diff --git a/content/applications/productivity/documents.rst b/content/applications/productivity/documents.rst index 8d8867ee96..56a4437af9 100644 --- a/content/applications/productivity/documents.rst +++ b/content/applications/productivity/documents.rst @@ -29,8 +29,8 @@ file or folder to move it to another folder or section. .. tip:: - Use the :ref:`search bar ` to quickly find specific items. - The :doc:`chatter ` tracks changes to folders and files and allows - communication with internal users and external contacts. Click the :icon:`fa-info-circle` - (:guilabel:`Info & Tags`) button in the upper-right corner next to the view to access it. + communication with internal users and external contacts. Open the :ref:`Details panel + ` to access it. .. seealso:: :doc:`Sign documentation ` @@ -52,21 +52,26 @@ adjust this delay, go to :menuselection:`Documents --> Configuration --> Setting File centralization ------------------- -Enabling file centralization for a specific app automatically organizes all associated files into -dedicated folders. To do so, go to :menuselection:`Documents --> Configuration --> Settings`. For -example, enabling :guilabel:`Human Resources` makes HR documents automatically available in the -:guilabel:`HR` folder, while documents related to Payroll are automatically available in the -:guilabel:`Payroll` sub-folder. Select the desired folder from the dropdown list and select the -:ref:`Tags ` to be added to the relevant files. +File centralization allows for automatically organizing all files associated with a specific app +into dedicated folders. It is enabled by default for each app upon installation. To disable file +centralization, modify the default folder, or configure the tags to be added to the app-specific +files, go to :menuselection:`Documents --> Configuration --> Settings`, and edit the relevant +setting under the :guilabel:`File Centralization` section. .. tip:: - When centralizing accounting files, click :guilabel:`Journals` to configure specific - sub-folders for individual journals. + - File centralization cannot be disabled for :guilabel:`Accounting` documents. A sub-folder is + automatically created for each journal type (e.g., Sales, Purchase, Bank, etc.), and the + journal name is added as a tag on each document. Click :guilabel:`Journals` to edit the list of + journals to synchronize and define their corresponding folders and tags. + - For :guilabel:`Human Resources` files, a sub-folder is automatically created for each employee, + and specific tags are added to the files based on the document type (e.g., + :guilabel:`Contracts`, :guilabel:`Payslips`, etc.). You can also create additional + :guilabel:`Employee Subfolders` automatically by entering the desired folder names, separated + by commas. .. note:: - - Changing the folder or tags does not affect existing files; the changes will apply only to - newly created ones. - - If file centralization is enabled for an app, deleting a record in that app moves its + - Changing the folder or tags only affects new files; existing files remain unchanged. + - When file centralization is enabled for an app, deleting a record in that app moves its attachments to the trash in the Documents app. .. _documents/folders: @@ -91,16 +96,8 @@ icon above the tree. The following options are available in the menu: - :icon:`fa-download` :guilabel:`Download`: Download the folder as a .zip file, including its files and sub-folders. - :icon:`fa-pencil-square-o` :guilabel:`Rename`: Modify the folder's name. -- :icon:`fa-share-alt` :guilabel:`Share`: :ref:`Share the folder or manage its access rights +- :icon:`fa-share-alt` :guilabel:`Share`: :ref:`Share the folder and manage its access rights `. -- :icon:`fa-external-link-square` :guilabel:`Add shortcut`: This option is only available for - sub-folders and allows to create a shortcut to a sub-folder. - - - If you have editing permissions, the shortcut is created in the same folder. - - If you don't have editing permissions, the shortcut appears in the :icon:`fa-hdd-o` - :guilabel:`My Drive` section. - - You can then drag and drop it into the desired folder. - :icon:`fa-star-o` :guilabel:`Add star`: Mark a folder as a favorite for quicker access. This setting is user-specific and does not affect other users' workspaces. You can then use the :ref:`Starred filter ` to navigate to your favorite folders quickly. @@ -114,9 +111,23 @@ icon above the tree. The following options are available in the menu: - :icon:`fa-cog` :guilabel:`Automations`: Create :doc:`automation rules `. -.. important:: - Setting up automation rules requires activating :doc:`/applications/studio`, which may impact - your `pricing plan `_. + .. important:: + Setting up automation rules requires activating :doc:`/applications/studio`, which may impact + your `pricing plan `_. + +- :guilabel:`AI