diff --git a/content/applications/productivity/documents.rst b/content/applications/productivity/documents.rst index 3bf78fa2db..af8734adc0 100644 --- a/content/applications/productivity/documents.rst +++ b/content/applications/productivity/documents.rst @@ -4,10 +4,36 @@ Documents **Odoo Documents** allows you to store, view, and manage files within Odoo. +The interface is organized into key sections accessible from the left sidebar: + +- :guilabel:`HOME`: Displays all folders and documents you have access to from :icon:`fa-building` + :guilabel:`Company`, :icon:`fa-hdd-o` :guilabel:`My Drive`, and :icon:`fa-users` + :guilabel:`Shared with me`. + +- :icon:`fa-building` :guilabel:`Company`: Contains folders and documents shared across the company, + accessible based on your :ref:`assigned rights `. + +- :icon:`fa-hdd-o` :guilabel:`My Drive`: Serves as your workspace to organize and access files and + folders you own or have uploaded. + +- :icon:`fa-users` :guilabel:`Shared with me`: Gather shared documents that are not part of a parent + folder you can access. + +- :icon:`fa-clock-o` :guilabel:`Recent`: Lists documents you can access that were recently modified. + +- :icon:`fa-trash` :guilabel:`Trash`: Holds deleted documents and folders. + +.. tip:: + - Use the search bar to quickly find specific items. + - By default, items moved to the trash remain there for 30 days before being permanently deleted. + To adjust the deletion delay for documents in the Trash, go to + :menuselection:`Documents --> Configuration --> Settings`, and go to the + :guilabel:`Trash Management` section. + .. seealso:: - `Odoo Documents: product page `_ - - `Odoo Tutorials: Documents basics [video] `_ - - `Odoo Tutorials: Using Documents with your Accounting App [video] `_ + +.. _documents/configuration: Configuration ============= @@ -35,351 +61,270 @@ can change the default workspace using the dropdown menu and edit its properties .. _documents/workspaces: -Workspaces -========== - -Workspaces are hierarchical folders having their own set of :ref:`tags ` -and :ref:`actions `. Default workspaces exist, but you can create your -own by going to :menuselection:`Documents --> Configuration --> Workspaces` and clicking -:guilabel:`New`. On the new page, fill in the following information: - -- :guilabel:`Name` -- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent - Workspace`. - -Three tabs are available: :ref:`Tags `, -:ref:`Access Rights `, and :ref:`Description `. - -.. _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. +Folders +======= -From the :guilabel:`Tags` tab, click :guilabel:`Add a line`, create the :guilabel:`Tag Category`, -and :guilabel:`Name` your tags. +You can organize your files in folders available in the :icon:`fa-building` :guilabel:`Company` or +:icon:`fa-hdd-o` :guilabel:`My Drive` sections. -.. 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 ` can be used to automatically send received documents - to a specific workspace based on the tag assigned. - -.. _documents/access-rights: +To create a folder, select the desired section, click :guilabel:`New`, and choose +:guilabel:`Folder`. In the pop-up, enter the folder :guilabel:`Name` and click :guilabel:`Save`. To +create a sub-folder, select the parent folder first, then follow the same steps. -Access rights +Configuration ------------- -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 ------------ +To configure a folder or sub-folder, select it and click the :icon:`fa-cog` (:guilabel:`Actions`) +icon above the side panel. The following options are available: -You can add descriptive information to your workspace by going to the :guilabel:`Description` tab. - -.. note:: - Workspaces can also be created and edited by clicking the :icon:`fa-gear` (:guilabel:`gear`) icon - on the left panel. +:icon:`fa-download` :guilabel:`Download`: Download the folder, including its files and sub-folders, +as a .zip file. -.. _documents/management: +:icon:`fa-pencil-square-o` :guilabel:`Rename`: Change the folder's name. -Documents management -==================== +:icon:`fa-share-alt` :guilabel:`Share`: Share the folder or manage its access rights. -When selecting or opening a document, the right panel displays different options, including, for -example: +:icon:`fa-external-link-square` :guilabel:`Add shortcut`: This option is only available for +sub-folders. It lets you create a shortcut to a sub-folder, which is then added to your drive. You +can move the shortcut to any other folder as needed. -- :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 `); -- :icon:`fa-comments` (:guilabel:`Open chatter`). +:icon:`fa-star-o` :guilabel:`Add star`: Mark a folder as a favorite for easier access. This setting +is user-specific and does not affect other users’ views. Once starred, you can use the +:guilabel:`Starred` filter to locate and navigate to your favorite folders quickly. -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. +:icon:`fa-info-circle` :guilabel:`Info & Tags`: Open a panel above the chatter to add the folder's +:guilabel:`Owner` and :guilabel:`Contact` (usually an external person, such as a partner) and set an +:ref:`Email Alias `. .. 