[IMP] documents: update and improve the docuemnts doc page

ID: 2899532

content/applications/finance/documents.rst

@@ -8,116 +8,196 @@ You can upload any type of file (max 64MB per file on Odoo Online/SaaS), and org
 various workspaces.
 
 .. seealso::
-   - `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
+  - `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
+  - `Odoo Tutorials: Documents basics <https://www.odoo.com/slides/slide/documents-basics-674>`_
+  - `Odoo Tutorials: Using Documents with your Accounting App <https://www.odoo.com/slides/slide/using-documents-with-your-accounting-app-675?fullscreen=1#>`_
+
+Configuration
+=============
+
+By going to :menuselection:`Configuration --> Settings`, you can enable the centralization of files
+attached to a specific area of your activity. For example, by ticking :guilabel:`Human Resources`,
+your HR documents are automatically available in the HR workspace, while documents related to
+Payroll are automatically available in the sub workspace Payroll. This can be updated by changing
+the value in the dropdown menu. The external link allows you to edit the selected workspace.
+
+.. image:: documents/files-centralization.png
+  :align: center
+  :alt: Enable the centralization of files attached to a specific area of your activity.
+
+.. note::
+  If you enable the centralization of your accounting files and documents, it is necessary to click
+  on :guilabel:`Journals` and define each journal independently to allow automatic synchronization.
+
+Workspaces
+==========
+
+Workspaces are defined by hierarchical folders having their own set of tags and actions. By-default
+workspaces exist, but you can create your own by going to
+:menuselection:`Configuration --> Workspaces` and clicking on :guilabel:`CREATE`.
+
+.. note::
+  :guilabel:`Sub-workspaces` can also be created, edited, or deleted by clicking on the
+  :guilabel:`gear icon` on the main page' left menu in the Documents app.
+
+Tags
+====
+
+Tags are used within the workspaces to add a level of differentiation between documents. They are
+organized per category and filters can be used  to sort them. Tags can be created and modified by
+going to :menuselection:`Configuration --> Tags`.
+
+.. note::
+  - The tags of a parent workspace apply to the child workspaces automatically.
+  - Tags can also be created, edited or deleted, by clicking on the :guilabel:`gear icon`, on the
+    left menu.
+
+Documents Management
+====================
+
+When clicking on a specific document, the right panel displays the options that are available for
+your document. On the top, you can click on the small icons to :guilabel:`Download`,
+:guilabel:`Share this selection`, :guilabel:`Replace`, :guilabel:`Lock` or :guilabel:`Split`. It is
+also possible to :guilabel:`Open chatter` or :guilabel:`Archive` the document.
+
+.. image:: documents/right-panel-options.png
+  :align: center
+  :alt: right panel options
+
+.. note::
+   The :guilabel:`Open chatter` option allows to :guilabel:`Send Message` (to everyone following the
+   document), to :guilabel:`Log Note`, or to :guilabel:`Schedule activity`. You can also
+   :guilabel:`Attach files`, :guilabel:`Follow/Unfollow` the document or show followers.
+
+The name of your file can be edited in the :guilabel:`Document` box. A :guilabel:`Contact` or an
+:guilabel:`Owner` can also be assigned to your document. The related :guilabel:`Workspace` can be
+modified and you have the possibility to add :guilabel:`Tags`.
+
+.. image:: documents/right-panel-options-2.png
+  :align: center
+  :alt: right panel options
+
+Finally, different :guilabel:`Actions` are available at the bottom of the right panel, depending on
+the workspace where your document is stored.
+
+.. image:: documents/right-panel-options.png
+  :align: center
+  :alt: right panel actions
 
 Workflow actions
 ================
 
-Workflow actions are automated actions you can create and customize at the level of each
-workspace. They appear next to a file whenever it meets the criteria you set. That way you can,
-for example, add tags to a file or move it to another workspace with a single click. Workflow
-actions help you streamline the management of your documents and your overall business operations.
+For each workspace, it is possible to configure specific workflow actions that are automated actions
+that can be created and customized at the level of each workspace. Ie: create documents, process
+bills, sign, organize files, etc.
+
+They appear on the right panel when it meets the criteria you set. That way, you can, for example,
+add tags to a file or move it to another workspace with a single click. Workflow actions help you
+streamline the management of your documents and your overall business operations.
 
