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task-5079006 closes odoo/documentation#15070 Signed-off-by: Audrey Vandromme (auva) <auva@odoo.com>
444 lines
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ReStructuredText
444 lines
20 KiB
ReStructuredText
=========
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Documents
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=========
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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. Open the :ref:`Details panel
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<documents/details-panel>` to access it.
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.. seealso::
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:doc:`Sign documentation <sign>`
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Configuration
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=============
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.. _documents/deletion-delay:
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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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File centralization allows for automatically organizing all files associated with a specific app
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into dedicated folders. It is enabled by default for each app upon installation. To disable file
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centralization, modify the default folder, or configure the tags to be added to the app-specific
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files, go to :menuselection:`Documents --> Configuration --> Settings`, and edit the relevant
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setting under the :guilabel:`File Centralization` section.
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.. tip::
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- File centralization cannot be disabled for :guilabel:`Accounting` documents. A sub-folder is
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automatically created for each journal type (e.g., Sales, Purchase, Bank, etc.), and the
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journal name is added as a tag on each document. Click :guilabel:`Journals` to edit the list of
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journals to synchronize and define their corresponding folders and tags.
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- For :guilabel:`Human Resources` files, a sub-folder is automatically created for each employee,
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and specific tags are added to the files based on the document type (e.g.,
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:guilabel:`Contracts`, :guilabel:`Payslips`, etc.). You can also create additional
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:guilabel:`Employee Subfolders` automatically by entering the desired folder names, separated
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by commas.
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.. note::
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- Changing the folder or tags only affects new files; existing files remain unchanged.
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- When file centralization is enabled for an app, deleting a record in that app moves its
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attachments to the trash in the Documents app.
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.. _documents/folders:
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Folders
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=======
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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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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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.. 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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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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- :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 and manage its access rights
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<documents/access-rights>`.
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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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- :guilabel:`AI Auto-sort`: Use Odoo AI to automatically organize the files in the folder and
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trigger actions based on the provided AI prompt. Add the corresponding actions for your prompt in
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the lower section of the popup. This option requires the **Odoo AI** app to be installed.
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.. tip::
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Switch to the list view to:
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- manage multiple folders at once.
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- :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet`
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one or multiple folders.
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- quickly execute actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`,
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etc. Hover over a folder line and click the corresponding icon at the end of the line to
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perform the desired action.
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.. _documents/documents:
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Files
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=====
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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 and manage its access rights <documents/access-rights>`
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- :guilabel:`Download`
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- any :ref:`buttons defined for the folder <documents/folders>`
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The following options are available in the :icon:`fa-cog` :guilabel:`Actions` menu:
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- :icon:`fa-files-o` :guilabel:`Duplicate`: Create a copy of the file. In the popup, select or
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create the destination folder, then click :guilabel:`Duplicate in` *destination folder's name*.
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- :icon:`fa-trash` :guilabel:`Move to Trash`: Move the file to the :ref:`trash
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<documents/deletion-delay>`.
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- :icon:`fa-pencil-square-o` :guilabel:`Rename`
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- :icon:`fa-info-circle` :guilabel:`Info & tags`: View the file's :ref:`details
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<documents/details-panel>` and chatter.
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- :icon:`fa-sign-in` :guilabel:`Move`: Move the file to another folder. In the popup, select or
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create the destination folder, then click :guilabel:`Move to` *destination folder's name*.
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- :icon:`fa-external-link-square` :guilabel:`Create shortcut`: A shortcut is a pointer to a file,
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allowing access from multiple folders without duplicating the file. In the popup, select or
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create the destination folder, then click :guilabel:`Create a shortcut in` *destination
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folder's name*.
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- :icon:`fa-history` :guilabel:`Manage versions`: View all versions of the file in upload order,
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download a specific version, or upload a new one as needed.
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- :icon:`fa-lock` :guilabel:`Lock`: Protect the file from any modifications.
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- :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
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save files sent to the alias into the corresponding folder.
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- Switch to the list view to:
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- manage multiple files at once.
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- :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet`
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one or multiple files.
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- quickly perform actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`,
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etc. Hover over a file line and click the corresponding icon at the end of the line to
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perform the desired action.
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.. _documents/pdfs:
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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 the
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:icon:`fa-cog` icon (for folders) or :icon:`fa-cog` :guilabel:`Actions` button (for files) and
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select :icon:`fa-info-circle` :guilabel:`Info & Tags`.
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.. tip::
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Alternatively, for folders, you can also click the :icon:`fa-info-circle`
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(: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
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folder is set as its owner and granted full access rights to it. To change it, select the
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required user from the dropdown list. The contact is a person who only has :guilabel:`Viewer`
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:ref:`access rights <documents/access-rights>` to the file or folder, e.g., an existing supplier
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in the database.
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- Access the :doc:`chatter </applications/essentials/activities>`.
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To close the details panel, click the :icon:`fa-remove` (:guilabel:`remove`) button in the
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upper-right corner.
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.. note::
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To view a file from their user profile, a user must be set as the contact and have at least
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:guilabel:`Viewer` :ref:`access <documents/access-rights>`.
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.. _documents/email-aliases:
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Email aliases
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-------------
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You can use an email alias to automatically save files sent to the email alias into a specific
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folder. To set up an email alias for a folder, follow these steps:
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#. Make sure a :ref:`custom alias domain <email-inbound-custom-domain>` is configured in the
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:guilabel:`General Settings`.
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#. Select the folder where files should be saved.
