[IMP] spreadsheet: basics of creating and managing spreadsheets

task-4943625

closes #14386

X-original-commit: 9f6207c
Signed-off-by: Siobhan McGonigle (mcsi) <[email protected]>

Author: mcsi-odoo

content/applications/productivity/spreadsheet.rst

@@ -1,5 +1,4 @@
 :show-content:
-:hide-page-toc:
 
 ===========
 Spreadsheet
@@ -18,14 +17,188 @@ Spreadsheet
 similar functionality to other spreadsheet solutions with the added benefit of integrating directly
 with your Odoo database.
 
-With **Odoo Spreadsheet**, you can:
+With Odoo Spreadsheet, you can:
 
-- create spreadsheets or upload existing `.xlsx` or `.csv` files and edit them
-- create :doc:`templates <spreadsheet/templates>`
+- :ref:`create spreadsheets <spreadsheet/create-new>` or :ref:`upload files
+  <spreadsheet/upload-files>` and open them with Odoo Spreadsheet
+- :doc:`create templates <spreadsheet/templates>`
 - :doc:`use functions, including Odoo-specific functions <spreadsheet/functions>`
 - :doc:`insert and link to Odoo data <spreadsheet/insert>`
 - :doc:`create and use dynamic pivot tables <spreadsheet/dynamic_pivot_tables>`
 - filter data across multiple Odoo data sources using :doc:`global filters
   <spreadsheet/global_filters>`
 - visualize data using charts and formatting
 - share files internally and externally
+
+The Spreadsheet module is part of **Odoo Documents**.
+
+.. tip::
+   Within a spreadsheet, opening the command palette, using the :doc:`keyboard shortcut
+   <../../applications/essentials/keyboard_shortcuts>` `Ctrl` + `K` or `Command` + `K`, allows you
+   to browse and execute spreadsheet commands via the keyboard, without having to navigate menus.
+
+.. note::
+   Odoo spreadsheets serve as the foundation for the dashboards available in **Odoo Dashboards**. On
+   a dashboard, charts and data tables are used to display dynamic Odoo data and provide an overview
+   of key business metrics.
+
+   Standard, pre-configured dashboards can be customized by editing the dashboard's underlying
+   spreadsheet via Dashboards. Custom dashboards can also be created from scratch, starting
+   from an Odoo spreadsheet; any subsequent modifications are performed via Dashboards.
+
+.. _spreadsheet/create-new:
+
+Create a new spreadsheet
+========================
+
+To create a new spreadsheet:
+
+#. Open Odoo Documents and navigate to the section or folder in which the spreadsheet should be
+   created.
+#. Click :guilabel:`New` and select :guilabel:`Spreadsheet`.
+
+   .. tip::
+      Alternatively, from the :icon:`fa-folder-o` :guilabel:`All` folder, click :guilabel:`New` and
+      select :guilabel:`Spreadsheet`, then select in which :guilabel:`Folder` the
+      spreadsheet should be created.
+
+#. Click :guilabel:`Blank spreadsheet` or, to create a new spreadsheet using an existing
+   :doc:`template <spreadsheet/templates>`, select the relevant template.
+#. Click :guilabel:`Create`.
+#. Click on `Untitled spreadsheet` at the top of the screen to edit the name of the spreadsheet.
+
+.. tip::
+   It is also possible to create a new spreadsheet by:
+
+   - clicking :menuselection:`File -->` :icon:`os-clear-and-reload` :menuselection:`New` from the
+     menu bar of an open spreadsheet; or
+   - :doc:`inserting a list, pivot table, or chart from another Odoo app <spreadsheet/insert>` into
+     a new spreadsheet directly from the app in question.
+
+   In these cases, the new spreadsheet is saved in Odoo Documents in the :icon:`fa-hdd-o`
+   :guilabel:`My Drive` personal folder.
+
+.. _spreadsheet/upload-files:
+
+Upload files
+============
+
+Files in `.xlsx` or `.csv` format can be uploaded into Odoo Documents and opened with Odoo
+Spreadsheet. To do so:
+
+#. Open Odoo Documents and navigate to the section or folder where the spreadsheet should be saved.
+#. Click :guilabel:`New` and select :guilabel:`Upload`.
+#. Select the relevant `.xlsx` or `.csv` file and click :guilabel:`Open`.
+#. Click on the uploaded file.
+#. By default, the original file is deleted when it is opened with Odoo Spreadsheet. To preserve
+   the original file in the same folder in Odoo Documents, disable :guilabel:`Send source file to
+   trash`.
+#. Click :guilabel:`Open with Odoo Spreadsheet`.
+
+The file can now be fully edited in Odoo Spreadsheet.
+
+.. _spreadsheet/manage-spreadsheets:
+
+Manage spreadsheets
+===================
+
+Users with :guilabel:`Editor` rights to a specific spreadsheet have various options for managing the
+spreadsheet via the :guilabel:`File` menu:
+
+- :icon:`os-copy-file` :guilabel:`Make a copy`: creates a duplicate of the current spreadsheet with
+  the same :ref:`regional settings <spreadsheet/manage-spreadsheets/regional-settings>` (or locale).
+- :icon:`os-save` :guilabel:`Save as template`: allows the current spreadsheet to be used as a
+  :doc:`template <spreadsheet/templates>` for future spreadsheets.
+- :icon:`os-download` :guilabel:`Download`: downloads the spreadsheet in `.xlsx` format.
+
+  .. important::
+     When you download a spreadsheet in `.xlsx` format, any spreadsheet formulas that retrieve Odoo
+     data from your database, e.g., via an :doc:`inserted list <spreadsheet/insert>` or via other
+     :doc:`Odoo-specific functions <spreadsheet/functions>`, are converted to the values they would
+     have returned at the moment the spreadsheet was downloaded.
+
+  .. tip::
+     Users with :guilabel:`Viewer` rights can also download a spreadsheet in `.xlsx` format.
+
+- :icon:`os-version-history` :guilabel:`See version history`: provides read-only :ref:`access to
+  previous versions <spreadsheet/manage-spreadsheets/version-history>` 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/manage-spreadsheets/regional-settings>` of the current spreadsheet.
+- :icon:`os-add-to-dashboard` :guilabel:`Add to dashboard`: allows you to turn the current
+  spreadsheet into a new dashboard that is accessible via Odoo Dashboards. The following fields must
+  be completed: :guilabel:`Dashboard Name`, the :guilabel:`Dashboard Section` in which the new
+  dashboard will be saved, and :guilabel:`Access Groups` to determine which user groups can access
+  the dashboard.
+
+  .. note::
+     When a spreadsheet is converted into a dashboard, the original spreadsheet is deleted from Odoo
+     Spreadsheet. However, it is still possible to edit the dashboards's underlying spreadsheet via
+     Odoo Dashboards.
+
+.. _spreadsheet/manage-spreadsheets/version-history:
+
+Version history
+---------------
+
+Odoo Spreadsheet automatically saves versions of spreadsheets as changes are made, allowing users
+with :guilabel:`Editor` rights to browse and restore previous versions.
+
+To access the version history of a spreadsheet, click :menuselection:`File -->`
+:icon:`os-version-history` :menuselection:`See version history` from the menu bar. Saved versions
+appear in a panel on the right of the spreadsheet. The name of the user who made the change is
+shown, as well as the date and time of the change.
+
+The following actions are possible:
+
+- **View an earlier version** in read-only format by clicking on the relevant version.
+- **Restore an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)`
+  then :guilabel:`Restore this version`.
+- **Copy an earlier version** by clicking :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)` then
+  :menuselection:`Make a copy`. A copy of the version opens as a new spreadsheet.
+- **Create named versions** by clicking on the date and time of the relevant version and entering
+  the desired name. The date and time of the version are then displayed below the new name.
+
+.. tip::
+   When viewing an earlier, read-only version of a spreadsheet, the following actions are still
+   possible:
+
+   - Search the spreadsheet by clicking :menuselection:`Edit -->` :icon:`fa-search`
+     :menuselection:`Find and replace` or using the shortcut `Ctrl` + `H`.
+   - Copy an individual cell or selected area by clicking :menuselection:`Edit -->`
+     :icon:`fa-clipboard` :menuselection:`Copy` or using the shortcut `Ctrl` + `C`.
+
+.. _spreadsheet/manage-spreadsheets/regional-settings:
+
+Regional settings
+-----------------
+
+To ensure data is displayed consistently for all users, the regional settings (or locale) of a
+spreadsheet, are managed at spreadsheet level. This locale affects the following settings and
+formats:
+
+- thousand and decimal separators
+- date and time formats
+- first day of the week
+
+By default, a new spreadsheet inherits the regional settings of the user who created it. For
+example, any spreadsheets created by a user whose language is set to :guilabel:`French (BE) /
+Français (BE)` will follow Belgian French conventions.
+
+A spreadsheet's locale can be viewed and changed at any time by a user with :guilabel:`Editor`
+rights. To view the locale of a spreadsheet, click :menuselection:`File -->` :icon:`os-cog`
+:menuselection:`Settings` from the menu bar. The :guilabel:`Spreadsheet settings` panel opens on the
+right of the spreadsheet. To change the locale, select the appropriate locale from the dropdown.
+
+.. tip::
+   When you open a spreadsheet that has a different locale to that of your user profile, a blue
+   :icon:`fa-globe` :guilabel:`(globe)` icon appears at the top right of the spreadsheet. Hovering
+   over the icon reveals a warning message that indicates the spreadsheet locale and highlights
+   formats that differ.
+
+   .. image:: spreadsheet/locale-difference.png
+      :alt: Warning about difference between user and spreadsheet locale
+
+   If no :icon:`fa-globe` :guilabel:`(globe)` icon is shown, this means the spreadsheet's locale is
+   the same as that of your user profile.

content/applications/productivity/spreadsheet/command-palette.png

@@ -15,8 +15,8 @@ Several elements from your Odoo database can be inserted into an Odoo spreadshee
 Each time a list, pivot table, or chart is inserted, a :ref:`data source
 <spreadsheet/insert/data-sources>` is created. This data source connects the spreadsheet to your
 Odoo database, retrieving up-to-date information every time the spreadsheet is opened, the browser
-page is reloaded, or data is manually refreshed by clicking :menuselection:`Data --> Refresh all
-data` from the menu bar.
+page is reloaded, or data is manually refreshed by clicking :menuselection:`Data -->`
+:icon:`os-refresh-data` :menuselection:`Refresh all data` from the menu bar.
 
 :ref:`Inserted lists <spreadsheet/insert/list>` and :ref:`inserted pivot tables
 <spreadsheet/insert/pivot-table>` use formulas with Odoo-specific :ref:`list functions
@@ -162,7 +162,7 @@ To insert a list:
 
    .. note::
       When inserting a list into a new spreadsheet, the spreadsheet is saved in the **Odoo
-      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace.
+      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder.
 
 #. Click :guilabel:`Confirm`.
 
@@ -386,7 +386,7 @@ To insert a pivot table:
 
    .. note::
       When inserting a pivot table into a new spreadsheet, the spreadsheet is saved in the **Odoo
-      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace.
+      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder.
 
 #. Click :guilabel:`Confirm`.
 
@@ -558,7 +558,7 @@ To insert a chart from an Odoo database into an Odoo spreadsheet:
 
    .. note::
       When inserting a chart into a new spreadsheet, the spreadsheet is saved in the **Odoo
-      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal workspace.
+      Documents** app in the :icon:`fa-hdd-o` :guilabel:`My Drive` personal folder.
 
 #. Click :guilabel:`Confirm`.
 

content/applications/productivity/spreadsheet/insert.rst

@@ -15,8 +15,9 @@ Create a template
 =================
 
 Any spreadsheet can be saved as a template. Open the relevant spreadsheet or :ref:`create a new one
-<documents/spreadsheet>`. From the menu bar, click :menuselection:`File --> Save as template`.
-Modify the default :guilabel:`Template Name` if needed and click :guilabel:`Confirm`.
+<documents/spreadsheet>`. From the menu bar, click :menuselection:`File -->` :icon:`os-save`
+:menuselection:`Save as template`. Modify the default :guilabel:`Template Name` if needed and
+click :guilabel:`Confirm`.
 
 .. important::
    Once a spreadsheet is saved as a template, any further changes to the open spreadsheet are
@@ -62,7 +63,3 @@ Various actions are possible:
 
 - Delete a template by ticking the checkbox next to it, clicking :icon:`fa-cog`
   :guilabel:`Actions`, then :guilabel:`Delete`.
-
-.. tip::
-   Use the download button under the :guilabel:`Spreadsheet file` column to export a template in
-   JSON format. The file can be imported into another database.