 Create workflow actions
 -----------------------
 
 To create workflow actions, go to :menuselection:`Documents --> Configuration --> Workspaces` and
-select the workspace where the action should apply. Click on the *Actions* smart button, and then
-on *Create*.
+select the workspace where the action should apply. Click on the :guilabel:`Actions` smart button,
+and then on :guilabel:`Create`.
 
 .. image:: documents/access-workflow-actions.png
-   :align: center
-   :alt: Workflow actions smart button in Odoo Documents
+  :align: center
+  :alt: Workflow actions smart button in Odoo Documents
 
 .. note::
-   An action applies to all *Child Workspaces* under the *Parent Workspace* you selected.
+  An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you
+  selected.
 
 .. tip::
-   If you use the :ref:`developer mode <developer-mode>`, you can directly access all your actions
-   by going to :menuselection:`Documents --> Configuration --> Actions`.
+  You can directly access all your actions by going to :menuselection:`Documents --> Configuration
+  --> Actions`.
 
 Set the conditions
 ------------------
 
-After naming your workflow action, you can set the conditions that trigger the appearance of the
-action button on the right-side panel when selecting a file.
+You can :guilabel:`Create` a new :guilabel:`Action` or edit an existing one. You can define the
+:guilabel:`Action Name` and then set the conditions that trigger the appearance of the
+:guilabel:`action button` on the right-side panel when selecting a file.
 
 There are three basic types of conditions you can set:
 
-#. **Tags**: you can both use the *Contains* and *Does not contain* conditions, meaning the files
-   *must have* or *mustn't have* the tags set here.
+#. :guilabel:`Tags`: you can both use the :guilabel:`Contains` and :guilabel:`Does not contain`
+   conditions, meaning the files *must have* or *mustn't have* the tags set here.
 
-#. **Contact**: the files must be associated with the contact set here.
+#. :guilabel:`Contact`: the files must be associated with the contact set here.
 
-#. **Owner**: the files must be associated with the owner set here.
+#. :guilabel:`Owner`: the files must be associated with the owner set here.
 
 .. image:: documents/basic-condition-example.png
-   :align: center
-   :alt: Example of a workflow action's basic condition in Odoo Documents
+  :align: center
+  :alt: Example of a workflow action's basic condition in Odoo Documents
 
 .. tip::
-   If you don't set any conditions, the action button appears for all files located inside the
-   selected workspace.
+  If you don't set any conditions, the action button appears for all files located inside the
+  selected workspace.
 
 Advanced condition type: domain
 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
 .. important::
-   It is recommended to have some knowledge of Odoo development to properly configure *Domain*
-   filters.
+  It is recommended to have some knowledge of Odoo development to properly configure
+  :guilabel:`Domain` filters.
 
-To access the *Domain* condition, the :ref:`developer mode <developer-mode>` needs to be activated.
-Once that's done, select the *Domain* condition type, and click on *Add Filter*.
+To access the :guilabel:`Domain` condition, the :ref:`developer mode <developer-mode>` needs to be
+activated. Once it is done, select the :guilabel:`Domain` condition type, and click on
+:guilabel:`Add Filter`.
 
-.. image:: documents/activate-domain-condition.png
-   :align: center
-   :alt: Activating the domain condition type in Odoo Documents
+To create a rule, 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
+:guilabel:`value` to *pdf*.
 
-To create a rule, you typically select a field, an operator, and a value. For example, if you want
-to add a workflow action to all the PDF files inside a workspace, set the field to *Mime Type*, the
-operator to *contains*, and the value to *pdf*.
+Click on :guilabel:`Add node` (plus-circle icon) and :guilabel:`Add branch` (ellipsis icon) to add
+conditions and sub-conditions.
 
 .. image:: documents/domain-condition-example.png
-   :align: center
-   :alt: Example of a workflow action's domain condition in Odoo Documents
+  :align: center
+  :alt: Example of a workflow action's domain condition in Odoo Documents
 
-Click on *Add node* (plus-circle icon) and *Add branch* (ellipsis icon) to add conditions and
-sub-conditions. You can then specify if your rule should match *ALL* or *ANY* conditions. You can
-also edit the rule directly using the *Code editor*.
-
-.. image:: documents/use-domain-condition.png
-   :align: center
-   :alt: Add a node or a branch to a workflow action's condition in Odoo Documents
+You can also specify if your rule should match :guilabel:`ALL` or :guilabel:`ANY` conditions and you
+can edit the rule using the :guilabel:`Code editor`.
 
