[MOV] documentation structure reorganization
This commit aims to improve the documentation's navigability by redefining some categories' purposes and titles. There is a redirection rule for each documentation page moved. This ensures that users won't have a 404 error message. task-3217827 closes odoo/documentation#8060 Signed-off-by: Jonathan Castillo (jcs) <jcs@odoo.com>
This commit is contained in:
Jonathan Castillo (jcs)
@@ -39,7 +39,7 @@ After setting the necessary formatting options and mapping the file columns with
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fields, you can run a :guilabel:`Test` and :guilabel:`Import` your bank transactions.
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.. seealso::
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:doc:`/applications/general/export_import_data`
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:doc:`/applications/essentials/export_import_data`
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.. _transactions/register:
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@@ -34,6 +34,6 @@ email, as usual, but the invoice is sent to the email of the address set as the
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.. note::
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- Reports, such as the delivery slip and invoice report, can be :doc:`customized using Studio
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</applications/productivity/studio/pdf_reports>`.
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</applications/studio/pdf_reports>`.
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- If :doc:`Send by Post <snailmail>` is checked when you click :guilabel:`Send & Print`, the
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invoice will be mailed to the invoice address.
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@@ -44,7 +44,7 @@ your customer’s address is set correctly, including the country, before sendin
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Pricing
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=======
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Snailmail is an :doc:`/applications/general/in_app_purchase` service that requires prepaid stamps
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Snailmail is an :doc:`/applications/essentials/in_app_purchase` service that requires prepaid stamps
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(=credits) to work. Sending one document consumes one stamp.
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To buy stamps, go to :menuselection:`Accounting --> Configuration --> Settings --> Customer
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@@ -90,6 +90,6 @@ select all the reports you would like to process, click on the :guilabel:`Action
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select :guilabel:`Process follow-ups`.
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.. seealso::
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- :doc:`../../../general/in_app_purchase`
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- :doc:`../../../marketing/sms_marketing/pricing/pricing_and_faq`
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- :doc:`/applications/essentials/in_app_purchase`
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- :doc:`/applications/marketing/sms_marketing/pricing/pricing_and_faq`
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- :doc:`../customer_invoices/snailmail`
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@@ -26,8 +26,8 @@ If you use Odoo on Odoo.com or Odoo.sh platform, your code is already up-to-date
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to the next step.
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If you use Odoo with an on-premise setup or through a partner, you must update your installation as
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detailed in :doc:`this documentation page </administration/maintain/update>`, or by contacting your
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integrating partner.
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detailed in :doc:`this documentation page </administration/on_premise/update>`, or by contacting
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your integrating partner.
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Update the list of available modules
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====================================
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@@ -52,8 +52,9 @@ The email alias is now available in the :guilabel:`Advanced Settings` tab of the
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sent to this address will be converted automatically into new invoices or bills.
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.. note::
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If you use the :doc:`Documents <../../documents>` app, you can automatically send your scanned
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invoices to the :guilabel:`Finance` workspace (e.g., `inbox-financial@example.odoo.com`).
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If you use the :doc:`Documents </applications/productivity/documents>` app, you can automatically
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send your scanned invoices to the :guilabel:`Finance` workspace (e.g.,
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`inbox-financial@example.odoo.com`).
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The default email aliases `vendor-bills@` and `customer-invoices@` followed by the
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:guilabel:`Alias Domain` you set are automatically created for the :guilabel:`Vendor Bills` and
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@@ -96,4 +97,4 @@ and click on :guilabel:`Buy credits`, or go to :menuselection:`Settings --> Odoo
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.. seealso::
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- `Our Privacy Policy <https://iap.odoo.com/privacy#header_6>`_
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- :doc:`/applications/general/in_app_purchase`
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- :doc:`/applications/essentials/in_app_purchase`
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@@ -1,306 +0,0 @@
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=========
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Documents
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=========
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**Odoo Documents** allows you to store, view, and manage files within Odoo.
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You can upload any file (max 64MB per file on Odoo Online) and organize them in various workspaces.
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.. seealso::
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- `Odoo Documents: product page <https://www.odoo.com/app/documents>`_
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- `Odoo Tutorials: Documents basics [video]
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<https://www.odoo.com/slides/slide/documents-basics-674>`_
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- `Odoo Tutorials: Using Documents with your Accounting App [video] <https://www.odoo.com/slides/slide/using-documents-with-your-accounting-app-675?fullscreen=1#>`_
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Configuration
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=============
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By going to :menuselection:`Documents --> Configuration --> Settings`, you can enable the
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centralization of files attached to a specific area of your activity. For example, by ticking
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:guilabel:`Human Resources`, your HR documents are automatically available in the HR workspace,
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while documents related to Payroll are automatically available in the Payroll sub-workspace . You
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can change the default workspace using the dropdown menu and edit its properties by clicking the
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internal link button (:guilabel:`➔`).
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.. image:: documents/files-centralization.png
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:alt: Enable the centralization of files attached to a specific area of your activity.
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.. note::
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- If you enable the centralization of your accounting files and documents, it is necessary to
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click on :guilabel:`Journals` and define each journal independently to allow automatic
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synchronization.
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.. image:: documents/accounting-files-centralization.png
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:alt: Enable the centralization of files attached to your accounting.
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- If you select a new workspace, existing documents aren't moved. Only newly created documents
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will be found under the new workspace.
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Workspaces
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==========
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Workspaces are hierarchical folders having their own set of tags and :ref:`actions
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<documents/workflow-actions>`. Default workspaces exist, but you can create your own by going to
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:menuselection:`Documents --> Configuration --> Workspaces` and clicking :guilabel:`New`. On the new
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page, fill in the following information:
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- :guilabel:`Name`
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- :guilabel:`Parent Workspace`: if you want to create a sub-workspace, select its :guilabel:`Parent
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Workspace`
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Tags
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----
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Tags are used within workspaces to add a level of differentiation between documents. They are
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organized per category, and filters can be used to sort them.
