[IMP] documents documentation to be updated

taskid: 3433587

Author: Donapi

content/applications/finance/documents.rst

@@ -44,33 +44,54 @@ Workspaces
 
 Workspaces are hierarchical folders having their own set of tags and actions. Default workspaces
 exist, but you can create your own by going to :menuselection:`Documents --> Configuration -->
-Workspaces` and clicking on :guilabel:`Create`.
+Workspaces` and clicking on :guilabel:`New`. A new page pops up:
 
-.. note::
-   :guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can be created, edited, or deleted by
-   clicking on the gear icon :guilabel:`⚙` on the left menu.
-
-.. image:: documents/sub-workspaces-creation.png
-   :align: center
-   :alt: Create sub-workspaces from the left menu
+- :guilabel:`Name`: add the name of your workspace;
+- :guilabel:`Parent Workspace`: if the workspace belongs to a parent workspace (and is then a
+  sub-workspace), select it from the list;
+- :guilabel:`Company`: if your workspace is only available to the selected company;
 
 Tags
-====
+----
 
 Tags are used within workspaces to add a level of differentiation between documents. They are
 organized per category and filters can be used to sort them.
 
+Tags can be created from the :guilabel:`Tags` tab. Click :guilabel:`Add a line`, create the
+:guilabel:`Tag Category`, and :guilabel:`Name` your tags. Go to the :guilabel:`Tooltip` tab to add
+informative text for when users hover over your tag.
+
 .. note::
    - The tags of a parent workspace apply to the child workspaces automatically.
    - Tags can be created and modified by going to :menuselection:`Configuration --> Tags`.
    - Tags can also be created, edited, or deleted, by clicking on the gear icon :guilabel:`⚙`, on
      the left menu.
 
+Access rights
+-------------
+
+From the :guilabel:`Access Rights` tab, you can add :guilabel:`Write Groups` that can see the
+workspace and read, create, and edit its documents. You can also add :guilabel:`Read Groups` to see
+the workspace and read its documents without creation and editing rights.
+
+Description
+-----------
+
+From the :guilabel:`Description` tab, you can add descriptive information related to your workspace.
+
+.. note::
+   :guilabel:`Workspaces` and :guilabel:`Sub-workspaces` can also be created and edited by clicking
+   on the gear icon :guilabel:`⚙` on the left menu.
+
+    .. image:: documents/sub-workspaces-creation.png
+      :align: center
+      :alt: Create sub-workspaces from the left menu
+
 Documents management
 ====================
 
-When clicking on a specific document, the right panel displays different options. On the top,
-additional options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
+When selecting a document, the right panel displays different options. On the top, additional
+options might be available: :guilabel:`Download`, :guilabel:`Share`, :guilabel:`Replace`,
 :guilabel:`Lock` or :guilabel:`Split`. It is also possible to :guilabel:`Open chatter` or
 :guilabel:`Archive` the document.
 
@@ -91,23 +112,106 @@ be modified and it is possible to access the related :guilabel:`Journal Entry` o
      rights to the document. It is possible to replace the owner of a document. I.e.: an employee
      must be owner of a document to be able to see it in "My Profile".
 
