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[ADD] spreadsheet: sharing and collaborating on spreadsheets
task-4943669 closes #15253 X-original-commit: 27a5a22 Signed-off-by: Siobhan McGonigle (mcsi) <mcsi@odoo.com>
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‎content/applications/productivity/spreadsheet.rst‎

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spreadsheet/insert
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spreadsheet/work_with_data
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spreadsheet/visualize_data
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spreadsheet/share_collaborate
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**Odoo Spreadsheet** allows you to organize, manipulate, analyze, and visualize data. It offers
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similar functionality to other spreadsheet solutions with the added benefit of integrating directly
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- :doc:`create and use dynamic pivot tables <spreadsheet/work_with_data/dynamic_pivot_tables>`
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- filter data across multiple Odoo data sources using :doc:`global filters
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<spreadsheet/work_with_data/global_filters>`
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- visualize data using :doc:`charts <spreadsheet/visualize_data/charts>` and formatting
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- share files internally and externally
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- visualize data using :doc:`charts <spreadsheet/visualize_data/charts>` and :doc:`formatting
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<spreadsheet/visualize_data/conditional_formatting>`
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- :doc:`share files internally and externally <spreadsheet/share_collaborate>`
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The Spreadsheet module is part of **Odoo Documents**.
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.. tip::
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Within a spreadsheet, opening the command palette, using the :doc:`keyboard shortcut
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<../../applications/essentials/keyboard_shortcuts>` `Ctrl` + `K` or `Command` + `K`, allows you
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<../essentials/keyboard_shortcuts>` `Ctrl` + `K` or `Command` + `K`, allows you
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to browse and execute spreadsheet commands via the keyboard, without having to navigate menus.
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.. note::
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Odoo spreadsheets serve as the foundation for the :doc:`dashboards available in Odoo Dashboards
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<../../applications/productivity/dashboards>`. On a dashboard, charts and data tables are used to
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<dashboards>`. On a dashboard, charts and data tables are used to
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display dynamic Odoo data and provide an overview of key business metrics.
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:ref:`Standard, pre-configured dashboards

‎content/applications/productivity/spreadsheet/get_started.rst‎

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

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‎content/applications/productivity/spreadsheet/share_collaborate.rst‎