 Configure the actions
 ---------------------
 
-Select the *Actions* tab to set up your action. You can simultaneously:
+Select the :guilabel:`Actions` tab to set up your action. You can simultaneously:
 
 - **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.
 - **Move to Workspace**: move the file to any workspace.
 - **Create**: create one of the following items attached to the file in your database:
 
-   - **Product template**: create a product you can edit directly.
-   - **Task**: create a Project task you can edit directly.
-   - **Signature request**: create a new Sign template to send out.
-   - **Sign directly**: create a Sign template to sign directly.
-   - **Vendor bill**: create a vendor bill using OCR and AI to scrape information from the file
-     content.
-   - **Customer invoice**: create a customer 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.
-   - **Applicant**: create a new HR application you can edit directly.
+  - :guilabel:`Link to record`
+  - :guilabel:`Product template`: create a product you can edit directly.
+  - :guilabel:`Task`: create a Project task you can edit directly.
+  - :guilabel:`Signature PDF Template`: : open PDF in Sign to create a template.
+  - :guilabel:`PDF to sign`: open PDF in Sign to create a template.
+  - :guilabel:`Applicant`: create a new HR application you can edit directly.
+  - :guilabel:`Vendor bill`: create a vendor bill using OCR and AI to scrape information from the file content.
+  - :guilabel:`Customer invoice`: create a customer invoice using OCR and AI to scrape information from the file.
+  - :guilabel:`Vendor credit note`: create a vendor credit note using OCR and AI to scrape information from the file.
+  - :guilabel:`Credit note`: create a customer credit note using OCR and AI to scrape information from the file.
 
-- **Set Tags**: add, remove, and replace any number of tags.
-- **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.
+- **Set Tags**: add, replace by or remove any number of tags.
 
-.. image:: documents/workflow-action-example.png
-   :align: center
-   :alt: Example of a workflow action Odoo Documents
+In the :guilabel:`Activities` section, you can decide to:
+
+- :guilabel:`Mark all as Done`: mark all activities linked to the file as done.
+- :guilabel:`Schedule Activity`: create a new activity linked to the file as configured in the action.
+
+Digitize documents with OCR and Artificial Intelligence
+=======================================================
+
+Documents available in the Finance workspace can be digitized. Select the document you want to
+digitize, click on :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice` or
+:guilabel:`Create credit note`, and then click on :guilabel:`Send for Digitization`.
+
+.. seealso::
+  - `AI-powered document digitization <https://www.odoo.com/documentation/15.0/applications/finance/accounting/payables/supplier_bills/invoice_digitization.html>`_

content/applications/general/email_communication/email_servers.rst

@@ -1,210 +1,240 @@
 ====================================================
-Send and receive emails in Odoo with an email server
+Send and Receive Emails in Odoo with an Email Server
 ====================================================
 
-Odoo Online or Odoo.sh users
-============================
+If you are a user of Odoo Online or Odoo.sh...
+==============================================
 
-Since **Odoo sets up its own mail servers for the database**, outgoing and incoming emails already
-work out-of-the-box. So for **Odoo Online** and **Odoo.sh** customers, nothing needs to be done!
+You have nothing to do! **Odoo sets up its own mail servers for your database.**
+Outgoing and incoming emails work out-of-the-box!
+
+Unless you plan to send large batches of mass mailing that could require the 
+use of an external mail server, simply enjoy your new Odoo database.
 
-Unless an external mail server is required to send large batches of mass mailing, simply use the
-standard online Odoo database normally since it has already been preconfigured for email.
 
 Scope of this documentation
 ===========================
 
-This document is **mainly dedicated to Odoo on-premise users** who don't benefit from an
-out-of-the-box solution to send and receive emails in Odoo, unlike `Odoo Online <https://www.odoo.
-com/trial>`_ and `Odoo.sh <https://www.odoo.sh>`_.
+This document is **mainly dedicated to Odoo on-premise users** who don't
+benefit from an out-of-the-box solution to send and receive emails in Odoo,
+unlike `Odoo Online <https://www.odoo.com/trial>`_ & `Odoo.sh <https://www.odoo.sh>`_.
 