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Tags can be created from the :guilabel:`Tags` tab. Click :guilabel:`Add a line`, create the
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:guilabel:`Tag Category`, and :guilabel:`Name` your tags.
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.. note::
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- The tags of a parent workspace apply to the child workspaces automatically;
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- Tags can be created and modified by going to :menuselection:`Configuration --> Tags`;
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- Tags can also be created or edited by clicking the gear icon :guilabel:`⚙` on the left menu.
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Access rights
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-------------
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To manage your workspace access rights, go to :menuselection:`Documents --> Configuration -->
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Workspaces`, open the workspace you want to edit, and go to the :guilabel:`Access Rights` tab.
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You can add :guilabel:`Write Groups` that can view, create, and edit the workspace's documents.
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You can also add :guilabel:`Read Groups` that can only view the workspace's documents.
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Description
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-----------
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You can add descriptive information to your workspace by going to :menuselection:`Documents -->
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Configuration --> Workspaces`, opening the workspace you want to describe and going to the
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:guilabel:`Description` tab.
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.. note::
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Workspaces can also be created and edited by clicking the gear icon :guilabel:`⚙` on the left
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menu.
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.. image:: documents/sub-workspaces-creation.png
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:alt: Create sub-workspaces from the left menu
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Documents management
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====================
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When selecting or opening a document, the right panel displays different options. On the top,
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additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
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:guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or
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:guilabel:`Archive` the document.
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.. image:: documents/right-panel-options.png
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:align: center
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:alt: right panel options
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Then, you can modify the name of your file by clicking on :guilabel:`Document`. A
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:guilabel:`Contact` or an :guilabel:`Owner` can be assigned. The related :guilabel:`Workspace` can
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be modified and it is possible to access the related :guilabel:`Journal Entry` or add
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:guilabel:`Tags`.
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.. note::
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- The :guilabel:`Contact` is the person related to the document and assigned to it. He can only
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view the document and not modify it. I.e.: an existing supplier in your database is the contact
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for their bill.
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- The person who creates a document is, by default :guilabel:`Owner` of it and has complete
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rights to it. It is possible to replace the owner of a document. I.e., an employee
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must be owner of a document to be able to see it in "My Profile".
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Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
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panel, depending on the workspace where your document is stored.
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Split PDF documents
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-------------------
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Select the PDF you want to split, and click the scissors icon. A new view displays all the pages of
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the document.
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By default, each page of the document will be split when clicking :guilabel:`Split`. To remove a
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split between two pages, click on the scissors icon.
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.. image:: documents/split-pdf.png
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:alt: split your documents
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.. tip::
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To merge documents from your dashboard, select them and click the scissors icon. Click on the
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scissors between the two documents and click :guilabel:`Split` to merge the documents.
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Additional features
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-------------------
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Select a workspace and click the arrow next to the :guilabel:`Upload` button to access additional
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features:
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Request
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~~~~~~~
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You can create "missing documents" and organize them as documents, to remind users to download them.
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Select the workspace where the file should be stored, click :guilabel:`Upload`, then
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:guilabel:`Request`. Add the :guilabel:`Document Name`, select the person you need it from in the
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:guilabel:`Request To` field, fill in the :guilabel:`Due Date In`, confirm the
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:guilabel:`Workspace`, the document should belong to, and add :guilabel:`Tags` and a
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:guilabel:`Note`, if needed. Then, click :guilabel:`Request`. A placeholder for the missing document
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is created in the workspace.
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When your document is available, click the placeholder to upload it.
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You can see all missing documents by going to the **Activity** view and to the :guilabel:`Requested
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Document` column.
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.. tip::
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From the :guilabel:`Activity` view, you can send a **reminder email** to users from whom you are
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expecting a document. Go to the :guilabel:`Requested Document` column, click on ⋮ and
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:guilabel:`Document Request: Reminder`.
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Click on a date to see the details of a specific request. You can update it by clicking on the
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pen icon, :guilabel:`Preview` the content of the reminder email, or :guilabel:`Send Now` to send
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a reminder email.
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.. image:: documents/reminder-email.png
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:alt: send a reminder email from the Activity view
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Add a link
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~~~~~~~~~~
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To add a link to your documents dashboard, click on :guilabel:`Add a Link`, enter the
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:guilabel:`URL`, and :guilabel:`Name` it.
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Share
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~~~~~
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You can create a share link to a document or all documents of a workspace. It allows anyone to
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download the file(s) or upload files to a workspace.
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To do so, select the workspace or the document and click the arrow next to the :guilabel:`Upload`
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button then :guilabel:`Share`. On the pop-up, the share :guilabel:`URL` is displayed.
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:guilabel:`Copy` it to share it with anyone. :guilabel:`Name` the share link and set a validity date
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for the URL by filling in the :guilabel:`Valid Until` field. Tick the :guilabel:`Include Sub
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Folders` box if you also want to share a workspace's sub-folders. To let users upload their own
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documents, select :guilabel:`Download and Upload`.
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.. note::
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It is possible to only share one or more documents (without their workspace) by selecting them
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and clicking :guilabel:`Share`.
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New spreadsheet
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~~~~~~~~~~~~~~~
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To create a new :doc:`spreadsheet <spreadsheet>`, click :guilabel:`New Spreadsheet`. You can select
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a :guilabel:`Blank spreadsheet` or an :doc:`existing template <spreadsheet/templates>`.
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.. _documents/workflow-actions:
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Workflow actions
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================
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Workflow actions help manage documents and overall business operations. These are automated actions
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that can be created and customized for each workspace. With a single click you can, for example,
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create, move, sign, and add tags to a document, and process bills.
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These workflow actions appear on the right panel when a document meets the set criteria.
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Create workflow actions
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-----------------------
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To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and click
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:guilabel:`New`.
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.. note::
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An action applies to all **sub-workspaces** under the :guilabel:`Related Workspace` you selected.
