diff --git a/content/applications/productivity/spreadsheet.rst b/content/applications/productivity/spreadsheet.rst index ca8ddc14bf..d06ec7b030 100644 --- a/content/applications/productivity/spreadsheet.rst +++ b/content/applications/productivity/spreadsheet.rst @@ -1,5 +1,4 @@ :show-content: -:hide-page-toc: =========== Spreadsheet @@ -18,10 +17,11 @@ Spreadsheet similar functionality to other spreadsheet solutions with the added benefit of integrating directly with your Odoo database. -With **Odoo Spreadsheet**, you can: +With Odoo Spreadsheet, you can: -- create spreadsheets or upload existing `.xlsx` or `.csv` files and edit them -- create :doc:`templates ` +- :ref:`create spreadsheets ` or :ref:`upload files + ` and open them with Odoo Spreadsheet +- :doc:`create templates ` - :doc:`use functions, including Odoo-specific functions ` - :doc:`insert and link to Odoo data ` - :doc:`create and use dynamic pivot tables ` @@ -29,3 +29,176 @@ With **Odoo Spreadsheet**, you can: ` - visualize data using charts and formatting - share files internally and externally + +The Spreadsheet module is part of **Odoo Documents**. + +.. tip:: + Within a spreadsheet, opening the command palette, using the :doc:`keyboard shortcut + <../../applications/essentials/keyboard_shortcuts>` `Ctrl` + `K` or `Command` + `K`, allows you + to browse and execute spreadsheet commands via the keyboard, without having to navigate menus. + +.. note:: + Odoo spreadsheets serve as the foundation for the dashboards available in **Odoo Dashboards**. On + a dashboard, charts and data tables are used to display dynamic Odoo data and provide an overview + of key business metrics. + + Standard, pre-configured dashboards can be customized by editing the dashboard's underlying + spreadsheet via Dashboards. Custom dashboards can also be created from scratch, starting + from an Odoo spreadsheet; any subsequent modifications are performed via Dashboards. + +.. _spreadsheet/create-new: + +Create a new spreadsheet +======================== + +To create a new spreadsheet: + +#. Open Odoo Documents and navigate to the section or folder in which the spreadsheet should be + created. +#. Click :guilabel:`New` and select :guilabel:`Spreadsheet`. + + .. tip:: + Alternatively, from the :icon:`fa-folder-o` :guilabel:`All` folder, click :guilabel:`New` and + select :guilabel:`Spreadsheet`, then select in which :guilabel:`Folder` the + spreadsheet should be created. + +#. Click :guilabel:`Blank spreadsheet` or, to create a new spreadsheet using an existing + :doc:`template `, select the relevant template. +#. Click :guilabel:`Create`. +#. Click on `Untitled spreadsheet` at the top of the screen to edit the name of the spreadsheet. + +.. tip:: + It is also possible to create a new spreadsheet by: + + - clicking :menuselection:`File -->` :icon:`os-clear-and-reload` :menuselection:`New` from the + menu bar of an open spreadsheet; or + - :doc:`inserting a list, pivot table, or chart from another Odoo app ` into + a new spreadsheet directly from the app in question. + + In these cases, the new spreadsheet is saved in Odoo Documents in the :icon:`fa-hdd-o` + :guilabel:`My Drive` personal folder. + +.. _spreadsheet/upload-files: + +Upload files +============ + +Files in `.xlsx` or `.csv` format can be uploaded into Odoo Documents and opened with Odoo +Spreadsheet. To do so: + +#. Open Odoo Documents and navigate to the section or folder where the spreadsheet should be saved. +#. Click :guilabel:`New` and select :guilabel:`Upload`. +#. Select the relevant `.xlsx` or `.csv` file and click :guilabel:`Open`. +#. Click on the uploaded file. +#. By default, the original file is deleted when it is opened with Odoo Spreadsheet. To preserve + the original file in the same folder in Odoo Documents, disable :guilabel:`Send source file to + trash`. +#. Click :guilabel:`Open with Odoo Spreadsheet`. + +The file can now be fully edited in Odoo Spreadsheet. + +.. _spreadsheet/manage-spreadsheets: + +Manage spreadsheets +=================== + +Users with :guilabel:`Editor` rights to a specific spreadsheet have various options for managing the +spreadsheet via the :guilabel:`File` menu: + +- :icon:`os-copy-file` :guilabel:`Make a copy`: creates a duplicate of the current spreadsheet with + the same :ref:`regional settings ` (or locale). +- :icon:`os-save` :guilabel:`Save