[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>`_