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Set the conditions
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------------------
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You can :guilabel:`Create` a new :guilabel:`Action` or edit an existing one. You can define the
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:guilabel:`Action Name` and then set the conditions that trigger the appearance of the action button
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(:guilabel:`▶`) on the right-side panel when selecting a file.
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There are three basic types of conditions you can set:
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#. :guilabel:`Tags`: you can use the :guilabel:`Contains` and :guilabel:`Does not contain`
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conditions, meaning the files *must have* or *mustn't have* the tags set here.
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#. :guilabel:`Contact`: the files must be associated with the contact set here.
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#. :guilabel:`Owner`: the files must be associated with the owner set here.
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.. image:: documents/basic-condition-example.png
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:alt: Example of a workflow action's basic condition in Odoo Documents
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.. tip::
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If you don't set any conditions, the action button appears for all files inside the selected
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workspace.
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Advanced condition type: domain
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||||
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
|
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|
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.. important::
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It is recommended to have some knowledge of Odoo development to configure *Domain* filters
|
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properly.
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|
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The :ref:`developer mode <developer-mode>` needs to be activated to access the :guilabel:`Domain`
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condition from the :guilabel:`Actions` tab. Once done, select the :guilabel:`Domain` condition type
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and click :guilabel:`Add condition`.
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To create a rule, you typically select a :guilabel:`field`, an :guilabel:`operator`, and a
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:guilabel:`value`. For example, if you want to add a workflow action to all the PDF files inside a
|
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workspace, set the :guilabel:`field` to *Mime Type*, the :guilabel:`operator` to *contains*, and the
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pdf :guilabel:`value`.
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.. image:: documents/domain-condition-example.png
|
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:alt: Example of a workflow action's domain condition in Odoo Documents
|
||||
|
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Click :guilabel:`Add New Rule` (plus icon) and :guilabel:`Add branch` to add conditions and
|
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sub-conditions. You can then specify if your rule should match :guilabel:`all` or :guilabel:`any`
|
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conditions. You can also edit the rule directly using the :guilabel:`Code editor`.
|
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|
||||
Configure the actions
|
||||
---------------------
|
||||
|
||||
Select the :guilabel:`Actions` tab to set up your action. You can simultaneously:
|
||||
|
||||
- **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.
|
||||
- **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**: link the document to a record (i.e. link to a vehicle in Fleet);
|
||||
- **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 PDF to sign;
|
||||
- **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 a customer 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 a record in :guilabel:`Miscellaneous Operations`
|
||||
in Accounting;
|
||||
- **Bank Statement**: create a Bank Statement in Finance;
|
||||
- **Expense**: create an expense automatically based on a file's content.
|
||||
|
||||
- **Set Tags**: add, remove, and replace any number of tags.
|
||||
- **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.
|
||||
|
||||
.. image:: documents/workflow-action-example.png
|
||||
:alt: Example of a workflow action Odoo Documents
|
||||
|
||||
Digitize documents with AI and optical character recognition (OCR)
|
||||
==================================================================
|
||||
|
||||
Documents available in the Finance workspace can be digitized. Select the document to digitize,
|
||||
click :guilabel:`Create Bill`, :guilabel:`Create Customer Invoice`, or
|
||||
:guilabel:`Create credit note`, and then click :guilabel:`Send for Digitization`.
|
||||
|
||||
.. seealso::
|
||||
:doc:`AI-powered document digitization <../finance/accounting/vendor_bills/invoice_digitization>`
|
||||
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@@ -216,9 +216,9 @@ Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is enabled.
|
||||
.. note::
|
||||
If the domain alias needs to be set up, :guilabel:`Setup your domain alias` will appear beneath
|
||||
the incoming emails check box instead of the email address field. Refer to this documentation for
|
||||
setup instructions and more information: :doc:`/administration/maintain/domain_names`. Once the
|
||||
domain alias is configured, the email address field will be visible beneath the incoming emails
|
||||
section.
|
||||
setup instructions and more information:
|
||||
:doc:`/applications/websites/website/configuration/domain_names`. Once the domain alias is
|
||||
configured, the email address field will be visible beneath the incoming emails section.
|
||||
|
||||
Next, enter the email address to be used in the email field, and then click :guilabel:`Save`. Now
|
||||
that the email address has been entered, emails can be sent to that alias to create new expenses
|
||||
@@ -391,8 +391,8 @@ To see who has rights to approve, go to the main :menuselection:`Settings` app a
|
||||
the *Settings* app.
|
||||
- :guilabel:`Settings`: The user has access to the entire *Settings* app with no restrictions.
|
||||
|
||||
Please refer to :doc:`this document </applications/general/users/manage_users>` to learn more
|
||||
about managing users and their access rights.
|
||||
Please refer to :doc:`this document </applications/general/users>` to learn more about managing
|
||||
users and their access rights.
|
||||
|
||||
Click on an individual to view their card, which displays the :guilabel:`Access Rights` tab in the
|
||||
default view. Scroll down to the :guilabel:`Human Resources` section. Under :guilabel:`Expenses`,
|
||||
|
||||
@@ -320,7 +320,7 @@ The Odoo POS system is certified for the major versions of databases hosted on *
|
||||
- Not certified
|
||||
|
||||
.. seealso::
|
||||
:doc:`/administration/maintain/supported_versions`
|
||||
:doc:`/administration/supported_versions`
|
||||
|
||||
A `certified POS system <https://www.systemedecaisseenregistreuse.be/systemes-certifies>`_ must
|
||||
adhere to rigorous government regulations, which means it operates differently from a non-certified
|
||||
@@ -421,7 +421,7 @@ provide the following information:
|
||||
- your company's name, address, and legal structure; and
|
||||
- the Mac address of your IoT Box.
|
||||
|
||||
Once your IoT box is certified, :doc:`connect <../../productivity/iot/config/connect>` it to your
|
||||
Once your IoT box is certified, :doc:`connect <../../general/iot/config/connect>` it to your
|
||||
database. To verify that the IoT Box recognizes the FDM, go to the IoT homepage and scroll down the
|
||||
:guilabel:`IOT Device` section, which should display the FDM.
