[ADD] spreadsheet: sharing and collaborating on spreadsheets

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
@@ -28,19 +29,20 @@ With Odoo Spreadsheet, you can:
 - :doc:`create and use dynamic pivot tables <spreadsheet/work_with_data/dynamic_pivot_tables>`
 - filter data across multiple Odoo data sources using :doc:`global filters
   <spreadsheet/work_with_data/global_filters>`
-- visualize data using :doc:`charts <spreadsheet/visualize_data/charts>` and formatting
-- share files internally and externally
+- visualize data using :doc:`charts <spreadsheet/visualize_data/charts>` and :doc:`formatting
+  <spreadsheet/visualize_data/conditional_formatting>`
+- :doc:`share files internally and externally <spreadsheet/share_collaborate>`
 
 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
+   <../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 :doc:`dashboards available in Odoo Dashboards
-   <../../applications/productivity/dashboards>`. On a dashboard, charts and data tables are used to
+   <dashboards>`. On a dashboard, charts and data tables are used to
    display dynamic Odoo data and provide an overview of key business metrics.
 
    :ref:`Standard, pre-configured dashboards

content/applications/productivity/spreadsheet/get_started.rst

@@ -135,9 +135,16 @@ 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 <spreadsheet/get-started/manage-spreadsheets-locale>` (or
   locale).
-- :icon:`os-save` :guilabel:`Save as template`: allows the current spreadsheet to be used as a
-  :ref:`template <spreadsheet/get-started/templates>` for future spreadsheets.
-- :icon:`os-download` :guilabel:`Download`: downloads the spreadsheet in `.xlsx` format.
+- :icon:`fa-share-alt` :guilabel:`Share`: allows you to configure access rights to the spreadsheet
+  and :guilabel:`Share` it with specific users or copy a shareable link. For a spreadsheet
+  containing dynamic Odoo data that needs to be shared with a user who does not have the
+  appropriate access rights to the data, it is possible to :guilabel:`Freeze and share` the
+  spreadsheet.
+
+  .. seealso::
+     :ref:`Access and sharing <spreadsheet/collaboration/access-sharing>`
+
+- :icon:`fa-download` :guilabel:`Download`: downloads the spreadsheet in `.xlsx` format.
 
   .. important::
      When you download a spreadsheet in `.xlsx` format, any spreadsheet formulas that retrieve Odoo
@@ -148,14 +155,23 @@ spreadsheet via the :guilabel:`File` menu:
   .. tip::
      Users with :guilabel:`Viewer` rights can also download a spreadsheet in `.xlsx` format.
 
+- :icon:`fa-print` :guilabel:`Print`: prints a copy of the spreadsheet on a connected printer.
+- :icon:`os-save` :guilabel:`Save as template`: allows the current spreadsheet to be used as a
+  :ref:`template <spreadsheet/get-started/templates>` for future spreadsheets.
+- :icon:`fa-trash` :guilabel:`Move to trash`: moves the spreadsheet to the trash folder of the
+  Documents app
+
+  .. tip::
+     Items in the trash folder are permanently deleted after 30 days.
+
+- :icon:`os-add-to-dashboard` :guilabel:`Add to dashboard`: :ref:`converts
+  <spreadsheet/get-started/convert-to-dashboard>` the current spreadsheet into an
+  :doc:`Odoo dashboard <../dashboards>`.
 - :icon:`os-version-history` :guilabel:`See version history`: provides read-only :ref:`access to
   previous versions <spreadsheet/get-started/manage-spreadsheets-versioning>` 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
   <spreadsheet/get-started/manage-spreadsheets-locale>` of the current spreadsheet.
-- :icon:`os-add-to-dashboard` :guilabel:`Add to dashboard`: :ref:`converts
-  <spreadsheet/get-started/convert-to-dashboard>` the current spreadsheet into an Odoo dashboard.
 
 .. _spreadsheet/get-started/manage-spreadsheets-versioning:
 

content/applications/productivity/spreadsheet/share_collaborate.rst

@@ -0,0 +1,306 @@
+=====================
+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 <spreadsheet/collaboration/access-sharing>`
+- :ref:`version history <spreadsheet/get-started/manage-spreadsheets-versioning>`
+- discussions via :ref:`comments and the spreadsheet's chatter thread
+  <spreadsheet/collaboration/chatter>`
+
+.. _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 <documents/access-rights>`. :ref:`Roles and permissions
+<spreadsheet/collaboration/roles-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 <spreadsheet/collaboration/static-spreadsheet>` and :ref:`spreadsheets that contain
+dynamic Odoo data <spreadsheet/collaboration/dynamic-spreadsheet>`, 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:`fa-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 <documents/access-rights>`.
+
+.. _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 <insert>`
+- a linked :ref:`data source <spreadsheet/insert/data-sources>`, 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
+<documents/access-rights>`.
+
+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
+:menuselection:`File --> Share --> Freeze and share` from the menu bar, then :ref:`configure access
+as appropriate <documents/access-rights>`.
+
+.. 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:`fa-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 <spreadsheet/collaboration/comments>`
+- the spreadsheet's :ref:`chatter thread <spreadsheet/collaboration/chatter>`
+
+.. _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::
+
+      - Click the :icon:`fa-plus-circle` icon, then:
+
+        - :guilabel:`Add from Documents` to add a file saved in the Documents app
+        - :icon:`oi-gif-picker` :guilabel:`Add GIFS` to add GIFs (if this is enabled in the
+          :guilabel:`General Settings`)
+
+      - Click :icon:`fa-smile-o` :guilabel:`(Add Emojis)` to add emojis.
+      - Type `@` followed by a user's name to tag them in the comment.
+
+#. Click the :icon:`fa-send-o` :guilabel:`(Log)` icon or press `Enter` to log the comment.
+
+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 <spreadsheet/collaboration/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 <documents/details-panel>`.