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file
|
||||
content;
|
||||
- **Customer invoice**: create an invoice using OCR and AI to scrape information from the file;
|
||||
- **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information
|
||||
from the file;
|
||||
- **Credit note**: create a customer credit note using OCR and AI to scrape information from the
|
||||
file;
|
||||
- **Miscellaneous Operations**: create an entry in the Miscellaneous Operations journal;
|
||||
- **Bank Statement**: import a bank statement;
|
||||
- **Purchase Receipt**: create a vendor receipt;
|
||||
- **Expense**: create an HR expense.
|
||||
|
||||
- **Set Contact**: add a contact to the file, or replace an existing contact with a new one;
|
||||
- **Set Owner**: add an owner to the file, or replace an existing owner with a new one;
|
||||
- **Set Tags**: add, remove, and replace any number of tags.
|
||||
|
||||
To set up activities related to your actions, go to the :guilabel:`Activities` section:
|
||||
|
||||
- **Activities - Mark all as Done**: mark all activities linked to the file as done;
|
||||
- **Activities - Schedule Activity**: create a new activity linked to the file as configured in
|
||||
the action. You can choose to set the activity on the document owner.
|
||||
|
||||
Digitize documents with AI and optical character recognition (OCR)
|
||||
==================================================================
|
||||
|
||||
Documents available in the Finance workspace can be digitized. Select the document to digitize,
|
||||
click :guilabel:`Create Vendor Bill`, :guilabel:`Create Customer Invoice`, or
|
||||
:guilabel:`Create Customer Credit Note`, and then click :guilabel:`Send for Digitization`.
|
||||
Files available in the Finance folder can be digitized. Select the file, click :guilabel:`Create
|
||||
Vendor Bill`, :guilabel:`Create Customer Invoice`, or :guilabel:`Create Customer Credit Note`,
|
||||
then click :guilabel:`Send for Digitization`.
|
||||
|
||||
.. seealso::
|
||||
:doc:`AI-powered document digitization <../finance/accounting/vendor_bills/invoice_digitization>`
|
||||
|
||||
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@@ -15,9 +15,8 @@ Create a template
|
||||
=================
|
||||
|
||||
Any spreadsheet can be saved as a template. Open the relevant spreadsheet or :ref:`create a new one
|
||||
<documents/documents/spreadsheet>`. From the menu bar, click :menuselection:`File -->
|
||||
Save as template`. Modify the default :guilabel:`Template Name` if needed and click
|
||||
:guilabel:`Confirm`.
|
||||
<documents/spreadsheet>`. From the menu bar, click :menuselection:`File --> 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
|
||||
|
||||
Reference in New Issue
Block a user