|
||||
|
||||
|
||||
@@ -109,8 +109,8 @@ Odoo is a certified partner of Avalara Brazil, which means that Avalara experts
|
||||
covered within the scope of the integration.
|
||||
|
||||
Using this integration requires :doc:`In-App-Purchases (IAPs)
|
||||
</applications/general/in_app_purchase>` to compute taxes. Every time you compute taxes, an API call
|
||||
is made, using credits from your |IAP| credits balance.
|
||||
</applications/essentials/in_app_purchase>` to compute taxes. Every time you compute taxes, an API
|
||||
call is made, using credits from your |IAP| credits balance.
|
||||
|
||||
Credential configuration
|
||||
~~~~~~~~~~~~~~~~~~~~~~~~
|
||||
|
||||
@@ -220,7 +220,7 @@ Proxy. Copy the token and save it in a safe place for later use.
|
||||
|
||||
.. seealso::
|
||||
- `Odoo: Download Odoo <https://www.odoo.com/page/download>`_
|
||||
- :doc:`../../../administration/install`
|
||||
- :doc:`../../../administration/on_premise`
|
||||
|
||||
.. _egypt/e-invoicing-usb-configuration:
|
||||
|
||||
|
||||
@@ -368,7 +368,7 @@ of conformity testifying that your software complies with the anti-fraud
|
||||
legislation. This certificate is granted by Odoo SA to Odoo Enterprise users
|
||||
`here <https://www.odoo.com/my/contract/french-certification/>`_.
|
||||
If you use Odoo Community, you should :doc:`upgrade to Odoo Enterprise
|
||||
</administration/maintain/enterprise>` or contact your Odoo service provider.
|
||||
</administration/on_premise/community_to_enterprise>` or contact your Odoo service provider.
|
||||
|
||||
In case of non-conformity, your company risks a fine of €7,500.
|
||||
|
||||
|
||||
@@ -73,7 +73,7 @@ agreement. On the next page, select the :guilabel:`type of install: Odoo IoT`. T
|
||||
:guilabel:`Next` and :guilabel:`Install`. Once completed, click :guilabel:`Next`. Check the
|
||||
:guilabel:`Start Odoo` box to be redirected to Odoo automatically, and then click :guilabel:`Finish`.
|
||||
|
||||
A new page opens, confirming your :doc:`IoT Box <../../productivity/iot/config/connect>` is up and
|
||||
A new page opens, confirming your :doc:`IoT Box <../../general/iot/config/connect>` is up and
|
||||
running. Connect your physical device **Tremol G03 Control Unit (type C)** to your laptop via USB.
|
||||
In the :guilabel:`IoT Device` section, check that your Tremol G03 Control Unit (type C) appears,
|
||||
confirming the connection between the device and your computer.
|
||||
@@ -87,7 +87,7 @@ confirming the connection between the device and your computer.
|
||||
in the top right corner.
|
||||
|
||||
.. seealso::
|
||||
:doc:`Connect an IoT box to your database <../../productivity/iot/config/connect>`
|
||||
:doc:`Connect an IoT box to your database <../../general/iot/config/connect>`
|
||||
|
||||
Sending the data to KRA using the Tremol G03 Control Unit
|
||||
---------------------------------------------------------
|
||||
|
||||
@@ -253,7 +253,7 @@ Products
|
||||
To configure products, go to :menuselection:`Accounting --> Customers --> Products`, then select a
|
||||
product to configure, or :guilabel:`Create` a new one. In the :guilabel:`Accounting` tab, and in the
|
||||
:guilabel:`UNSPSC Product Category` field, select the category that represents the product. The
|
||||
process can be done manually, or through :doc:`a bulk import <../../general/export_import_data>`.
|
||||
process can be done manually, or through :doc:`a bulk import <../../essentials/export_import_data>`.
|
||||
|
||||
.. note::
|
||||
All products need to have an |SAT| code associated with them in order to prevent validation
|
||||
|
||||
@@ -1,311 +0,0 @@
|
||||
====
|
||||
Sign
|
||||
====
|
||||
|
||||
**Odoo Sign** allows you to send, sign, and approve documents online, using electronic signatures.
|
||||
|
||||
An **electronic signature** shows a person's agreement to the content of a document. Just like a
|
||||
handwritten signature, the electronic one represents a legal bounding by the terms of the signed
|
||||
document.
|
||||
|
||||
With Sign, you can upload any PDF file and add fields to it. These fields can be automatically
|
||||
filled in with the user's details present in your database.
|
||||
|
||||
.. seealso::
|
||||
- `Odoo Sign: product page <https://www.odoo.com/app/sign>`_
|
||||
- `Odoo Tutorials: Sign [video] <https://www.odoo.com/slides/sign-61>`_
|
||||
|
||||
Validity of electronic signatures
|
||||
=================================
|
||||
|
||||
Documents signed via the Sign app are valid electronic signatures in the European Union and the
|
||||
United States of America. They also meet the requirements for electronic signatures in most
|
||||
countries. The legal validity of electronic signatures generated by Odoo depends on your country's
|
||||
legislation. Companies doing business abroad should also consider other countries' electronic
|
||||
signature laws.
|
||||
|
||||
European Union
|
||||
--------------
|
||||
|
||||
The `eIDAS regulation <http://data.europa.eu/eli/reg/2014/910/oj>`_ establishes the framework for
|
||||
electronic signatures in the `27 member states of the European Union
|
||||
<https://europa.eu/european-union/about-eu/countries_en>`_. It distinguishes three types of
|
||||
electronic signatures:
|
||||
|
||||
#. Simple electronic signatures
|
||||
#. Advanced electronic signatures
|
||||
#. Qualified electronic signatures
|
||||
|
||||
Odoo generates the first type, **simple electronic signatures**; these signatures are legally valid
|
||||
in the EU, as stated in the eIDAS regulation.