Auto-sort`: Use Odoo AI to automatically organize the files in the folder and + trigger actions based on the provided AI prompt. Add the corresponding actions for your prompt in + the lower section of the popup. This option requires the **Odoo AI** app to be installed. + +.. tip:: + Switch to the list view to: + + - manage multiple folders at once. + - :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet` + one or multiple folders. + - quickly execute actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`, + etc. Hover over a folder line and click the corresponding icon at the end of the line to + perform the desired action. .. _documents/documents: @@ -154,26 +165,25 @@ Managing files Several buttons are available in the top bar when opening a file: - the :icon:`fa-cog` :guilabel:`Actions` menu, which includes the options described below -- :guilabel:`Share`: to :ref:`share the file or manage its access rights ` +- :guilabel:`Share`: to :ref:`share the file and manage its access rights ` - :guilabel:`Download` - any :ref:`buttons defined for the folder ` The following options are available in the :icon:`fa-cog` :guilabel:`Actions` menu: -- :icon:`fa-files-o` :guilabel:`Duplicate`: Create a copy of the file. +- :icon:`fa-files-o` :guilabel:`Duplicate`: Create a copy of the file. In the popup, select or + create the destination folder, then click :guilabel:`Duplicate in` *destination folder's name*. - :icon:`fa-trash` :guilabel:`Move to Trash`: Move the file to the :ref:`trash `. - :icon:`fa-pencil-square-o` :guilabel:`Rename` - :icon:`fa-info-circle` :guilabel:`Info & tags`: View the file's :ref:`details ` and chatter. +- :icon:`fa-sign-in` :guilabel:`Move`: Move the file to another folder. In the popup, select or + create the destination folder, then click :guilabel:`Move to` *destination folder's name*. - :icon:`fa-external-link-square` :guilabel:`Create shortcut`: A shortcut is a pointer to a file, - allowing access from multiple folders without duplicating the file. - - - If you have editing permissions, the shortcut is created in the same folder. - - If you don't have editing permissions, the shortcut appears in the :icon:`fa-hdd-o` - :guilabel:`My Drive` section. - - You can then drag and drop it into the desired folder. + allowing access from multiple folders without duplicating the file. In the popup, select or + create the destination folder, then click :guilabel:`Create a shortcut in` *destination + folder's name*. - :icon:`fa-history` :guilabel:`Manage versions`: View all versions of the file in upload order, download a specific version, or upload a new one as needed. - :icon:`fa-lock` :guilabel:`Lock`: Protect the file from any modifications. @@ -182,8 +192,16 @@ The following options are available in the :icon:`fa-cog` :guilabel:`Actions` me - :icon:`fa-scissors` :guilabel:`Split PDF`: :ref:`Split a PDF file `. .. tip:: - You can use folder-specific :ref:`email aliases ` to automatically save - files sent to the alias into the corresponding folder. + - You can use folder-specific :ref:`email aliases ` to automatically + save files sent to the alias into the corresponding folder. + - Switch to the list view to: + + - manage multiple files at once. + - :icon:`fa-upload` :guilabel:`Export` or :icon:`oi-view-list` :guilabel:`Insert in spreadsheet` + one or multiple files. + - quickly perform actions such as :guilabel:`Share`, :guilabel:`Download`, :guilabel:`Rename`, + etc. Hover over a file line and click the corresponding icon at the end of the line to + perform the desired action. .. _documents/pdfs: @@ -258,9 +276,9 @@ To send a reminder email for all requested files, click the :icon:`fa-ellipsis-v Details panel ============= -To view a folder's or file's information and tags, select the folder or file, then click -the :icon:`fa-cog` icon (for folders) or :icon:`fa-cog` :guilabel:`Actions` button (for -files) and select :icon:`fa-info-circle` :guilabel:`Info & Tags`. +To view a folder's or file's information and tags, select the folder or file, then click the +:icon:`fa-cog` icon (for folders) or :icon:`fa-cog` :guilabel:`Actions` button (for files) and +select :icon:`fa-info-circle` :guilabel:`Info & Tags`. .. tip:: Alternatively, for folders, you can also click the :icon:`fa-info-circle` @@ -275,6 +293,7 @@ The details panel allows the following: required user from the dropdown list. The contact is a person who only has :guilabel:`Viewer` :ref:`access rights ` to the file or folder, e.g., an existing supplier in the database. +- Access the :doc:`chatter `. To close the details panel, click the :icon:`fa-remove` (:guilabel:`remove`) button in the upper-right corner. @@ -302,6 +321,10 @@ folder. To set up an email alias for a folder, follow these steps: #. Optionally, select the :ref:`Tags ` to automatically apply to the files created through the