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#. Click the :icon:`fa-info-circle` (:guilabel:`Info & Tags`) in the upper-right corner next to the
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view icons.
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#. In the details panel, enter the desired email alias.
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#. Optionally, specify an :guilabel:`Activity type` and assignee to create an :doc:`activity
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</applications/essentials/activities>` when a file is received via the alias.
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#. Optionally, select the :ref:`Tags <documents/tags>` to automatically apply to the files
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created through the alias.
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.. note::
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Emails sent to the alias without attachments are converted into files, using the email subject as
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the file name.
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.. seealso::
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:doc:`/applications/general/email_communication/email_servers_inbound`
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.. _documents/tags:
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Tags
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----
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Tags help organize and categorize files, making it easier to search and filter them.
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To configure tags for files, go to :menuselection:`Documents --> Configuration --> Tags`. Click
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:guilabel:`New` to create a new tag. Enter the :guilabel:`Tag Name`, select a :guilabel:`Color`, and
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optionally add a :guilabel:`Tooltip` that appears when hovering over the tag.
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To add tags to a file, open the file, click the :icon:`fa-cog` :guilabel:`Actions`, select
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:icon:`fa-info-circle` :guilabel:`Info & Tags`, and then, in the details panel, select a tag from
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the :guilabel:`Tags` dropdown menu (identifiable by its placeholder :guilabel:`Add tags`).
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.. note::
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:ref:`Alias tags <documents/email-aliases>` can also be used to automatically apply tags to
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files created through the alias.
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Linked records
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--------------
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To link the file to a specific record, select the appropriate model from the :guilabel:`Linked to`
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dropdown menu (identifiable by its placeholder :guilabel:`No linked model`), then select the
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desired record.
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.. note::
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If :ref:`file centralization <documents/file-centralization>` is enabled for a specific app,
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adding a file to the Documents app by uploading an attachment automatically adds the
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corresponding record in the :guilabel:`Linked to field` of the file.
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.. _documents/access-rights:
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Sharing and access rights
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=========================
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.. note::
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You can only share folders and files and edit their access rights if you have editing rights.
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Access rights can be set on:
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- folders: Select the folder, click the :icon:`fa-cog` (:guilabel:`gear`) icon, and select
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:guilabel:`Share`.
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- files: Open the file and click :guilabel:`Share` in the top bar.
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.. tip::
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Switch to the list view to share or manage the access rights of multiple filers or folders at
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once.
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To grant access to specific users or contacts, follow these steps:
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#. In the :icon:`fa-user-plus` (:guilabel:`Invite people`) field, select the users or contacts you
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want to grant access to from the dropdown menu or enter their email address.
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.. note::
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:guilabel:`Access through link` must be enabled first before granting access to external
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contacts.
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#. Set the :guilabel:`Role` field to :guilabel:`Viewer` or :guilabel:`Editor`.
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#. If desired, toggle the :guilabel:`Notify` switch off to avoid sending a notification email.
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#. Click :guilabel:`Share` to grant access (with or without a notification) or :guilabel:`Copy
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Links` to copy the sharing link to the clipboard.
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.. tip::
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To remove a permission or set an expiration date for it, hover the mouse over the relevant
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contact and click the :icon:`fa-remove` (:guilabel:`remove`) or :icon:`fa-calendar`
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(:guilabel:`calendar`) button, respectively.
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.. image:: documents/remove-permission.png
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:alt: Hover the mouse over a permission to reveal the buttons.
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To configure :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Access through
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link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to completely restrict
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access). For :guilabel:`Access through link`, you can also specify whether the folder or file should
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be :guilabel:`Discoverable` (i.e., accessible through browsing). Click :guilabel:`Save`
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to apply the changes, then :guilabel:`Copy Links` to copy the sharing link to the clipboard.
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.. note::
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- Each folder and file URL includes the access rights assigned to it. When you share a link to a
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folder, recipients are directed to a dedicated portal where they can view the files in that
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folder, excluding any with restricted access.
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- :doc:`Portal users </applications/general/users/portal>` can access folders and files they have
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permission to view or edit through the customer portal by clicking the :guilabel:`Documents`
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card.
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Managing files across apps
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==========================
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You can save files to or attach existing files in the Documents app from any record.
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- To save an attachment to the Documents app, hover over an attachment in the record's chatter
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and click the :icon:`fa-hdd-o` (:guilabel:`Add to Documents`) icon.
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- To attach a file to a record from the record's chatter, click the :guilabel:`Add from Documents`
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icon, select the desired file, and click :guilabel:`Add from Documents` to add the
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raw file, or :guilabel:`Paste Link(s)` to insert a link to the file (and preserve the document's
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:ref:`access rights <documents/access-rights>`).
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- To insert a file from Documents into the :doc:`Odoo rich-text editor
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</applications/essentials/html_editor>`, type `/file`, then select the desired file, and click
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:guilabel:`Add from Documents` to add the raw file, or :guilabel:`Paste Link(s)` to insert a link
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to the file (and preserve the document's :ref:`access rights <documents/access-rights>`).
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.. _documents/file-digitization:
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File digitization with AI
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=========================
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Files available in the Finance folder can be digitized. Select the file, click :guilabel:`Create
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Vendor Bill`, :guilabel:`Create Customer Invoice`, or :guilabel:`Create Customer Credit Note`,
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then click :guilabel:`Send for Digitization`.
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.. seealso::
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:doc:`AI-powered document digitization <../finance/accounting/vendor_bills/invoice_digitization>`
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