|
||||
|
||||
Electronic signatures may not be automatically recognized as valid. You may need to bring
|
||||
supporting evidence of a signature's validity. While the Sign app provides a simple electronic
|
||||
signature, some supporting evidence is automatically collected during the signature process, such
|
||||
as:
|
||||
|
||||
#. Email and SMS validation (if enabled)
|
||||
#. Strong identity proof through itsme® (available in Belgium and the Netherlands)
|
||||
#. Timestamped, IP and geographically traceable access logs to the documents and their associated
|
||||
signatures
|
||||
#. Document traceability and inalterability (any alteration made to a signed document is detected by
|
||||
Odoo with the use of cryptographic proofs)
|
||||
|
||||
United States of America
|
||||
------------------------
|
||||
|
||||
The `ESIGN Act (Electronic Signatures in Global and National Commerce Act)
|
||||
<https://www.fdic.gov/regulations/compliance/manual/10/X-3.1.pdf>`_, at the interstate and
|
||||
international levels, and the `UETA (Uniform Electronic Transactions Act)
|
||||
<https://www.uniformlaws.org/committees/community-home/librarydocuments?communitykey=2c04b76c-2b7d-4399-977e-d5876ba7e034&tab=librarydocuments>`_,
|
||||
at the state level, provide the legal framework for electronic signatures. Note that `Illinois
|
||||
<https://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=89&>`_ and `New York
|
||||
<https://its.ny.gov/electronic-signatures-and-records-act-esra>`_ have not adopted the UETA, but
|
||||
similar acts instead.
|
||||
|
||||
Overall, to be recognized as valid, electronic signatures have to meet five criteria:
|
||||
|
||||
#. The signer must show a clear **intent to sign**. For example, using a mouse to draw a signature
|
||||
can show intent. The signer must also have the option to opt out of the electronic document.
|
||||
#. The signer must first express or imply their **consent to conduct business electronically**.
|
||||
#. **The signature must be clearly attributed**. In Odoo, metadata, such as the signer's IP address,
|
||||
is added to the signature, which can be used as supporting evidence.
|
||||
#. **The signature must be associated with the signed document**, for example, by keeping a record
|
||||
detailing how the signature was captured.
|
||||
#. Electronically signed documents need to be **retained and stored** by all parties involved; for
|
||||
example, by providing the signer either a fully-executed copy or the possibility to download a
|
||||
copy.
|
||||
|
||||
.. important::
|
||||
The above information has no legal value; it is only provided for general informational purposes.
|
||||
As laws governing electronic signatures rapidly evolve, we cannot guarantee that all information
|
||||
is up-to-date. We advise contacting a local attorney for legal advice regarding electronic
|
||||
signature compliance and validity.
|
||||
|
||||
Send a document to sign
|
||||
=======================
|
||||
|
||||
One-time signature
|
||||
------------------
|
||||
|
||||
You can click :guilabel:`Upload a PDF to sign` from your dashboard for a one-time signature. Select
|
||||
your document, open it, and drag and drop the required :ref:`fields <sign/fields>` in your document.
|
||||
You can modify the :ref:`role <sign/role>` assigned to a field by clicking on it and selecting the
|
||||
one you want.
|
||||
|
||||
When ready, click :guilabel:`Send`, and fill in the required fields. Once sent, your document
|
||||
remains available. Go to :menuselection:`Documents --> All Documents` to see your document
|
||||
and the status of the signatures.
|
||||
|
||||
.. image:: sign/signature-status.png
|
||||
:alt: Signature status
|
||||
|
||||
Templates
|
||||
---------
|
||||
|
||||
You can create document templates when you have to send the same document several times. From your
|
||||
dashboard, click :guilabel:`Upload a PDF template`. Select the document and add the required
|
||||
:ref:`fields <sign/fields>`. You can modify the :ref:`role <sign/role>` of a field by clicking on it
|
||||
and selecting the one you want.
|
||||
|
||||
Click :guilabel:`Template Properties` to add :guilabel:`Tags` to your template, define a
|
||||
:guilabel:`Signed Document Workspace`, add :guilabel:`Signed Document Tags`, set a
|
||||
:guilabel:`Redirect Link` that will be available in the signature confirmation message received
|
||||
after the signature, or define :guilabel:`Authorized Users` if you want to restrict the use of your
|
||||
template to specific authorized users or groups.
|
||||
|
||||
Your templates are visible by default on your dashboard. You can click :guilabel:`Send` to quickly
|
||||
send a document template to a signer or :guilabel:`Sign Now` if you are ready to sign your document
|
||||
immediately.
|
||||
|
||||
.. tip::
|
||||
You can **create a template from a document that was previously sent**. To do so, go to
|
||||
:menuselection:`Documents --> All Documents`. On the document you want to retrieve, click on
|
||||
⋮, then :guilabel:`Template`. Click on ⋮ again, then :guilabel:`Restore`. Your document now
|
||||
appears on your dashboard next to your other templates.
|
||||
|
||||
.. _sign/role:
|
||||
|
||||
Roles
|
||||
=====
|
||||
|
||||
Each field in a Sign document is related to a role corresponding to a specific person. When a
|
||||
document is being signed, the person assigned to the role must fill in their assigned fields and
|
||||
sign it.
|
||||
|
||||
Roles are available by going to :menuselection:`Sign --> Configuration --> Roles`.
|
||||
|
||||
It is possible to update existing roles or to create new roles by clicking on :guilabel:`New`.
|
||||
Choose a :guilabel:`Role Name`, add an :guilabel:`Extra Authentication Step` to confirm the
|
||||
identity of the signing person, and if the document can be reassigned to another contact, select
|
||||
:guilabel:`Change Authorized` for the role. A :guilabel:`Color` can also be chosen for the role.
|
||||
This color can help understand which roles are responsible for which field when configuring a
|
||||
template.
