From e81bfeac732e72b60c23564a701a22671058896a Mon Sep 17 00:00:00 2001 From: mcsi-odoo Date: Mon, 3 Nov 2025 17:37:13 +0100 Subject: [PATCH] [ADD] spreadsheet: sharing and collaborating on spreadsheets task-4943669 --- .../applications/productivity/spreadsheet.rst | 1 + .../spreadsheet/share_collaborate.rst | 299 ++++++++++++++++++ 2 files changed, 300 insertions(+) create mode 100644 content/applications/productivity/spreadsheet/share_collaborate.rst diff --git a/content/applications/productivity/spreadsheet.rst b/content/applications/productivity/spreadsheet.rst index f727b90749..c81ace9184 100644 --- a/content/applications/productivity/spreadsheet.rst +++ b/content/applications/productivity/spreadsheet.rst @@ -13,6 +13,7 @@ Spreadsheet spreadsheet/insert spreadsheet/work_with_data spreadsheet/visualize_data + spreadsheet/share_collaborate **Odoo Spreadsheet** allows you to organize, manipulate, analyze, and visualize data. It offers similar functionality to other spreadsheet solutions with the added benefit of integrating directly diff --git a/content/applications/productivity/spreadsheet/share_collaborate.rst b/content/applications/productivity/spreadsheet/share_collaborate.rst new file mode 100644 index 0000000000..99a753ced6 --- /dev/null +++ b/content/applications/productivity/spreadsheet/share_collaborate.rst @@ -0,0 +1,299 @@ +===================== +Share and collaborate +===================== + +Odoo Spreadsheet offers various features that allow for efficient real-time collaboration while +ensuring the appropriate level of control and traceability, including: + +- :ref:`permission-based sharing ` +- :ref:`version history ` +- discussions via :ref:`comments and the spreadsheet's chatter thread + ` + +.. _spreadsheet/collaboration/access-sharing: + +Access and sharing +================== + +In principle, the rights to access Odoo spreadsheets are handled like :ref:`any other file in the +Documents app `. :ref:`Roles and permissions +` are either inherited from the folder a spreadsheet is +saved in or controlled at the level of the spreadsheet itself. + +However, there are important differences to consider between :ref:`spreadsheets that contain only +static data ` and :ref:`spreadsheets that contain +dynamic Odoo data `, in terms of both access and data +visibility. + +.. tip:: + + - Access to a folder or spreadsheet can be managed by its owner or any user with + :guilabel:`Editor` rights. + - A user with :guilabel:`Viewer` rights cannot share a spreadsheet with a specific user + directly, but can copy a link to the spreadsheet. + - Any user with access to a spreadsheet can download it as an `.xlsx` file by clicking + :menuselection:`File -->` :icon:`os-download` :menuselection:`Download` from the menu bar. If + the spreadsheet contained dynamic data, the values are frozen at the moment of download. + +.. _spreadsheet/collaboration/roles-permissions: + +Roles and permissions +--------------------- + +Permissions are managed using the following roles: + +.. list-table:: + :header-rows: 1 + :stub-columns: 1 + :widths: 5 5 5 5 5 5 5 5 5 + + * - Role + - View + - Edit + - Delete + - Download .xlsx + - Share + - Manage roles + - Use comments + - Use chatter + * - Owner + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` with specific people or via link + - :icon:`fa-check` including changing owner + - :icon:`fa-check` + - :icon:`fa-check` + * - Editor + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` + - :icon:`fa-check` with specific people or via link + - :icon:`fa-check` but cannot change owner + - :icon:`fa-check` + - :icon:`fa-check` + * - Viewer + - :icon:`fa-check` + - :icon:`oi-close` + - :icon:`oi-close` + - :icon:`fa-check` + - :icon:`fa-check` only via link + - :icon:`oi-close` + - :icon:`oi-close` + - :icon:`fa-check` + +.. _spreadsheet/collaboration/static-spreadsheet: + +Share a static spreadsheet +-------------------------- + +Spreadsheets containing only static data can be shared internally or externally by the owner of the +spreadsheet or any user with :guilabel:`Editor` rights. + +To do so, click :icon:`fa-share-alt` :guilabel:`Share` in the upper-right corner above the +spreadsheet, then :ref:`configure access