as template`: allows the current spreadsheet to be used as a + :doc:`template ` for future spreadsheets. +- :icon:`os-download` :guilabel:`Download`: downloads the spreadsheet in `.xlsx` format. + + .. important:: + When you download a spreadsheet in `.xlsx` format, any spreadsheet formulas that retrieve Odoo + data from your database, e.g., via an :doc:`inserted list ` or via other + :doc:`Odoo-specific functions `, are converted to the values they would + have returned at the moment the spreadsheet was downloaded. + + .. tip:: + Users with :guilabel:`Viewer` rights can also download a spreadsheet in `.xlsx` format. + +- :icon:`os-version-history` :guilabel:`See version history`: provides read-only :ref:`access to + previous versions ` of the current spreadsheet, + which can be named and restored if needed. +- :icon:`fa-print` :guilabel:`Print`: prints a copy of the spreadsheet on a connected printer. +- :icon:`os-cog` :guilabel:`Settings`: allows you to view and change the :ref:`locale + ` of the current spreadsheet. +- :icon:`os-add-to-dashboard` :guilabel:`Add to dashboard`: allows you to turn the current + spreadsheet into a new dashboard that is accessible via Odoo Dashboards. The following fields must + be completed: :guilabel:`Dashboard Name`, the :guilabel:`Dashboard Section` in which the new + dashboard will be saved, and :guilabel:`Access Groups` to determine which user groups can access + the dashboard. + + .. note:: + When a spreadsheet is converted into a dashboard, the original spreadsheet is deleted from Odoo + Spreadsheet. However, it is still possible to edit the dashboards's underlying spreadsheet via + Odoo Dashboards. + +.. _spreadsheet/manage-spreadsheets/version-history: + +Version history +--------------- + +Odoo Spreadsheet automatically saves versions of spreadsheets as changes are made, allowing users +with :guilabel:`Editor` rights to browse and restore previous versions. + +To access the version history of a spreadsheet, click :menuselection:`File -->` +:icon:`os-version-history` :menuselection:`See version history` from the menu bar. Saved versions +appear in a panel on the right of the spreadsheet. The name of the user who made the change is +shown, as well as the date and time of the change. + +The following actions are possible: + +- **View an earlier version** in read-only format by clicking on the relevant version. +- **Restore an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)` + then :guilabel:`Restore this version`. +- **Copy an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)` then + :menuselection:`Make a copy`. A copy of the version opens as a new spreadsheet. +- **Create named versions** by clicking on the date and time of the relevant version and entering + the desired name. The date and time of the version are then displayed below the new name. + +.. tip:: + When viewing an earlier, read-only version of a spreadsheet, the following actions are still + possible: + + - Search the spreadsheet by clicking :menuselection:`Edit -->` :icon:`fa-search` + :menuselection:`Find and replace` or using the shortcut `Ctrl` + `H`. + - Copy an individual cell or selected area by clicking :menuselection:`Edit -->` + :icon:`fa-clipboard` :menuselection:`Copy` or using the shortcut `Ctrl` + `C`. + +.. _spreadsheet/manage-spreadsheets/regional-settings: + +Regional settings +----------------- + +To ensure data is displayed consistently for all users, the regional settings (or locale) of a +spreadsheet, are managed at spreadsheet level. This locale affects the following settings and +formats: + +- thousand and decimal separators +- date and time formats +- first day of the week + +By default, a new spreadsheet inherits the regional settings of the user who created it. For +example, any spreadsheets created by a user whose language is set to :guilabel:`French (BE) / +Français (BE)` will follow Belgian French conventions. + +A spreadsheet's locale can be viewed and changed at any time by a user with :guilabel:`Editor` +rights. To view the locale of a spreadsheet, click :menuselection:`File -->` :icon:`os-cog` +:menuselection:`Settings` from the menu bar. The :guilabel:`Spreadsheet settings` panel opens on the +right of the spreadsheet. To change the locale, select the appropriate locale from the dropdown. + +.. tip:: + When you