|
||||
|
||||
Secured identification
|
||||
----------------------
|
||||
|
||||
As the owner of a document, you may request an :guilabel:`Extra Authentication Step` through
|
||||
:ref:`SMS verification <sign/sms>` or via :ref:`Itsme® <sign/itsme>` (available in Belgium and the
|
||||
Netherlands). Both authentication options require :ref:`credits <iap/buying_credits>`. If you do not
|
||||
have any credits left, the authentication steps will be skipped.
|
||||
|
||||
.. seealso::
|
||||
- :doc:`In-App Purchase (IAP) <../general/in_app_purchase>`
|
||||
- :doc:`SMS pricing and FAQ <../marketing/sms_marketing/pricing/pricing_and_faq>`
|
||||
|
||||
.. _sign/sms:
|
||||
|
||||
SMS verification
|
||||
~~~~~~~~~~~~~~~~
|
||||
|
||||
Go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra
|
||||
Authentication Step` column for the role, and select :guilabel:`Unique Code Via SMS`.
|
||||
|
||||
.. note::
|
||||
Before being able to send SMS Text Messages, you need to register your phone number. To do so, go
|
||||
to :menuselection:`Sign --> Configuration --> Settings` and click :guilabel:`Buy credits` under
|
||||
:guilabel:`Authenticate by SMS`.
|
||||
|
||||
Go to the document to sign, add the field for which the SMS verification is required, for example,
|
||||
the :guilabel:`Signature` field, and click :guilabel:`Send`. On the new page, select the
|
||||
:guilabel:`customer` and click :guilabel:`Send`.
|
||||
|
||||
The person signing the document fills in the :guilabel:`Signature` field, then :guilabel:`Sign`, and
|
||||
clicks :guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up
|
||||
where to add their phone number. One-time codes are sent by SMS.
|
||||
|
||||
.. image:: sign/sms-verification.png
|
||||
:alt: Add a hash to your document
|
||||
|
||||
.. note::
|
||||
- This feature is enabled by default.
|
||||
- As soon as the :guilabel:`Extra Authentication Step` applies to a role, this validation step is
|
||||
requested for any field assigned to this role.
|
||||
|
||||
.. _sign/itsme:
|
||||
|
||||
Itsme®
|
||||
~~~~~~
|
||||
|
||||
Itsme® authentication can be used to allow signatories to provide their identity using itsme®. This
|
||||
feature is only available in **Belgium** and the **Netherlands**.
|
||||
|
||||
The feature can be enabled in :guilabel:`Sign Settings` and applies automatically to the
|
||||
:guilabel:`Customer (identified with itsme®)` role. To enable it for other roles, go to
|
||||
:menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra Authentication
|
||||
Step` column for the role, and select :guilabel:`Via itsme®`.
|
||||
|
||||
Go to the document that needs to be signed and add the :guilabel:`Signature` field. Switch to any
|
||||
role configured to use the feature, and click :guilabel:`Validate` and :guilabel:`Send`.
|
||||
|
||||
.. image:: sign/itsme-identification.png
|
||||
:alt: select customer identified with itsme®
|
||||
|
||||
Upon signing the document, the signer completes the :guilabel:`Signature` field and proceeds by
|
||||
clicking on :guilabel:`Validate & Send Completed Document`, triggering a
|
||||
:guilabel:`Final verification` page where authentication via itsme® is required.
|
||||
|
||||
Signatory hash
|
||||
==============
|
||||
|
||||
Each time someone signs a document, a **hash** - a unique digital signature of the operation - is
|
||||
generated to ensure traceability, integrity, and inalterability. This process guarantees that any
|
||||
changes made after a signature is affixed can be easily detected, maintaining the document's
|
||||
authenticity and security throughout its lifecycle.
|
||||
|
||||
A visual security frame displaying the beginning of the hash is added to the signatures. Internal
|
||||
users can hide or show it by turning the :guilabel:`Frame` option on or off when signing the
|
||||
document.
|
||||
|
||||
.. image:: sign/sign-hash.png
|
||||
:alt: Adding the visual security frame to a signature.
|
||||
|
||||
.. _sign/field-types:
|
||||
|
||||
Tags
|
||||
====
|
||||
|
||||
Tags can be used to categorize and organize documents, allowing users to search for and filter
|
||||
documents based on specific criteria quickly.
|
||||
|
||||
You can manage tags by going to :menuselection:`Configuration --> Tags`. To create a tag, click
|
||||
:guilabel:`New`. On the new line, add the :guilabel:`Tag Name` and select a :guilabel:`Color Index`
|
||||
for your tag.
|
||||
|
||||
To apply a tag to a document, use the dropdown list available in your document.
|
||||
|
||||
Sign order
|
||||
==========
|
||||
|
||||
When a document needs to be signed by different parties, the signing order lets you control the
|
||||
order in which your recipients receive it for signature.
|
||||
|
||||
By going to :menuselection:`Configuration --> Settings`, you can :guilabel:`Enable Signing Order`.
|
||||
Each recipient receives the signature request notification only once the previous recipient has
|
||||
completed their action.
|
||||
|
||||
Add at least two :guilabel:`Signature` fields with different roles to your document. Click
|
||||
:guilabel:`Send`, go to the :guilabel:`Options` tab, and tick the :guilabel:`Specify signing order`
|
||||
box.
|
||||
|
||||
Add the signer's :guilabel:`Name or email` information. You can decide on the :guilabel:`Sign Order`
|
||||
by typing :guilabel:`1` or :guilabel:`2` in the :guilabel:`Sign Order` column.
|
||||
|
||||
.. seealso::
|
||||
`Odoo Quick Tips: Sign order [video] <https://www.youtube.com/watch?v=2KUq7RPt1cU/>`_
|
||||
|
||||
.. _sign/fields:
|
||||
|
||||
Field types
|
||||
===========
|
||||
|
||||
Fields are used in a document to indicate what information must be completed by the signers. You can
|
||||
add fields to your document simply by dragging and dropping them for the left column into your
|
||||
document.
|
||||
|
||||
Various field types can be used to sign documents (placeholder, autocompletion, etc.). By
|
||||
configuring your own field types, also known as signature item types, the signing process can be
|
||||
even faster for your customers, partners, and employees.
|
||||
|
||||
To create and edit field types, go to :menuselection:`Sign --> Configuration --> Settings -->
|
||||
Edit field types`.
|
||||
|
||||
You can select an existing field by clicking on it, or you can :guilabel:`Create` a new one. First,
|
||||
edit the :guilabel:`Field Name`. Then, select a :guilabel:`Field Type`:
|
||||
|
||||
- :guilabel:`Signature`: users are asked to enter their signature either by drawing it, generating
|
||||
an automatic one based on their name, or uploading a local file (usually an image).
|
||||
Each subsequent :guilabel:`Signature` field type then reuses the data entered in the first field.
|
||||
- :guilabel:`Initial`: users are asked to enter their initials, in a similar way to the
|
||||
:guilabel:`Signature` field.
|
||||
- :guilabel:`Text`: users enter text on a single line.
|
||||
- :guilabel:`Multiline Text`: users enter text on multiple lines.
|
||||
- :guilabel:`Checkbox`: users can tick a box (e.g., to mark their approval or consent).
|
||||
- :guilabel:`Selection`: users choose a single option from a variety of options.
|
||||
|
||||
The :guilabel:`Auto-fill Partner Field` setting is used to automatically fill in a field during the
|
||||
signature process. It uses the value of one of the fields on the contact (`res.partner`) model of
|
||||
the person signing the document. To do so, enter the contact model field's technical name.
|
||||
|
||||
.. tip::
|
||||
To know the technical name of a field, enable developer mode and hover your mouse on the question
|
||||
mark next to the field.
|
||||
|
||||
.. note::
|
||||
Auto-completed values are suggestions and can be modified as required by the person signing the
|
||||
document.
|
||||
|
||||
The size of the fields can also be changed by editing the :guilabel:`Default Width` and
|
||||
:guilabel:`Default Height`. Both sizes are defined as a percentage of the full page expressed as a
|
||||
decimal, with 1 equalling the full page's width or height. By default, the width of new fields you
|
||||
create is set to 15% (0.150) of a full page's width, while their height is set to 1.5% (0.015) of a
|
||||
full page's height.
|
||||
|
||||
Next, write a :guilabel:`Tip`. Tips are displayed inside arrows on the left-hand side of the user's
|
||||
screen during the signing process to help them understand what the step entails (e.g., "Sign here"
|
||||
or “Fill in your birthdate”). You can also use a :guilabel:`Placeholder` text to be displayed inside
|
||||
the field before it is completed.
|
||||
|
||||
.. image:: sign/tip-placeholder.png
|
||||
:alt: Tip and placeholder example in Odoo Sign
|
||||
Binary file not shown.
|
Before Width: | Height: | Size: 4.8 KiB |
Binary file not shown.
|
Before Width: | Height: | Size: 19 KiB |
Binary file not shown.
|
Before Width: | Height: | Size: 20 KiB |
Binary file not shown.
|
Before Width: | Height: | Size: 34 KiB |
Binary file not shown.
|
Before Width: | Height: | Size: 6.2 KiB |
Binary file not shown.
|
Before Width: | Height: | Size: 4.5 KiB |
Binary file not shown.
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:show-content:
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:hide-page-toc:
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===========
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Spreadsheet
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===========
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.. toctree::
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:titlesonly:
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spreadsheet/insert
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spreadsheet/templates
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Spreadsheet lets you organize, analyze, and visualize your data in tabular form. Among others, you
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can:
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- :doc:`Insert and link your Odoo data (pivots, graphs, lists, and menus) <spreadsheet/insert>`.
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- :doc:`Use default templates or create new ones <spreadsheet/templates>`.
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- Format data.
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- Use formulas and functions.
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- Sort and filter data.
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.. _spreadsheet/glossary:
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Glossary
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========
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Some of Spreadsheet's main :abbr:`UI (user interface)` elements are highlighted and defined below.
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.. image:: spreadsheet/ui-elements.png
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:align: center
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:alt: Spreadsheet main UI elements
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#. Menu bar
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#. Top bar
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#. Formula bar
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#. Filters button
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#. Row header
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#. Column header
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#. Cell menu
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#. Bottom bar
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==============
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Link Odoo data
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==============
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You can insert and link several elements from your database in your spreadsheets, namely:
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- pivots,
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- graphs,
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- lists, and
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- links to menus (i.e., a clickable link to a view of a specific model).
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Before inserting :ref:`pivots <reporting/views/pivot>`, :ref:`graphs <reporting/views/graph>`, or
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lists, ensure they are tailored to your needs, as some elements are more quickly - or only -
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configurable in their respective view.
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- To insert pivots and graphs, click :guilabel:`Insert in spreadsheet` from any pivot or graph view.
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- To insert lists, click :menuselection:`Favorites --> Insert list in spreadsheet` from any list
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view.
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- To insert links to menus, click :menuselection:`Favorites --> Link menu in spreadsheet` from any
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view.
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In the pop-up box, either create a new spreadsheet by selecting :guilabel:`Blank spreadsheet` or
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insert it in an existing one by selecting it and clicking :guilabel:`Confirm`.
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.. image:: insert/insert-spreadsheet.png
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:align: center
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:alt: Inserting a pivot in a spreadsheet
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.. note::
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By default, new spreadsheets are saved under the :guilabel:`Spreadsheet` workspace of the
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Documents app.
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.. _insert/update:
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Updating data
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=============
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Once inserted in a spreadsheet, your data is kept up-to-date, reflecting any changes made to your
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database. Reopening the spreadsheet reloads the linked data.
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.. note::
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To update pivots and lists data without reopening a spreadsheet, go to the menu bar and click
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:menuselection:`Data --> Refresh all data`.
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Pivot data
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----------
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Using :guilabel:`Refresh all data` only updates existing pivot cells. If new cells need to be added,
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go to the menu bar and click :menuselection:`Data --> Re-insert pivot` to fully update the pivot.
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Alternatively, click :guilabel:`Insert pivot`, select the pivot, and tick :guilabel:`Display missing
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cells only` to preview first the missing data.
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.. image:: insert/missing-cells.png
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:align: center
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:alt: Displaying missing cells in a pivot
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To change which records are :ref:`used by the pivot <search/preconfigured-filters>`, right-click on
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a pivot cell, select :guilabel:`See pivot properties`, and click :guilabel:`Edit domain`.
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=========
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Templates
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=========
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Spreadsheet templates allow you to quickly create spreadsheets without starting from scratch.
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Several pre-built templates are available when creating a new spreadsheet from the **Documents**
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app, such as:
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- :ref:`budget reports <templates/budget-reports>`,
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- :ref:`pipeline revenue reports <templates/pipeline-reports>`, or
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- :ref:`sales commission report <templates/sales-commission>`.
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.. image:: templates/report-templates.png
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:alt: View of all the default templates
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You can also :ref:`save any spreadsheet as a template <templates/save>` and :ref:`manage and edit
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existing templates <templates/manage>`.
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Default templates
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=================
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.. _templates/budget-reports:
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Accounting: budget reports
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--------------------------
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Budget reports compare a company's actual spending with its budget over a defined period. Two
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templates are available: one uses quarterly intervals (:guilabel:`Budget Report (Quarterly)`), while
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the other uses monthly intervals (:guilabel:`Budget Report (Monthly)`).
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.. image:: templates/budget-report.png
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:alt: Extract of a budget report
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The cells under the :guilabel:`Actuals` column are automatically filled in with the amount of money
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made and spent over the corresponding period (month or quarter). The data is taken from posted
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journal items under :ref:`income and expense accounts <chart-of-account/type>`.
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.. warning::
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Journal items under the :guilabel:`Other Income` account type are not considered when collecting
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data.
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To analyze your budget's performance, fill the cells under the :guilabel:`Budget` column with how
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much money you expect to make (:guilabel:`Income` rows) and spend (:guilabel:`Expenses` rows) over
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the related period and per account. Then, the performance (:guilabel:`Perf.`) column compares
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:guilabel:`Actuals` data to their corresponding budget, expressed as a percentage.
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Lastly, the :guilabel:`Net Profit` row represents the total :guilabel:`Income` minus the total
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:guilabel:`Expenses` for the :guilabel:`Actuals` and :guilabel:`Budget` columns.
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.. _templates/pipeline-reports:
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CRM: pipeline revenue reports
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-----------------------------
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Two pipeline revenue reports are available. The :guilabel:`Pipeline Revenue Report (Monthly)` is
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dedicated to one-time revenue (:abbr:`NRR (non-recurring revenue)`), while the :guilabel:`MRR/NRR
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Pipeline Revenue Report (Monthly)` covers recurring and non-recurring revenue (:abbr:`MRR (monthly
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recurring revenue)`).
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.. tip::
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Enable :guilabel:`Recurring Revenues` by going to :menuselection:`CRM --> Configuration -->
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Settings`.
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.. image:: templates/pipeline-revenue.png
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:alt: Extract of a pipeline revenue report
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The cells under the :guilabel:`Actuals` column are automatically filled in with the amount of
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monthly revenue from **won** opportunities.
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To compute the revenue performance, fill in the monthly revenue targets.
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- For the :guilabel:`Revenue by Team` sheet, fill in the cells under the :guilabel:`Target` columns
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for each sales team.
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- For the :guilabel:`Revenue by Salesperson` sheet, open the :guilabel:`Targets` sheet and fill in
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the cells next to each salesperson. Use the :guilabel:`Monthly Factor` table below to adapt the
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main targets depending on the month of the year.
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Then, the performance (:guilabel:`Perf.`) column compares :guilabel:`Actuals` data to their related
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budget, expressed as a percentage.
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Lastly, the :guilabel:`Forecasted` column gathers the monthly revenue of leads multiplied by their
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:guilabel:`Probability` percentage.
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.. note::
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For actuals and forecasts:
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- The :guilabel:`Expected Closing` date found on leads is used to assign them to a month.
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- The recurring monthly revenue is used even if the recurring plan's number of months is set to
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a different value than 1 month. For example, a yearly plan's revenue is divided by 12 months.
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.. _templates/sales-commission:
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Sales: sales commission
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-----------------------
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This report presents the monthly commission earned or due to each salesperson.
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.. image:: templates/sales-commission.png
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:alt: Extract of a sales commission report
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The :guilabel:`Rate` column is pre-filled with the percentage rate from the :guilabel:`Rates` tab,
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which can be customized for each product category according to the company's policy. Adjusting the
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rate for a specific product category automatically updates the commission amount for that category.
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The :guilabel:`Invoiced` column shows the total amount of untaxed invoices grouped by salesperson
|
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and month.
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Lastly, the :guilabel:`Comm.` column is computed by multiplying the invoiced amount with the rate
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percentage.
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.. _templates/save:
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Save a spreadsheet as a template
|
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================================
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Any spreadsheet can be saved as a template. From the menu bar, click :menuselection:`File --> Save
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as template`. Modify the default :guilabel:`Template Name` if necessary and click
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:guilabel:`Confirm`.
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.. note::
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Templates are available to all users on the database.
|
||||
|
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.. _templates/manage:
|
||||
|
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Manage and edit templates
|
||||
=========================
|
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Manage templates by going to :menuselection:`Documents --> Configuration --> Spreadsheet Templates`.
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Remove the :guilabel:`My Templates` :ref:`filter <search/preconfigured-filters>` to view all
|
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templates in the database.
|
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To edit an existing template, click `✎ Edit` next to the desired template. Modifications are
|
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automatically saved.
|
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.. tip::
|
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Use the download button under the :guilabel:`Data` column to export a template in JSON format.
|
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The file can be imported into another database.
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Reference in New Issue
Block a user