-Finally, different :guilabel:`Actions` are available at the bottom of the right panel, depending on
-the workspace where your document is stored.
+Different :ref:`Actions <documents/workflow-actions>` are available at the bottom of the right
+panel, depending on the workspace where your document is stored.
+
+Split documents
+---------------
+
+Select the document you want to split, and click the :guilabel:`Split` icon. A new view opens and
+displays all the pages of the document.
+
+The scissors between pages indicate where the split will occur. Click on the scissors if you
+don't want to split your document between two specific pages. Click :guilabel:`Split` to split your
+document.
+
+.. image:: documents/split-pdf.png
+   :align: center
+   :alt: split your documents
+
+.. note::
+   To merge documents, select them from your dashboard and click the :guilabel:`Split` icon. Click
+   on the scissors between pages to remove the cut, and click :guilabel:`Split` to merge the
+   documents.
+
+Additional features
+-------------------
+
+Select a workspace and click on the arrow next to the :guilabel:`Upload` button to access additional
+features:
+
+Request
+~~~~~~~
+
+You can create "missing documents" and organize them as documents, to remind users to download these
+documents.
+
+Select the workspace in which the file should be stored and click :guilabel:`Upload`, then
+:guilabel:`Request`. Add the :guilabel:`Document name`, select the person you need it from in the
+:guilabel:`Request to` field, fill in the :guilabel:`Due date`, confirm the :guilabel:`Workspace`,
+the document should belong to, and add :guilabel:`Tags` and a :guilabel:`Note`, if needed. Then,
+click :guilabel:`Request`. A file reflecting the missing document is created in the workspace.
+
+You can see all missing documents by going to the :guilabel:`Activity` view and to the
+:guilabel:`Requested Document` column.
+
+.. Note::
+
+   To send a **reminder email** to all users you are waiting a document from, go to the
+   :guilabel:`Activity` viewclick on ⋮, and :guilabel:`Document Request: Reminder`.
+
+   Click on a date to see the details of a specific request. You can update it by clicking on the
+   pen icon, :guilabel:`Preview` the content of the reminder email, or :guilabel:`Send Now` to send
+   a reminder email.
+
+   .. image:: documents/reminder-email.png
+      :align: center
+      :alt: send a reminder email from the Activity view
+
+Add a link
+~~~~~~~~~~
+
+To add a link to your documents dashboard, click on :guilabel:`Add a link`, enter the
+:guilabel:`URL`, and :guilabel:`Name` it. A file reflecting the url is created on your dashboard.
+
+Share
+~~~~~
+
+Sharing a document, a sub-workspace, or an entire workspace with your contacts is possible.
+
+To share the content of a workspace, select the workspace and click :guilabel:`Share`. A page pops
+up, with a :guilabel:`URL` available. You can :guilabel:`Copy` it to share it with the users you
+want so they can directly access your document workspace and its content. You can :guilabel:`Name`
+the share link and set a validity date for the url by filling the :guilabel:`Valid Until` field.
+Tick the :guilabel:`Include Sub Folders` box if you also want to share sub-folders. You can also
+enable users to :guilabel:`Download` or :guilabel:`Download and Upload` documents.
+
+.. note::
+
+   It is possible to only share one or more documents (without their workspace) by selecting them
+   and clicking :guilabel:`Share`.
+
+New spreadsheet
+~~~~~~~~~~~~~~~
+
+To create a new spreadsheet, click :guilabel:`New Spreadsheet`. You can select a
+:guilabel:`Blank spreadsheet` or an existing template.
+
+.. _documents/workflow-actions:
 
 Workflow actions
 ================
 
-Workflow actions help you streamline the management of your documents and your overall business
-operations. These are automated actions that can be created and customized for each workspace. For
-example, create documents, process bills, sign, organize files, add tags to a file or move it to
-another workspace with a single click etc. These workflow actions appear on the right panel when it
-meets the criteria you set.
+Workflow actions help manage documents and overall business operations. These are automated actions
+that can be created and customized for each workspace. For example, create documents, process bills,
+sign, organize files, add tags to a file, or move it to another workspace with a single click, etc.
+These workflow actions appear on the right panel when they meet the set criteria.
 
 Create workflow actions
 -----------------------
 
 To create workflow actions, go to :menuselection:`Documents --> Configuration --> Actions` and then
-click on :guilabel:`Create`.
+click on :guilabel:`New`.
 
 .. note::
    An action applies to all :guilabel:`Child Workspaces` under the :guilabel:`Parent Workspace` you
@@ -178,19 +282,24 @@ Select the :guilabel:`Actions` tab to set up your action. You can simultaneously
 - **Move to Workspace**: move the file to any workspace.
 - **Create**: create one of the following items attached to the file in your database:
 
-   - **Product template**: create a product you can edit directly.
-   - **Task**: create a Project task you can edit directly.
-   - **Signature request**: create a new Sign template to send out.
-   - **Sign directly**: create a Sign template to sign directly.
+   - **Link to record**: link the document to a record (i.e. link to a vehicule 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.
+     content;
    - **Customer invoice**: create a customer invoice using OCR and AI to scrape information from
-     the file.
+     the file;
    - **Vendor credit note**: create a vendor credit note using OCR and AI to scrape information
-     from the file.
+     from the file;
    - **Credit note**: create a customer credit note using OCR and AI to scrape information from
-     the file.
-   - **Applicant**: create a new HR application you can edit directly.
+     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.