alias. +.. note:: + Emails sent to the alias without attachments are converted into files, using the email subject as + the file name. + .. seealso:: :doc:`/applications/general/email_communication/email_servers_inbound` @@ -337,8 +360,8 @@ desired record. .. _documents/access-rights: -Share and access rights -======================= +Sharing and access rights +========================= .. note:: You can only share folders and files and edit their access rights if you have editing rights. @@ -349,10 +372,23 @@ Access rights can be set on: :guilabel:`Share`. - files: Open the file and click :guilabel:`Share` in the top bar. -In the :guilabel:`Share` pop-up, click :guilabel:`Invite people` to grant access to specific users -or contacts. Select their name from the dropdown menu or enter their email address in the -:guilabel:`People` field, then set the :guilabel:`Role` field to :guilabel:`Viewer` or -:guilabel:`Editor`. +.. tip:: + Switch to the list view to share or manage the access rights of multiple filers or folders at + once. + +To grant access to specific users or contacts, follow these steps: + +#. In the :icon:`fa-user-plus` (:guilabel:`Invite people`) field, select the users or contacts you + want to grant access to from the dropdown menu or enter their email address. + + .. note:: + :guilabel:`Access through link` must be enabled first before granting access to external + contacts. + +#. Set the :guilabel:`Role` field to :guilabel:`Viewer` or :guilabel:`Editor`. +#. If desired, toggle the :guilabel:`Notify` switch off to avoid sending a notification email. +#. Click :guilabel:`Share` to grant access (with or without a notification) or :guilabel:`Copy + Links` to copy the sharing link to the clipboard. .. tip:: To remove a permission or set an expiration date for it, hover the mouse over the relevant @@ -362,23 +398,37 @@ or contacts. Select their name from the dropdown menu or enter their email addre .. image:: documents/remove-permission.png :alt: Hover the mouse over a permission to reveal the buttons. -To set :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Anyone with the -link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to restrict access -completely). For :guilabel:`Anyone with the link`, you can further specify whether the folder or -file should be :guilabel:`Discoverable` (accessible through browsing) or require that users -:guilabel:`Must have the link to access` it. +To configure :guilabel:`General access` for :guilabel:`Internal users` or :guilabel:`Access through +link`, select :guilabel:`Viewer`, :guilabel:`Editor`, or :guilabel:`None` (to completely restrict +access). For :guilabel:`Access through link`, you can also specify whether the folder or file should +be :guilabel:`Discoverable` (i.e., accessible through browsing). Click :guilabel:`Save` +to apply the changes, then :guilabel:`Copy Links` to copy the sharing link to the clipboard. .. note:: - - Public users :guilabel:`Must have the link to access` a folder or file on the portal when - connecting for the first time. - - Each folder and file URL includes the access rights that have been set for it. When you - share a folder, the person you share it with is directed to a dedicated portal where they can - view the files in that folder, excluding any with restricted access. - -.. tip:: - :doc:`Portal users ` can access folders and files they have - permission to view or edit through the customer portal by clicking the :guilabel:`Documents` - card. + - Each folder and file URL includes the access rights assigned to it. When you share a link to a + folder, recipients are directed to a dedicated portal where they can view the files in that + folder, excluding any with restricted access. + - :doc:`Portal users ` can access folders and files they have + permission to view or edit through the customer portal by clicking the :guilabel:`Documents` + card. + +Managing files across apps +========================== + +You can save files to or attach existing files in the Documents app from any record. + +- To save an attachment to the Documents app, hover over an attachment in the record's chatter + and click the :icon:`fa-hdd-o` (:guilabel:`Add to Documents`) icon. + +- To attach a file to a record from the record's chatter, click the :guilabel:`Add from Documents` + icon, select the desired file, and click :guilabel:`Add from Documents` to add the + raw file, or :guilabel:`Paste Link(s)` to insert a link to the file (and preserve the document's + :ref:`access rights `). + +- To insert a file from Documents into the :doc:`Odoo rich-text editor + `, type `/file`, then select the desired file, and click + :guilabel:`Add from Documents` to add the raw file, or :guilabel:`Paste Link(s)` to insert a link + to the file (and preserve the document's :ref:`access rights `). .. _documents/file-digitization: