[IMP] crm: update plan activities

closes #6777

X-original-commit: e4aee35
Signed-off-by: Samuel Lieber (sali) <[email protected]>
Co-authored-by: Timothy Kukulka <[email protected]>
Co-authored-by: ksc-odoo <[email protected]>
Co-authored-by: Sam Lieber (sali) <[email protected]>
Co-authored-by: Zachary Straub <[email protected]>

Author: 5 people

content/applications/productivity/discuss/overview/plan_activities.rst

@@ -1,64 +1,249 @@
-====================================
-Get Organized by Planning Activities
-====================================
+==========
+Activities
+==========
 
-When you plan activities you minimize the risk of uncertainties, as you provide clear directions
-for the course of your next action. In addition to that, you do not leave space for wasteful
-activities and reduce the chance of having overlapping actions between team members.
+*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled
+on any page of the database that contains a chatter thread, kanban view, list view, or activities
+view of an application.
 
-Where do I see my schedule activities?
-======================================
+Schedule activities
+===================
 
-Access and manage your activities wherever you are in Odoo by the *Activities* menu.
+One way that activities are created is by clicking the :guilabel:`Schedule Activity` button, located
+at the top of the *chatter* on any record. On the pop-up window that appears, select an
+:guilabel:`Activity Type` from the drop-down menu.
 
-.. image:: plan_activities/activities_menu.png
+.. tip::
+   Individual applications have a list of *Activity Types* dedicated to that application. For
+   example, to view and edit the activities available for the *CRM* application, go to
+   :menuselection:`CRM app --> Configuration --> Activity Types`.
+
+Enter a title for the activity in the :guilabel:`Summary` field, located in the :guilabel:`Schedule
+Activity` pop-up window.
+
+To assign the activity to a different user, select a name from the :guilabel:`Assigned to` drop-down
+menu. Otherwise, the user creating the activity is automatically assigned.
+
+Lastly, feel free to add any additional information in the optional :guilabel:`Log a note...` field.
+
+.. note::
+   The :guilabel:`Due Date` field on the :guilabel:`Schedule Activity` pop-up window auto-populates
+   based on the configuration settings for the selected :guilabel:`Activity Type`. However, this
+   date can be changed by selecting a day on the calendar in the :guilabel:`Due Date` field.
+
+Lastly, click one of the following buttons:
+
+- :guilabel:`Schedule`: adds the activity to the chatter under :guilabel:`Planned activities`.
+- :guilabel:`Mark as Done`: adds the details of the activity to the chatter under :guilabel:`Today`.
+  The activity is not scheduled, it is automatically marked as completed.
+- :guilabel:`Done \& Schedule Next`: adds the task under :guilabel:`Today` marked as done, and
+  opens a new activity window.
+- :guilabel:`Discard`: discards any changes made on the pop-up window.
+
+.. image:: plan_activities/schedule-pop-up.png
    :align: center
-   :height: 300
-   :alt: View of crm leads page emphasizing the activities menu for Odoo Discuss
+   :alt: View of CRM leads and the option to schedule an activity.
 
-Plan activities
-===============
+.. note::
+   Depending on the activity type, the :guilabel:`Schedule` button may be replaced by a
+   :guilabel:`Save` button, or an :guilabel:`Open Calendar` button.
 
-Activities can be planned and managed from the chatter by clicking on *Schedule activity*,
-or through Kanban views.
+Scheduled activities are added to the chatter for the record under :guilabel:`Planned activities`.
 