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 ` 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 + - The creator of a document is automatically assigned as its **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. + - The **contact** is a person related to the document who only has read access rights to the + document, e.g., an existing supplier in your database; + - By default, the person who uploads a file to a workspace is set as its owner, but you can + select another user and set a contact. .. tip:: - An employee must be a user and the owner of a document to view it in **My Profile**. + To view a document in :guilabel:`My Profile`, an employee must be set as :guilabel:`Contact` and + have at least :guilabel:`Viewer` access. -Different :ref:`Actions ` are available at the bottom of the right -panel, depending on the workspace where your document is stored. +:icon:`fa-trash` :guilabel:`Move to trash`: Click to move the folder and its content to the trash. -.. _documents/split: - -Split PDF documents -------------------- +:icon:`fa-cog` :guilabel:`Actions on Select`: Set server actions that are available for documents +from this folder. Scroll to :guilabel:`Add Custom Action` to create a new +:ref:`automated custom action `. -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. +:icon:`fa-cog` :guilabel:`Automations`: Automate any workflow with +:ref:`automation rules `. Additional features ------------------- -Select a workspace and click the :guilabel:`New` button to access additional features: +Select a folder or sub-folder 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`. +You can upload any file (max 64MB per file on Odoo Online) to your folder. 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. +You can request files and organize them as documents to remind users to download them. 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:`Folder` 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 folder. When your +document is available, click the placeholder to upload it. -.. 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 +.. Tip:: + To see your missing documents, switch to the :guilabel:`Activity` view and go to the + :guilabel:`Requested Document` column. You can send a **reminder email** by clicking the + :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) icon in the :guilabel:`Requested Document` column, + then, clicking :guilabel:`Document Request: Reminder`. To see the activity details of a specific + request, click on a date. You can update it by clicking on the (pen) icon, :guilabel:`Preview` + the content of the reminder email, or :guilabel:`Send Now` to send a reminder email. -.. _documents/add-a-link: + .. image:: documents/reminder-email.png + :alt: send a reminder email from the Activity view Link ~~~~ -To add a link to your documents dashboard, click :icon:`fa-link` :guilabel:`Link`, enter the -:guilabel:`URL`, and :guilabel:`Name` it. +To add a link to your documents dashboard, click :guilabel:`Link`, enter the :guilabel:`URL`, +:guilabel:`Name` it. Spreadsheet ~~~~~~~~~~~ -To create a new :doc:`spreadsheet `, click :guilabel:`Spreadsheet`. You can select -a :guilabel:`Blank spreadsheet` or an :doc:`existing template `. +To create a new spreadsheet, click :guilabel:`Spreadsheet`. You can select a :guilabel:`Blank` +spreadsheet or an existing template. + +.. _documents/email-aliases: + +Email aliases +------------- -Share ------ +An email alias can be used to automatically send received documents to a specific folder. To create +an email alias, go to the folder where documents should be automatically sent, click the +:icon:`fa-cog` icon, :guilabel:`Info & Tags`, go to the right panel, and enter the +:guilabel:`Email Alias` name and :guilabel:`Domain`. + +Then, you can select tag(s) in the :guilabel:`Alias Tag` field so all documents sent to your email +alias are uploaded to the folder using the chosen tags. + +.. Note:: + You need to have an alias domain set to be able to upload documents by email. If it does not + exist yet, click :guilabel:`Choose or Configure Email Servers` and create an alias domain. + +Document management +=================== + +When selecting or opening a document, the :icon:`fa-cog` :guilabel:`Action` button available in the +top bar offers the following options: + +Copy links +---------- + +Click :icon:`fa-link` :guilabel:`Copy Links` to copy the document's URL for sharing. The URL +respects the :ref:`access rights ` assigned to the document. + +Lock +---- -You can make a document or a workspace accessible to anyone by sharing a URL. +Click :icon:`fa-lock` :guilabel:`Lock` to protect your file from any modifications. -Share a document -~~~~~~~~~~~~~~~~ +Create shortcut +--------------- -To generate a **share link** to a document, select the document and click the :guilabel:`Share` -button. +A shortcut acts as a pointer to a file, allowing access to the document from multiple folders +without creating duplicates. If you have edit permissions for a folder, clicking +:icon:`fa-external-link-square` :guilabel:`Create shortcut` places the shortcut in that folder. If +not, the shortcut is added to :icon:`fa-hdd-o` :guilabel:`My Drive` where you can move it to another +folder of your choice. -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. +Split PDF +--------- -Click :guilabel:`Copy Link & Close` to copy the URL to your clipboard. +The :icon:`fa-scissors` :guilabel:`Split PDF` option allows you to divide a PDF into individual +pages. To do so, select the document, click the :icon:`fa-cog` :guilabel:`Action` button, then +:icon:`fa-scissors` :guilabel:`Split PDF`. A new view displays all the pages of the document. By +default, all pages are divided when you click :guilabel:`Split`. To remove a split between pages, +click the :icon:`fa-scissors` (:guilabel:`scissors`) icon. + +.. image:: documents/split-pdf.png + :alt: split your documents .. 