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=====================
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Share and collaborate
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=====================
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Odoo Spreadsheet offers various features that allow for efficient real-time collaboration while
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ensuring the appropriate level of control and traceability, including:
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- :ref:`permission-based sharing <spreadsheet/collaboration/access-sharing>`
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- :ref:`version history <spreadsheet/get-started/manage-spreadsheets-versioning>`
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- discussions via :ref:`comments and the spreadsheet's chatter thread
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<spreadsheet/collaboration/chatter>`
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.. _spreadsheet/collaboration/access-sharing:
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Access and sharing
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==================
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In principle, the rights to access Odoo spreadsheets are handled like :ref:`any other file in the
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Documents app <documents/access-rights>`. :ref:`Roles and permissions
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<spreadsheet/collaboration/roles-permissions>` are either inherited from the folder a spreadsheet is
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saved in or controlled at the level of the spreadsheet itself.
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However, there are important differences to consider between :ref:`spreadsheets that contain only
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static data <spreadsheet/collaboration/static-spreadsheet>` and :ref:`spreadsheets that contain
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dynamic Odoo data <spreadsheet/collaboration/dynamic-spreadsheet>`, in terms of both access and data
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visibility.
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.. tip::
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- Access to a folder or spreadsheet can be managed by its owner or any user with
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:guilabel:`Editor` rights.
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- A user with :guilabel:`Viewer` rights cannot share a spreadsheet with a specific user
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directly, but can copy a link to the spreadsheet.
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- Any user with access to a spreadsheet can download it as an `.xlsx` file by clicking
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:menuselection:`File -->` :icon:`fa-download` :menuselection:`Download` from the menu bar. If
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the spreadsheet contained dynamic data, the values are frozen at the moment of download.
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.. _spreadsheet/collaboration/roles-permissions:
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Roles and permissions
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---------------------
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Permissions are managed using the following roles:
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.. list-table::
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:header-rows: 1
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:stub-columns: 1
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:widths: 5 5 5 5 5 5 5 5 5
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* - Role
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- View
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- Edit
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- Delete
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- Download .xlsx
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- Share
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- Manage roles
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- Use comments
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- Use chatter
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* - Owner
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check` with specific people or via link
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- :icon:`fa-check` including changing owner
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- :icon:`fa-check`
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- :icon:`fa-check`
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* - Editor
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check`
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- :icon:`fa-check` with specific people or via link
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- :icon:`fa-check` but cannot change owner
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- :icon:`fa-check`
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- :icon:`fa-check`
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* - Viewer
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- :icon:`fa-check`
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- :icon:`oi-close`
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- :icon:`oi-close`
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- :icon:`fa-check`
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- :icon:`fa-check` only via link
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- :icon:`oi-close`
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- :icon:`oi-close`
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- :icon:`fa-check`
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.. _spreadsheet/collaboration/static-spreadsheet:
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Share a static spreadsheet
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--------------------------
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Spreadsheets containing only static data can be shared internally or externally by the owner of the
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spreadsheet or any user with :guilabel:`Editor` rights.
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To do so, click :icon:`fa-share-alt` :guilabel:`Share` in the upper-right corner above the
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spreadsheet, then :ref:`configure access as appropriate <documents/access-rights>`.
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.. _spreadsheet/collaboration/dynamic-spreadsheet:
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Share a dynamic spreadsheet
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---------------------------
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A spreadsheet is considered a *dynamic spreadsheet* if it contains any of the following:
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- formulas that retrieve live data from an Odoo database, e.g., in a :doc:`list or pivot table that
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has been inserted into the spreadsheet <insert>`
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- a linked :ref:`data source <spreadsheet/insert/data-sources>`, even if the corresponding list or
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pivot table has been deleted from the spreadsheet
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- links to Odoo menu items
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Internal sharing
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~~~~~~~~~~~~~~~~
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Spreadsheets containing dynamic Odoo data can be shared *with internal users only* by the owner of
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the spreadsheet or any user with :guilabel:`Editor` rights.
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However, having access to a spreadsheet does not necessarily mean an internal user *sees* all the
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data in the original spreadsheet. The visibility of dynamic Odoo data is based on an internal user’s
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access rights to the model from which the data has been retrieved, and takes into account any record
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rules that may restrict access.
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.. important::
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Permissions to view data are taken into account when an internal user opens a spreadsheet, with
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the spreadsheet only being populated with data the user is authorized to see.
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.. example::
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A sales manager creates a spreadsheet that includes sales data for all the salespeople in their
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team. Users with the permission `Sales / User: Own Documents Only` only see data related to
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their own sales.
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To share a spreadsheet containing dynamic Odoo data, click :icon:`fa-share-alt` :guilabel:`Share` in
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the upper-right corner above the spreadsheet, then :ref:`configure access as appropriate
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<documents/access-rights>`.
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External sharing
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~~~~~~~~~~~~~~~~
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Spreadsheets containing dynamic Odoo data *cannot be accessed by external users*.
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.. note::
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If an external user attempts to access a dynamic spreadsheet via a link, an error message is
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shown.
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If a spreadsheet containing Odoo data needs to be shared with an external user, the owner of the
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spreadsheet or a user with :guilabel:`Editor` rights can create a frozen, read-only version. In this
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version, all Odoo formulas are converted to their value at the moment the frozen version is created,
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and any links to Odoo menus are removed.
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To create a frozen version of a spreadsheet that contains dynamic Odoo data, click
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:menuselection:`File --> Share --> Freeze and share` from the menu bar, then :ref:`configure access
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as appropriate <documents/access-rights>`.
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.. tip::
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It is also possible to download a frozen version of a spreadsheet that contains Odoo data as an
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`.xlsx` file by clicking :menuselection:`File -->` :icon:`fa-download` :menuselection:`Download`
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from the menu bar. The values of any dynamic data are frozen at the moment of download.
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.. _spreadsheet/collaboration/comments-chatter:
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Comments and chatter
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====================
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Odoo Spreadsheet offers two ways to communicate with other users who have access to the same
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spreadsheet, namely by using:
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- :ref:`comments <spreadsheet/collaboration/comments>`
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- the spreadsheet's :ref:`chatter thread <spreadsheet/collaboration/chatter>`
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.. _spreadsheet/collaboration/comments:
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Use comments in a spreadsheet
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-----------------------------
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Comments, which are added to individual spreadsheet cells, are useful for discussing specific
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elements of a spreadsheet. Other collaborators can be notified by typing `@` followed by their
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name.
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.. important::
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Only the spreadsheet's owner or users with :guilabel:`Editor` rights can use comments in a
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spreadsheet; both roles can perform the same actions. Comments are not visible to users with
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:guilabel:`Viewer` rights.
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.. _spreadsheet/collaboration/comments-add-react:
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Add or react to comments
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~~~~~~~~~~~~~~~~~~~~~~~~
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To add or react to a comment:
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#. If the comment is:
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- the first comment being added to the cell, right-click the cell then click :icon:`os-comments`
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:guilabel:`Insert comment` or click :menuselection:`Insert -->` :icon:`os-comments`
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:menuselection:`Insert comment` from the menu bar.
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- a reaction to an existing comment thread on a cell, click on the relevant cell or on the
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comment thread to open the thread.
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#. Type a comment in the text box.
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.. tip::
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- Click the :icon:`fa-plus-circle` icon, then:
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- :guilabel:`Add from Documents` to add a file saved in the Documents app
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- :icon:`oi-gif-picker` :guilabel:`Add GIFS` to add GIFs (if this is enabled in the
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:guilabel:`General Settings`)
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- Click :icon:`fa-smile-o` :guilabel:`(Add Emojis)` to add emojis.
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- Type `@` followed by a user's name to tag them in the comment.
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#. Click the :icon:`fa-send-o` :guilabel:`(Log)` icon or press `Enter` to log the comment.
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Click anywhere else in the spreadsheet to close the comment thread.
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.. tip::
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To react to an individual comment with only an emoji, hover over the comment, click the
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:icon:`oi-smile-add` :guilabel:`(Add a Reaction)` icon, then select the desired emoji.
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.. _spreadsheet/collaboration/comments-view:
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View comments
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~~~~~~~~~~~~~
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When a comment has been added to a cell, a small yellow triangle appears in the top right corner of
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the cell.
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To view a comment thread on a single cell, hover over the cell; click the cell or the comment
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thread to open the thread to be able to add a comment.
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To view all comments on a spreadsheet, click :menuselection:`View -->` :icon:`os-comments`
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:menuselection:`All comments` from the menu bar. Alternatively, after opening a comment thread,
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click :guilabel:`Open all comments`.
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The :guilabel:`Comments` panel opens on the right side of the spreadsheet. By default, comment
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threads for :guilabel:`All sheets` of the spreadsheet are shown, grouped by sheet. To see only the
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comment threads for the current sheet, select :guilabel:`This sheet` in the :guilabel:`Filter
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comments` field.
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Click on a comment thread in the :guilabel:`Comments` panel to open it.
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.. _spreadsheet/collaboration/comments-edit-delete:
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Edit or delete comments
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~~~~~~~~~~~~~~~~~~~~~~~
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.. note::
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A spreadsheet's owner or users with :guilabel:`Editor` rights can edit or delete any comment.
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To edit a comment:
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#. Hover over the comment, then click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon.
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#. Click :icon:`fa-pencil` :guilabel:`Edit`.
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#. Make the desired changes, then click :guilabel:`Save` or press `Enter`. To abort the edit, click
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:guilabel:`Cancel` or press `Escape`.
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.. tip::
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A comment that has been modified has *(edited)* added to the end of the text.
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To delete a comment:
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#. Hover over the comment, then click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon.
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#. Click :icon:`fa-trash` :guilabel:`Delete`.
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#. Click :guilabel:`Confirm` to confirm the deletion.
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.. _spreadsheet/collaboration/comments-resolve:
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Resolve comment threads
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~~~~~~~~~~~~~~~~~~~~~~~
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To resolve a comment thread:
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#. Access the :guilabel:`Comments` panel by clicking :menuselection:`View -->` :icon:`os-comments`
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:menuselection:`All comments` from the menu bar. Alternatively, with a comment thread open, click
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:guilabel:`Open all comments`.
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#. Click the :icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon for the relevant comment thread, then
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click :guilabel:`Resolve this thread`.
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Once resolved, the comment thread is no longer accessible directly on the spreadsheet, but remains
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visible in the :guilabel:`Comments` panel; resolved threads are identified by a :icon:`fa-check`
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:guilabel:`(check)` icon.
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To reopen a resolved comment thread, from the :guilabel:`Comments` panel, click the
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:icon:`fa-ellipsis-v` :guilabel:`(ellipsis)` icon for the relevant comment thread, then click
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:guilabel:`Re-open this thread`.
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.. _spreadsheet/collaboration/chatter:
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Use a spreadsheet's chatter thread
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----------------------------------
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Whereas :ref:`comments <spreadsheet/collaboration/comments>` on specific spreadsheet cells are
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suited for discussions about specific elements of a spreadsheet, a spreadsheet’s :doc:`chatter
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thread <../discuss/chatter>` allows for a more general discussion.
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To access the chatter thread of a spreadsheet:
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#. With the **Documents** app open, navigate to the folder or section where the spreadsheet is
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saved.
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#. Select the :icon:`oi-view-list` :guilabel:`(List)` view in the upper-right corner.
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#. Select the relevant spreadsheet, then click the :icon:`fa-info-circle` :guilabel:`(Info & tags)`
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button in the upper-right corner next to the view selector. Alternatively, with the spreadsheet
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selected, click the :icon:`fa-cog` :guilabel:`Action` button, then select :icon:`fa-info-circle`
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:guilabel:`(Info & tags)`.
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The spreadsheet’s chatter thread opens on the right of the screen, below the spreadsheet's
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:ref:`details panel <documents/details-panel>`.

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