-.. image:: plan_activities/schedule_activity.png
+.. image:: plan_activities/chatter-activities.png
    :align: center
-   :height: 300
-   :alt: View of crm leads and the option to schedule an activity for Odoo Discuss
+   :alt: View of CRM leads and the option to schedule an activity.
+
+Activities can also be scheduled from the kanban, list, or activities view of an application.
+
+.. tabs::
+
+   .. tab:: Kanban view
+
+      Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
+      then :guilabel:`Schedule An Activity`, and proceed to fill out the pop-up form.
+
+      .. image:: plan_activities/schedule-kanban-activity.png
+         :align: center
+         :alt: Kanban view of the CRM pipeline and the option to schedule an activity.
+
+   .. tab:: List view
+
+      Select a record on which to schedule an activity. Click on the :guilabel:`🕘 (clock)` icon,
+      then :guilabel:`Schedule An Activity`. If the record already has an activity scheduled, the
+      clock icon may be replaced by a :guilabel:`📞 (phone)` or an :guilabel:`✉️ (envelope)` icon.
 
-Set your activity types
------------------------
+      .. image:: plan_activities/schedule-list-activity.png
+         :align: center
+         :alt: List view of the CRM pipeline and the option to schedule an activity.
 
-A number of activities types are available by default in Odoo (call, email, meeting, etc.). However,
-you can set new ones going to :menuselection:`Settings --> Activity types`.
+   .. tab:: Activity view
 
-.. image:: plan_activities/settings_activities_types.png
+      To open the activity view for an application, select the :guilabel:`🕘 (clock)` icon from the
+      menu bar anywhere in the database. Select any application from the drop-down menu, and click
+      the :guilabel:`🕘 (clock)` icon for the desired app.
+
+      .. image:: plan_activities/schedule-activity-view-menu.png
+         :align: center
+         :alt: Activity menu drop down with focus on where to open activity view for CRM.
+
+      Select a record on which to schedule an activity. Move across the row to find the desired
+      activity type, then click the :guilabel:`＋ (plus sign)`.
+
+      .. image:: plan_activities/schedule-activity-view.png
+         :align: center
+         :alt: Activity view of the CRM pipeline and the option to schedule an activity.
+
+.. note::
+   Activity colors, and their relation to an activity's due date, is consistent throughout Odoo,
+   regardless of the activity type, or the view.
+
+   - Activities that appear in **green** indicate a due date sometime in the future.
+   - **Yellow** indicates that the activity's due date is today.
+   - **Red** indicates that the activity is overdue and the due date has passed.
+
+   For example, if an activity is created for a phone call, and the due date passes, the activity
+   appears with a red phone in list view, and a red clock on the kanban view.
+
+View scheduled activities
+=========================
+
+To view scheduled activities, open either the :menuselection:`Sales app` or :menuselection:`CRM app`
+and click the :guilabel:`🕘 (clock)` icon, located to the far-right side of the other view options.
+
+Doing so opens the activities menu, showcasing all the scheduled activities for the user, by
+default. To show all activities for every user, remove the :guilabel:`My Pipeline` filter from the
+:guilabel:`Search...` bar.
+
+To view a consolidated list of activities separated by the application where they were created, and
+by deadline, click the :guilabel:`🕘 (clock)` icon on the header menu to see the activities for that
+specific application in a drop-down menu.
+
+The possibility to :guilabel:`Add new note` and :guilabel:`Request a Document` appear at the bottom
+of this drop-down menu, when the :guilabel:`🕘 (clock)` icon on the header menu is clicked.
+
+.. image:: plan_activities/activities-menu.png
    :align: center
-   :height: 300
-   :alt: View of the settings page emphasizing the menu activity types for Odoo Discuss
+   :alt: View of CRM leads page emphasizing the activities menu.
 
-.. tip::
-   If you need to create an activity type with an available calendar, make sure to create
-   it with an *Action to Perform* set as *Meeting*.
+Configure activity types
+========================
+
+To configure the types of activities in the database, go to :menuselection:`Settings app --> Discuss
+--> Activities --> Activity Types`.
 
-Recommend next activities
--------------------------
+.. image:: plan_activities/settings-activities-types.png
+   :align: center
+   :alt: View of the settings page emphasizing the menu activity types.
+
+Doing so reveals the :guilabel:`Activity Types` page, where the existing activity types are found.
 
-Odoo helps you to plan a flow of activities by allowing you to set *Recommended Next Activities*.
+To edit an existing activity type, select it from the list, then click :guilabel:`Edit`. To create a
+new activity type, click :guilabel:`Create`.
 
-.. image:: plan_activities/recommended_activities.png
+At the top of a blank activity type form, start by choosing a :guilabel:`Name` for the new activity
+type.
+
+.. image:: plan_activities/new-activity-type.png
    :align: center
-   :alt: View of an activity type form emphasizing the field recommended next activities for Odoo
-         Discuss
+   :alt: New activity type form.
+
+Activity settings
+-----------------
+
+Action
+~~~~~~
+
+The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors
+after an activity is scheduled.
+
+- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the
+  planned activity in the chatter.
+- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open
+  their calendar to schedule a time for this activity.
+- If :guilabel:`Request Signature` is selected, a link is added to the planned activity in the
+  chatter that opens a signature request pop-up window.
+
+.. note::
+   The actions available to select on an activity type vary, depending on the applications currently
+   installed in the database.
+
+Default user
+~~~~~~~~~~~~
+
+To automatically assign this activity to a specific user when this activity type is scheduled,
+choose a name from the :guilabel:`Default User` drop-down menu. If this field is left blank, the
+activity is assigned to the user who creates the activity.
+
+Default summary
+~~~~~~~~~~~~~~~
+
+To include notes whenever this activity type is created, enter them into the :guilabel:`Default
+Summary` field.
+
+.. note::
+   The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
+   included when an activity is created. However, they can be altered before the activity is
+   scheduled or saved.
+
+Next activity
+-------------
+
+To automatically suggest, or trigger, a new activity after an activity has been marked complete, the
+:guilabel:`Chaining Type` must be set.
 
-Once the respective activity is completed, select *Done & Schedule Next* and next steps are
-suggested to you.
+Suggest next activity
+~~~~~~~~~~~~~~~~~~~~~
 
-.. image:: plan_activities/schedule_recommended_activity.png
+In the :guilabel:`Chaining Type` field, select :guilabel:`Suggest Next Activity`. Upon doing so, the
+field underneath changes to: :guilabel:`Suggest`. Click the :guilabel:`Suggest` field drop-down menu
+to select any activities to recommend as follow-up tasks to this activity type.
+
+In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
+configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
+decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
+deadline`.
+
+This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
+
+When all configurations are complete, click :guilabel:`Save`.
+
+.. image:: plan_activities/schedule-recommended-activity.png
+   :align: center
+   :alt: Schedule activity popup with emphasis on recommended activities.
+
+.. note::
+   If an activity has the :guilabel:`Chaining Type` set to :guilabel:`Suggest Next Activity`, and
+   has activities listed in the :guilabel:`Suggest` field, users are presented with recommendations
+   for activities as next steps.
+
+Trigger next activity
+~~~~~~~~~~~~~~~~~~~~~
+
+Setting the :guilabel:`Chaining Type` to :guilabel:`Trigger Next Activity` immediately launches the
+next activity once the previous one is completed.
+
+If :guilabel:`Trigger Next Activity` is selected in the :guilabel:`Chaining Type` field, the field
+beneath changes to: :guilabel:`Trigger`. From the :guilabel:`Trigger` field drop-down menu, select
+the activity that should be launched once this activity is completed.
+
+In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
+configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
+decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
+deadline`.
+
+This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
+
+When all configurations are complete, click :guilabel:`Save`.
+
+.. image:: plan_activities/triggered-activities.png
    :align: center
-   :alt: View of an activity being schedule emphasizing the recommended activities field being
-         shown for Odoo Discuss
+   :alt: Schedule new activity popup with emphasis on Done and launch next button.
+
+.. note::
+   When an activity has the :guilabel:`Chaining Type` set to :guilabel:`Trigger Next Activity`,
+   marking the activity as `Done` immediately launches the next activity listed in the
+   :guilabel:`Trigger` field.
 
 .. seealso::
    - :doc:`get_started`