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. + To merge documents, select them, click the :icon:`fa-cog` :guilabel:`Action` button, and choose + :icon:`fa-scissors` :guilabel:`Merge PDFs`. Then, click the scissors icon between the documents + and select :guilabel:`Split` to merge them. -Share a workspace -~~~~~~~~~~~~~~~~~ +Rename +------ -You can share a link to a workspace and allow users to :guilabel:`Download` its content or -:guilabel:`Download and Upload` files to it. +The :icon:`fa-pencil-square-o` :guilabel:`Rename` option allows you to rename a document. -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. +Duplicate +--------- -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. +Choose :icon:`fa-files-o` :guilabel:`Duplicate` to create a copy of your document. -.. Note:: - - The links added to your workspace using the :ref:`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. +Info and tags +------------- + +Select :icon:`fa-info-circle` :guilabel:`Info & Tags` to show or hide a panel above the chatter, +where you can add the folder's :guilabel:`Owner` and :guilabel:`Contact`, set an +:ref:`Email Alias `, or add :ref:`tags `. + +Move to trash +------------- + +To delete a document, select :icon:`fa-trash` :guilabel:`Trash`. -.. _documents/upload: +.. _documents/tags: -Files upload -************ +Tags +==== -Toggle the :guilabel:`Allow upload` switch to allow users to upload files to your workspace. +Tags are used to add extra information to your documents, e.g. to facilitate the search. -Tick the :guilabel:`Upload by Email` checkbox to enable users to upload documents sent by email in -the workspace. +Go to :menuselection:`Documents --> Configuration --> Structure: Tags` to see your existing tags or +click :guilabel:`New` to create a new tag. Enter the :guilabel:`Tag Name`, select a +:guilabel:`Color` for your tag, and optionally add a :guilabel:`Tooltip` that appears when hovering +over the tag. -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. +To add a tag to a document, select it, click the :icon:`fa-cog` :guilabel:`Action` button, then +:icon:`fa-info-circle` :guilabel:`Info & Tags`, and select your tag from the dropdown list. .. 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 `. - - 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. + An :ref:`alias tag ` can also be used to automatically receive documents + to a specific folder based on the tag assigned. -.. 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/custom-actions: -.. _documents/workflow-actions: +Custom actions +============== -Workflow actions -================ +You can create and customize actions for each folder, such as creating, moving, signing, adding +tags, or processing bills. These actions appear on the top bar when a document meets the set +criteria. -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. +To create a custom action, select a folder, click the :icon:`fa-cog` +(:guilabel:`Actions`) icon, choose :guilabel:`Actions on Select`, then scroll to +:guilabel:`Add Custom Action`. Click :guilabel:`New` to create a new custom action or select an +existing one to update it. -When a document meets the set criteria, these workflow actions appear on the right panel. +Enter an :guilabel:`Action Name`, select the :guilabel:`Type` of server +:ref:`action `, and fill in the related fields. -Create workflow actions ------------------------ +.. _documents/automation-rules: -To update an existing workflow action or create a new one, go to :menuselection:`Documents --> -Configuration --> Actions` and click :guilabel:`New`. +Automation rules +================ -.. note:: - An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected. +Important note: studio nécessaire --> plan tarifaire change --> voir autre doc comment ça a été mis +dans la doc -Set the conditions ------------------- +:doc:`Automation rules <../studio/automated_actions>` are used to trigger automatic changes based on +user actions. -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. +To create an automation rule from a folder, select the folder, click the :icon:`fa-cog` +(:guilabel:`Actions`) icon, +choose :icon:`fa-cog` :guilabel:`Automations`, then click the :guilabel:`New` button and +:doc:`set the rule <../studio/automated_actions>`. -There are three basic types of conditions you can set: +.. _documents/access-rights: -#. :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; +Share and access rights +======================= -#. :guilabel:`Contact`: the files must be associated with the contact set here; +To share a folder or manage its access rights, select the folder, click the :icon:`fa-cog` +(:guilabel:`Actions`) icon, and choose :icon:`fa-share-alt` :guilabel:`Share`. -#. :guilabel:`Owner`: the files must be associated with the owner set here. +In the pop-up, grant access to specific individuals by selecting their name from the +dropdown menu or by adding their email address manually, then select :guilabel:`Viewer` or +:guilabel:`Editor`. -.. image:: documents/basic-condition-example.png - :alt: Example of a workflow action's basic condition in Odoo Documents +You can set :guilabel:`General access` for :guilabel:`Internal users` or +:guilabel:`Anyone with the link` by choosing :guilabel:`Viewer`, :guilabel:`Editor`, or +:guilabel:`None` to restrict access completely. For :guilabel:`Anyone with the link`, you can +further specify whether the folder should be :guilabel:`Discoverable` (accessible through browsing) or +require that users :guilabel:`Must have the link to access` it. -.. 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 ` 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. +.. Note:: + - **Public users** :guilabel:`Must have the link to access` a folder or document on the portal on + the first connection. + - Each folder and document URL embarks the access rights set to them. When you share a folder, + the person with whom you share it has access to a dedicated portal, where he can access the + documents available in that folder, except those with restricted access. + +.. Tip:: + You can set a **validity date to access a document or folder**. To do so, select the document or + folder, and click :guilabel:`Share` to see the people you granted access to the folder. When + hovering their name, a :icon:`fa-calendar` icon appears. Click on it, choose the expiry day and + time and click :guilabel:`Apply`. Digitize documents with AI and optical character recognition (OCR) ==================================================================