open a spreadsheet that has a different locale to that of your user profile, a blue + :icon:`fa-globe` :guilabel:`(globe)` icon appears at the top right of the spreadsheet. Hovering + over the icon reveals a warning message that indicates the spreadsheet locale and highlights + formats that differ. + + .. image:: spreadsheet/locale-difference.png + :alt: Warning about difference between user and spreadsheet locale + + If no :icon:`fa-globe` :guilabel:`(globe)` icon is shown, this means the spreadsheet's locale is + the same as that of your user profile. diff --git a/content/applications/productivity/spreadsheet/command-palette.png b/content/applications/productivity/spreadsheet/command-palette.png new file mode 100644 index 0000000000..78ba142481 Binary files /dev/null and b/content/applications/productivity/spreadsheet/command-palette.png differ diff --git a/content/applications/productivity/spreadsheet/insert.rst b/content/applications/productivity/spreadsheet/insert.rst index 61f2e25781..cf099218a3 100644 --- a/content/applications/productivity/spreadsheet/insert.rst +++ b/content/applications/productivity/spreadsheet/insert.rst @@ -15,8 +15,8 @@ Several elements from your Odoo database can be inserted into an Odoo spreadshee Each time a list, pivot table, or chart is inserted, a :ref:`data source ` is created. This data source connects the spreadsheet to your Odoo database, retrieving up-to-date information every time the spreadsheet is opened, the browser -page is reloaded, or data is manually refreshed by clicking :menuselection:`Data --> Refresh all -data` from the menu bar. +page is reloaded, or data is manually refreshed by clicking :menuselection:`Data -->` +:icon:`os-refresh-data` :menuselection:`Refresh all data` from the menu bar. :ref:`Inserted lists ` and :ref:`inserted pivot tables ` use formulas with Odoo-specific :ref:`list functions @@ -162,7 +162,7 @@ To insert a list: .. note:: When inserting a list into a new spreadsheet, the spreadsheet is saved in the **Odoo - Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace. + Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder. #. Click :guilabel:`Confirm`. @@ -386,7 +386,7 @@ To insert a pivot table: .. note:: When inserting a pivot table into a new spreadsheet, the spreadsheet is saved in the **Odoo - Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace. + Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder. #. Click :guilabel:`Confirm`. @@ -558,7 +558,7 @@ To insert a chart from an Odoo database into an Odoo spreadsheet: .. note:: When inserting a chart into a new spreadsheet, the spreadsheet is saved in the **Odoo - Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace. + Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder. #. Click :guilabel:`Confirm`. diff --git a/content/applications/productivity/spreadsheet/locale-difference.png b/content/applications/productivity/spreadsheet/locale-difference.png new file mode 100644 index 0000000000..6368d323b2 Binary files /dev/null and b/content/applications/productivity/spreadsheet/locale-difference.png differ diff --git a/content/applications/productivity/spreadsheet/templates.rst b/content/applications/productivity/spreadsheet/templates.rst index 0cc9999587..259a3ca58a 100644 --- a/content/applications/productivity/spreadsheet/templates.rst +++ b/content/applications/productivity/spreadsheet/templates.rst @@ -15,8 +15,9 @@ Create a template ================= Any spreadsheet can be saved as a template. Open the relevant spreadsheet or :ref:`create a new one -`. From the menu bar, click :menuselection:`File --> Save as template`. -Modify the default :guilabel:`Template Name` if needed and click :guilabel:`Confirm`. +`. From the menu bar, click :menuselection:`File -->` :icon:`os-save` +:menuselection:`Save as template`. Modify the default :guilabel:`Template Name` if needed and +click :guilabel:`Confirm`. .. important:: Once a spreadsheet is saved as a template, any further changes to the open spreadsheet are @@ -62,7 +63,3 @@ Various actions are possible: - Delete a template by ticking the checkbox next to it, clicking :icon:`fa-cog` :guilabel:`Actions`, then :guilabel:`Delete`. - -.. tip:: - Use the download button under the :guilabel:`Spreadsheet file` column to export a template in - JSON format. The file can be imported into another database.