as appropriate `. + +.. _spreadsheet/collaboration/dynamic-spreadsheet: + +Share a dynamic spreadsheet +--------------------------- + +A spreadsheet is considered a *dynamic spreadsheet* if it contains any of the following: + +- formulas that retrieve live data from an Odoo database, e.g., in a :doc:`list or pivot table that + has been inserted into the spreadsheet ` +- a linked :ref:`data source `, even if the corresponding list or + pivot table has been deleted from the spreadsheet +- links to Odoo menu items + +Internal sharing +~~~~~~~~~~~~~~~~ + +Spreadsheets containing dynamic Odoo data can be shared *with internal users only* by the owner of +the spreadsheet or any user with :guilabel:`Editor` rights. + +However, having access to a spreadsheet does not necessarily mean an internal user *sees* all the +data in the original spreadsheet. The visibility of dynamic Odoo data is based on an internal user’s +access rights to the model from which the data has been retrieved, and takes into account any record +rules that may restrict access. + +.. important:: + Permissions to view data are taken into account when an internal user opens a spreadsheet, with + the spreadsheet only being populated with data the user is authorized to see. + + .. example:: + A sales manager creates a spreadsheet that includes sales data for all the salespeople in their + team. Users with the permission `Sales / User: Own Documents Only` only see data related to + their own sales. + +To share a spreadsheet containing dynamic Odoo data, click :icon:`fa-share-alt` :guilabel:`Share` in +the upper-right corner above the spreadsheet, then :ref:`configure access as appropriate +`. + +External sharing +~~~~~~~~~~~~~~~~ + +Spreadsheets containing dynamic Odoo data *cannot be accessed by external users*. + +.. note:: + If an external user attempts to access a dynamic spreadsheet via a link, an error message is + shown. + +If a spreadsheet containing Odoo data needs to be shared with an external user, the owner of the +spreadsheet or a user with :guilabel:`Editor` rights can create a frozen, read-only version. In this +version, all Odoo formulas are converted to their value at the moment the frozen version is created, +and any links to Odoo menus are removed. + +To create a frozen version of a spreadsheet that contains dynamic Odoo data, click +:icon:`fa-share-alt` :guilabel:`Freeze and share` in the upper-right corner above the spreadsheet, +then :ref:`configure access as appropriate `. + +.. tip:: + It is also possible to download a frozen version of a spreadsheet that contains Odoo data as an + `.xlsx` file by clicking :menuselection:`File -->` :icon:`os-download` :menuselection:`Download` + from the menu bar. The values of any dynamic data are frozen at the moment of download. + +.. _spreadsheet/collaboration/comments-chatter: + +Comments and chatter +==================== + +Odoo Spreadsheet offers two ways to communicate with other users who have access to the same +spreadsheet, namely by using: + +- :ref:`comments ` +- the spreadsheet's :ref:`chatter thread ` + +.. _spreadsheet/collaboration/comments: + +Use comments in a spreadsheet +----------------------------- + +Comments, which are added to individual spreadsheet cells, are useful for discussing specific +elements of a spreadsheet. Other collaborators can be notified by typing `@` followed by their +name. + +.. important:: + Only the spreadsheet's owner or users with :guilabel:`Editor` rights can use comments in a + spreadsheet; both roles can perform the same actions. Comments are not visible to users with + :guilabel:`Viewer` rights. + +.. _spreadsheet/collaboration/comments-add-react: + +Add or react to comments +~~~~~~~~~~~~~~~~~~~~~~~~ + +To add or react to a comment: + +#. If the comment is: + + - the first comment being added to the cell, right-click the cell then click :icon:`os-comments` + :guilabel:`Insert comment` or click :menuselection:`Insert -->` :icon:`os-comments` + :menuselection:`Insert comment` from the menu bar. + - a reaction to an existing comment thread on a cell, click on the relevant cell or on the + comment thread to open the thread. + +#. Type a comment in the text box. + + .. tip:: + Type `@` to tag users, or add emojis or GIFs by clicking :icon:`oi-smile-add` :guilabel:`Add a + Reaction`. + +#. Click :guilabel:`Send` or press `Ctrl` + `Enter`. + +Click anywhere else in the spreadsheet to close the comment thread. + +.. tip:: + To react to an individual comment with only an emoji, hover over the comment, click the + :icon:`oi-smile-add` :guilabel:`(Add a Reaction)` icon, then select the desired emoji. + +.. _spreadsheet/collaboration/comments-view: + +View comments +~~~~~~~~~~~~~ + +When a comment has been added to a cell, a small yellow triangle appears in the top right corner of +the cell. + +To view a comment thread on a single cell, hover over the cell; click the cell or the comment +thread to open the thread to be able to add a comment. + +To view all comments on a spreadsheet, click :menuselection:`View -->` :icon:`os-comments` +:menuselection:`All comments` from the menu bar. Alternatively, after opening a comment thread, +click :guilabel:`Open all comments`. + +The :guilabel:`Comments` panel opens on the right side of the spreadsheet. By default, comment +threads for :guilabel:`All sheets` of the spreadsheet are shown, grouped by sheet. To see only the +comment threads for the current sheet, select :guilabel:`This sheet` in the :guilabel:`Filter +comments` field. + +Click on a comment thread in the :guilabel:`Comments` panel to open it. + +.. _spreadsheet/collaboration/comments-edit-delete: + +Edit or delete comments +~~~~~~~~~~~~~~~~~~~~~~~ + +.. note:: + A spreadsheet's owner or users with :guilabel:`Editor` rights can edit or delete any comment. + +To edit a comment: + +#. Hover over the comment, then click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon. +#. Click :icon:`fa-pencil` :guilabel:`Edit`. +#. Make the desired changes, then click :guilabel:`Save` or press `Enter`. To abort the edit, click + :guilabel:`Cancel` or press `Escape`. + +.. tip:: + A comment that has been modified has *(edited)* added to the end of the text. + +To delete a comment: + +#. Hover over the comment, then click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon. +#. Click :icon:`fa-trash` :guilabel:`Delete`. +#. Click :guilabel:`Confirm` to confirm the deletion. + +.. _spreadsheet/collaboration/comments-resolve: + +Resolve comment threads +~~~~~~~~~~~~~~~~~~~~~~~ + +To resolve a comment thread: + +#. Access the :guilabel:`Comments` panel by clicking :menuselection:`View -->` :icon:`os-comments` + :menuselection:`All comments` from the menu bar. Alternatively, with a comment thread open, click + :guilabel:`Open all comments`. +#. Click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon for the relevant comment thread, then + click :guilabel:`Resolve this thread`. + +Once resolved, the comment thread is no longer accessible directly on the spreadsheet, but remains +visible in the :guilabel:`Comments` panel; resolved threads are identified by a :icon:`fa-check` +:guilabel:`(check)` icon. + +To reopen a resolved comment thread, from the :guilabel:`Comments` panel, click the +:icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon for the relevant comment thread, then click +:guilabel:`Re-open this thread`. + +.. _spreadsheet/collaboration/chatter: + +Use a spreadsheet's chatter thread +---------------------------------- + +Whereas :ref:`comments ` on specific spreadsheet cells are +suited for discussions about specific elements of a spreadsheet, a spreadsheet’s :doc:`chatter +thread <../discuss/chatter>` allows for a more general discussion. + +To access the chatter thread of a spreadsheet: + +#. With the **Documents** app open, navigate to the folder or section where the spreadsheet is + saved. +#. Select the :icon:`oi-view-list` :guilabel:`(List)` view in the upper-right corner. +#. Select the relevant spreadsheet, then click the :icon:`fa-info-circle` :guilabel:`(Info & tags)` + button in the upper-right corner next to the view selector. Alternatively, with the spreadsheet + selected, click the :icon:`fa-cog` :guilabel:`Action` button, then select :icon:`fa-info-circle` + :guilabel:`(Info & tags)`. + +The spreadsheet’s chatter thread opens on the right of the screen, below the spreadsheet's +:ref:`details panel `.