-The following sections below contain information on how to integrate an external email server with
-Odoo.
 
 .. warning::
-   If no one in the company is used to managing email servers, Odoo Online and Odoo.sh are strongly
-   recommended. Those Odoo hosting types' email systems work instantly and are monitored by
-   professionals. Nevertheless, a company can use their own email server if they want to manage the
-   email server's reputation themselves.
+    If no one in your company is used to manage email servers, we strongly recommend that
+    you opt for those Odoo hosting solutions. Their email system
+    works instantly and is monitored by professionals.
+    Nevertheless you can still use your own email servers if you want
+    to manage your email server's reputation yourself.
 
-.. note::
-   Office 365 email servers don't easily allow the sending of external emails from hosts like Odoo.
-   Refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-a-
-   multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-
-   c805d654b4c4>`_ to make it work.
+You will find here some useful
+information on how to integrate your own email solution with Odoo.
 
-Manage outbound messages
-========================
+.. note:: 
+   Office 365 email servers don't easily allow to send external emails from hosts like Odoo. Refer
+   to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-c805d654b4c4>`_ 
+   to make it work.
 
-As a system admin, go to :menuselection:`Settings --> General Settings --> Discuss` in Odoo, and
-enable the :guilabel:`External Email Servers` option. Then, click :guilabel:`Save`. Next, click
-:guilabel:`Outgoing Email Servers` and click :guilabel:`Create` to create a new outgoing mail
-server record in Odoo. Reference the SMTP data of the external email server. Once all the
-information has been filled out, click :guilabel:`Test Connection`.
+How to manage outbound messages
+===============================
+As a system admin, go to :menuselection:`Settings --> General Settings`
+and check *External Email Servers*. Then, click *Outgoing Mail Servers* to create one and reference 
+the SMTP data of your email server. Once all the information has been filled out, click on 
+*Test Connection*.
 
 Here is a typical configuration for a G Suite server.
 
 .. image:: email_servers/outgoing-server.png
-   :align: center
-   :alt: The typical G Suite configuration on Odoo.
+    :align: center
 
-Then, go back to :menuselection:`Settings --> General Settings --> Discuss` and set the email
-domain name in the :guilabel:`Alias Domain` name. Finally, click :guilabel:`Save` to finish setting
-up the email server.
+Then set your email domain name in the General Settings.
 
 .. note::
-   If an `[AUTHENTICATION FAILED] Invalid credentials (Failure)` warning appears when
-   :guilabel:`Test Connection` is clicked for a Gmail address, activate the :guilabel:`Less secure
-   app access` option. A direct link can be `accessed here <https://myaccount.google.com/
-   lesssecureapps?pli=1>`_.
+   If you get a ``[AUTHENTICATIONFAILED] Invalid credentials (Failure)`` warning when you *Test
+   Connection* on a Gmail address, activate the *Less secure app access* option. A direct link can
+   be `accessed here <https://myaccount.google.com/lesssecureapps?pli=1>`_.
 
-   In addition to that, enable the :guilabel:`IMAP setting` on the Gmail account.
+   In addition to that, enable the IMAP setting on your Gmail account.
 
-Use an Office 365 server
-------------------------
 
-An Office 365 server can be used if the database's hosting type is **Odoo on-premise**. Office 365
-SMTP relays are not compatible with Odoo Online or Odoo.sh unless Odoo is configured to
-:ref:`force the outgoing "From" address <email_communication/default_from>`.
+Can I use an Office 365 server
+------------------------------
+You can use an Office 365 server if you run Odoo on-premise.
+Office 365 SMTP relays are not compatible with Odoo Online unless you configure
+Odoo to :ref:`force the outgoing "From" address <email_communication/default_from>` .
 
-Please refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-
-a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-
-c805d654b4c4>`_ to configure an SMTP relay for the Odoo database's IP address.
+Please refer to `Microsoft's documentation
+<https://support.office.com/en-us/article/How-to-set-up-a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-c805d654b4c4>`_
+to configure a SMTP relay for your Odoo's IP address.
 
-Use a G Suite server
---------------------
-
-A G Suite server can be used for any Odoo hosting type. To do so, set up the SMTP relay service.
-The configuration steps are explained in `Google documentation <https://support.google.com
-/a/answer/2956491?hl=en>`__.
+How to use a G Suite server
+---------------------------
+You can use an G Suite server for any Odoo hosting type.
+To do so you need to setup the SMTP relay service. The configuration steps are explained in 
+`Google documentation <https://support.google.com/a/answer/2956491?hl=en>`__.
 
 Restriction
 -----------
-
-Please note that port 25 is blocked for security reasons on the SaaS and Odoo.sh platforms. Try
-using ports 465, 587, or 2525 instead.
+Please note that port 25 is blocked for security reasons on our SaaS and Odoo.sh platform. Try using
+465, 587, or 2525.
 
 .. _email_communication/default_from:
 
 Use a default "From" email address
 ----------------------------------
 
-Sometimes, an email's "From" (outgoing) address can belong to a different domain, and that can be a
-problem.
+Sometimes, an email's "From" (outgoing) address can belong to a 
+different domain, and that can be a problem.
 
-For example, if a customer with the email address *mary\@customer.example.com* responds to a
-message, Odoo will try to redistribute that same email to the other subscribers in the thread.
-However, if the domain *customer.example.com* forbids that kind of usage for security, the email
-that Odoo is trying to redistribute would get rejected by some recipients' email servers.
+For example, if a customer with address *mary@customer.example.com* responds to
+a message, Odoo will try to redistribute that same email to other subscribers
+in the thread. But if the domain *customer.example.com* forbids that kind of
+usage for security, the Odoo's redistributed email would get
+rejected by some recipients' mail servers.
 
-To avoid that problem, make sure all emails use a "From" address from the same authorized domain.
+To avoid those kind of problems, you should make sure all emails use a "From"
+address from your authorized domain.
 
-If the MTA supports `SRS (Sender Rewriting Scheme) <https://en.wikipedia.org/wiki/Sender_Rewriting
-_Scheme>`_, SRS can be enabled to handle these situations. However, that is more complex and
-requires more technical knowledge that is not meant to be covered by this documentation.
+If your MTA supports `SRS (Sender Rewriting Scheme)
+<https://en.wikipedia.org/wiki/Sender_Rewriting_Scheme>`_, you can enable it
+to handle these situations. However, that is more complex and requires more
+technical knowledge that is not meant to be covered by this documentation.
 
-Instead, Odoo can be configured to do something similar by itself:
+Instead, you can also configure Odoo to do something similar by itself:
 
-#. Set the :guilabel:`Alias Domain` name in the :menuselection:`Settings --> General Settings
-   --> Discuss`.
+#.  Set your domain name in the General Settings.
 
-   .. image:: email_servers/alias-domain.png
-      :alt: Setting the domain alias configuration on Odoo.
+    .. image:: email_servers/alias-domain.png
+       :align: center
 
-#. Turn on :doc:`developer mode </applications/general/developer_mode>`.
-#. Go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`.
-#. Add one system parameter from the following list:
+#.  Click on *Outgoing Mail Servers*
 
-   * To use the same "From" address for *all* outgoing messages, use the key `mail.force.smtp.from`
-     and set that address as value (such as `outgoing@mycompany.example.com`).
-   * To keep the original "From" address for emails that use the same domain, but change it for
-     emails that use a different domain, use the key `mail.dynamic.smtp.from` and set the value as
-     the email address that should be used in those cases (such as `outgoing@mycompany.example.com`
-     ).
+#.  Create a new one.
+
+#.  Fill its *From Filter*.
+
+    .. image:: email_servers/outgoing_server_from_filter.png
+       :align: center
+
+    * Use a domain (such as ``mycompany.example.com``) to keep the original "From"
+      address for mails that come from that domain.
+
+    * Use an address (such as ``outgoing@mycompany.example.com``) to allow only
+      that outgoing address.
+      
+    * Keep it empty to use this server for any email address.
+
+    With this configuration in place, if Odoo sends an email that doesn't match any
+    of the *from filters*, it will alter the email's "From" before sending it to
+    the MTA.
+
+    It will use the default outgoing email address, composed like this:
+    ``{mail.default.from}@{mail.catchall.domain}``.
+
+#.  In developer mode, go to :menuselection:`Settings --> Technical -->
+    Parameters --> System Parameters`.
+
+#.  Add these system parameters:
+
+    * ``mail.default.from``: local part of default outgoing email address.
+
+    * ``mail.catchall.domain``: domain part of default outgoing email address.
 
 .. _email_communication/inbound_messages:
 
-Manage inbound messages
-=======================
+How to manage inbound messages
+==============================
 
 Odoo relies on generic email aliases to fetch incoming messages.
 
-* **Reply messages** of messages sent from Odoo are routed to their original discussion thread (and
-  to the inbox of all its followers) by the catchall alias (**catchall@**).
-* **Bounced messages** are routed to **bounce@** in order to track them in Odoo. This is especially
-  used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__ to opt-out invalid
-  recipients.
-* **Original messages**: Several business objects have their own alias to create new records in
-  Odoo from incoming emails:
+* **Reply messages** of messages sent from Odoo are routed to their original 
+  discussion thread (and to the inbox of all its followers) by the
+  catchall alias (**catchall@**). 
+
+* **Bounced messages** are routed to **bounce@** in order to track them in Odoo.
+  This is especially used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__ 
+  to opt-out invalid recipients.    
+
+* **Original messages**: Several business objects have their own alias to 
+  create new records in Odoo from incoming emails:
 
   * Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/crm>`__),
+  
   * Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__),
-  * Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page
-    /project-management>`__),
-  * Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page
-    /recruitment>`__),
+
+  * Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page/project-management>`__),
+
+  * Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page/recruitment>`__),
+
   * etc.
 
-Depending on the mail server, there might be several methods to fetch emails. The easiest and most
-recommended method is to manage one email address per Odoo alias in the mail server.
+Depending on your mail server, there might be several methods to fetch emails.
+The easiest and most recommended method is to manage one email address per Odoo
+alias in your mail server.
 
-* Create the corresponding email addresses in the mail server (catchall@, bounce@, sales@, etc.).
-* Set the :guilabel:`Alias Domain` name in :menuselection:`Settings --> General Settings -->
-  Discuss`.
+* Create the corresponding email addresses in your mail server 
+  (catchall@, bounce@, sales@, etc.).
+* Set your domain name in the General Settings.
 
-* If the database's hosting type is Odoo on-premise, create an :guilabel:`Incoming Mail Server` in
-  Odoo for each alias. This can be done from the General Settings as well. Fill out the form
-  according to the email provider's settings. Leave the :guilabel:`Actions to Perform on Incoming
-  Mails` field blank. Once all the information has been filled out, click on :guilabel:`TEST &
-  CONFIRM`.
-
-  .. image:: email_servers/incoming-server.png
-     :align: center
-     :alt: Incoming mail server configuration on Odoo.
-
-* If the database's hosting type is Odoo Online or Odoo.sh, redirecting incoming messages to Odoo's
-  domain name instead of the external email server is recommended. That way, incoming messages can
-  be received without delay. Odoo Online only fetches incoming messages of external servers once
-  every hour. Redirections for all email addresses should be set to Odoo's domain name in the email
-  server (e.g. *catchall\@mydomain.ext* to *catchall\@mycompany.odoo.com*).
-
-All the aliases are customizable in Odoo. Object aliases can be edited from their respective
-configuration view.
-
-.. tip::
-   To edit catchall and bounce aliases, first activate the :ref:`developer mode <developer-mode>`.
-   Then, go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` to
-   customize the aliases (*mail.catchall.alias* & *mail.bounce.alias*).
-
-   .. image:: email_servers/system-parameters.png
+  .. image:: email_servers/alias-domain.png
       :align: center
-      :alt: System parameters with catchall configuration in Odoo.
 
-By default, inbound messages are fetched every 5 minutes in Odoo on-premise.
+* If you use Odoo on-premise, create an *Incoming Mail Server* in Odoo for each alias. 
+  You can do it from the General Settings as well. Fill out the form according 
+  to your email provider’s settings. 
+  Leave the *Actions to Perform on Incoming Mails* blank. Once all the 
+  information has been filled out, click on *TEST & CONFIRM*.
 
-.. note::
-   This value can be changed in :ref:`developer mode <developer-mode>`. Go to
-   :menuselection:`Settings --> Technical --> Automation --> Scheduled Actions` and look for
-   :guilabel:`Mail: Fetchmail Service`.
+.. image:: email_servers/incoming-server.png
+    :align: center
+
+* If you use Odoo Online or Odoo.sh, We do recommend to redirect incoming messages 
+  to Odoo's domain name rather than exclusively use your own email server. 
+  That way you will receive incoming messages without delay. Indeed, Odoo Online is fetching
+  incoming messages of external servers once per hour only. 
+  You should set redirections for all the email addresses to Odoo's domain name in your 
+  email server (e.g. *catchall@mydomain.ext* to *catchall@mycompany.odoo.com*).
+
+.. tip:: All the aliases are customizable in Odoo.
+   Object aliases can be edited from their  respective configuration view.
+   To edit catchall and bounce aliases, you first need to activate the
+   :ref:`developer mode <developer-mode>`.
+
+ Then go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`
+ to customize the aliases (*mail.catchall.alias* & * mail.bounce.alias*).
+
+ .. image:: email_servers/system-parameters.png
+    :align: center
+
+.. note:: By default inbound messages are fetched every 5 minutes in Odoo on-premise.
+   You can change this value in :ref:`developer mode <developer-mode>`.
+   Go to :menuselection:`Settings --> Technical --> Automation -->
+   Scheduled Actions` and look for *Mail: Fetchmail Service*.
+    
 
 Set up different dedicated servers for transactional and mass mails
 ===================================================================
 
-In Odoo a separate Mail Transfer Agent (MTA) server can be used for transactional emails and mass
-mailings. Example: Use Postmark or SendinBlue for transactional emails, and Amazon SES, Mailgun or
-Sendgrid for mass mailings.
+Odoo is subject to a :ref:`daily email limit <email_communication/daily_limit_mail>` to prevent abuse. 
+However, if needed, you can use a separate Mail Transfer Agent (MTA) servers for transactional
+e-mails and mass mailings.
+Example: use Odoo's own mail server for transactional e-mails, and Sendgrid, Amazon SES, or Mailgun
+for mass mailings. Another alternative is to use Postmark for transactional e-mails, and Amazon SES
+or Sendgrid for mass mailings.
 
-.. tip::
-   A default outgoing email server is already configured. Do not create an alternative one unless a
-   specific external outgoing email server is needed for technical reasons.
+.. note::
+   A default outgoing email server is already configured. You should not create an alternative one
+   unless you want to use a specific external outgoing email server for technical reasons.
 
-To do this, first activate the :ref:`developer mode <developer-mode>`, and then go to
-:menuselection:`Settings --> Technical --> Outgoing` email servers. There, create two email MTA
-server settings; one for the transactional emails and one for the mass mailing server. Make sure
-to give priority to the transactional server over the mass mailing server by providing a lower
-priority number for the transactional MTA server.
+To do this, you should first activate the :ref:`developer mode <developer-mode>` and then go to
+:menuselection:`Settings --> Technical --> Outgoing` e-mail servers. There you have to create two
+e-mail MTA server settings. One for transactional e-mails and one for mass mail servers. Be sure to
+mark the priority of transactional e-mail servers as low as the mass email servers.
 
-Now, go to :menuselection:`Email Marketing --> Settings` and enable :guilabel:`Dedicated Server`.
+Now, go to :menuselection:`Email Marketing --> Settings` and enable *Dedicated Server*.
 With these settings, Odoo uses the server with the lower priority for transactional emails, and the
-server here selected for mass mails. Note that in this case, the domain's Sender Policy Framework
-(SPF) records must be set to include both transactional and mass mail servers.
+server here selected for mass mails.
+Note that in this case, you have to set your domain's Sender Policy Framework (SPF) records to
+include both transactional and mass mail servers. If your server resides with xxxx.odoo.com, the
+available options are Sendinblue and Mailchimp, as your e-mails would be originated from the
+xxxx.odoo.com domain.

content/developer/howtos/rdtraining/B_acl_irrules.rst

@@ -4,8 +4,6 @@
 Advanced B: ACL and Record Rules
 ================================
 
-ACL stands for "Access Control List"
-
 .. warning::
 
     This tutorial assumes you have completed the :ref:`Core Training