[IMP] knowledge/management: update Articles management

task-4444311

closes #12717

Signed-off-by: Xavier Platteau (xpl) <[email protected]>

Author: emmi-odoo

content/applications/essentials/export_import_data.rst

@@ -13,7 +13,7 @@ modification. This document covers the export and import of data into and out of
    can occur with large exports, or in cases where the import file is too large. To circumvent this
    limitation surrounding the size of the records, process exports or imports in smaller batches.
 
-.. _export-data:
+.. _essentials/export_import_data/export-data:
 
 Export data from Odoo
 =====================
@@ -66,7 +66,7 @@ several options for the data to export:
    in the export user interface is equal to *parent_id* (external identifier). This is helpful
    because then, the only data exported is what should be modified and re-imported.
 
-.. _import-data:
+.. _essentials/export_import_data/import-data:
 
 Import data into Odoo
 =====================
@@ -534,14 +534,15 @@ that are able to be imported.
    unless it is manually added, but it is still included in the export. However, if the :guilabel:`I
    want to update data (import-compatible export)` checkbox is ticked, it is included in the export.
 
-Select the required fields to be included in the export using the :ref:`options <export-data>` on
-the pop-up window, then click :guilabel:`Export`.
+Select the required fields to be included in the export using the :ref:`options
+<essentials/export_import_data/export-data>` on the pop-up window, then click :guilabel:`Export`.
 
 Import updated data
 -------------------
 
 After exporting, make any necessary changes to the data file. When the file is ready, it can be
-:ref:`imported <import-data>` by following the same process as a normal data import.
+:ref:`imported <essentials/export_import_data/import-data>` by following the same process as a
+normal data import.
 
 .. danger::
    When updating data, it is extremely important that the *External ID* remain consistent, as

content/applications/essentials/html_editor.rst

@@ -51,7 +51,7 @@ toolbar and apply any of the following formatting options:
   the tone by clicking buttons such as :guilabel:`Correct, Shorten, Lengthen, Friendly,
   Professional`, and :guilabel:`Persuasive`.
 
-.. image:: text_editor/style-and-colors.png
+.. image:: html_editor/style-and-colors.png
    :alt: Text editor's toolbox
 
 

content/applications/essentials/text_editor/style-and-colors.png renamed to content/applications/essentials/html_editor/style-and-colors.png

@@ -2,6 +2,8 @@
 Article creation and editing
 ============================
 
+.. _knowledge/articles_editing/create-article:
+
 Article creation
 ================
 
@@ -118,6 +120,8 @@ To add a title emoji to the article's name and header:
 - Alternatively, click the :icon:`fa-file-text-o` :guilabel:`(page)` icon next to the article's
   name in the sidebar or the top bar and select the preferred emoji.
 
+.. _knowledge/articles_editing/views:
+
 Views and links from other apps
 -------------------------------
 

content/applications/productivity/knowledge/articles_editing.rst

@@ -1,114 +1,214 @@
-===================
-Articles management
-===================
+==================
+Article management
+==================
 
-Managing articles effectively is key to maximizing the value of your knowledge resources, whether
-working on a research project, studying for an exam, or building a knowledge database for your
-business. Knowledge allows you to fully manage your articles, from
-:ref:`creation <management/create>` to :ref:`removal <management/remove>`, through :ref:`sharing
-<management/share>` and :ref:`structure <management/structure>`.
+Knowledge allows for managing articles, which consists of :ref:`structuring
+<knowledge/management/structure>`, :ref:`sharing <knowledge/management/share>`, :ref:`removing
+<knowledge/management/remove>`, and :ref:`retrieving <knowledge/management/retrieve>` them.
 
-You can find most tools to manage articles by clicking the vertical ellipsis button (:guilabel:`⋮`)
-at the right side of the top bar. From there, you can move, lock, delete, or duplicate an article.
+Basic management
+================
 
-.. image:: management/toolbox.png
-   :alt: Menu with tools for the management of articles
+Click the :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`) icon and select one of the following actions
+for basic article management:
 
-Creation, sharing, and removal of articles
-==========================================
+- :guilabel:`Move To`: Select the article to move under a category or another article, then click
+  :guilabel:`Move Article`.
+- :guilabel:`Lock Content`: Lock the article to stop edits. Click :guilabel:`Unlock` to edit again.
+- :guilabel:`Create a Copy`: Copy the article under the :guilabel:`Private` section.
+- :guilabel:`Export`: Open the browser's print function.
+- :guilabel:`Send to Trash`: Move the article to the trash.
 
-.. _management/create:
+.. note::
+   The following actions only apply to nested articles and :ref:`article items
+   <knowledge/articles_editing/commands>`:
 
-Creation
---------
-
-To create articles, click the :guilabel:`+ New` button on the right side of the top bar or the
-:guilabel:`+` button next to a category or another article.
+   - :guilabel:`Convert into Article Item`: Convert the nested article into an article item.
+   - :guilabel:`Convert into Article`: Convert the article item into a nested article.
 
 .. tip::
-   Create private articles quickly with the Alt/Option + C keyboard shortcut.
+   - Move an article directly from the sidebar tree by dragging and dropping it under another
+     article or category.
+   - Press `CTRL` / `CMD` + `K` to open the command palette, then type `?` to search for visible
+     articles or `$` for :ref:`hidden articles <knowledge/management/visibility>`. Alternatively,
+     hover over the :guilabel:`Workspace` category and click the :icon:`fa-eye` (:guilabel:`eye`)
+     icon to find hidden articles.
+
+.. _knowledge/management/structure:
+
+Structuring
+===========
+
+The article structure follows a hierarchy with parent and nested articles organized within the
+following categories:
 
-.. _management/share:
+- :guilabel:`Favorites` displays all articles marked as favorites.
+- :guilabel:`Workspace` displays articles accessible to all internal users.
+- :guilabel:`Shared` displays articles shared with specific users.
+- :guilabel:`Private` displays personal articles.
+
+.. note::
+   - To mark an article as a favorite and display the :guilabel:`Favorites` category, click the
+     :icon:`fa-star-o` (:guilabel:`star`) icon in the top-right menu.
+   - Nested articles inherit the access rights of their parent article.
+
+.. _knowledge/management/share:
 
 Sharing
--------
+=======
+
+Sharing an article involves configuring :ref:`access rights <knowledge/management/rights>`,
+inviting :ref:`users <knowledge/management/invite>`, providing :ref:`online access
+<knowledge/management/share-online>`, and determining its visibility in the :ref:`sidebar tree
+<knowledge/management/structure>`.
+
+Articles listed under a category in the sidebar tree are visible. Articles that certain users must
+search for through the command palette due to restricted access rights are hidden.
+
+.. _knowledge/management/rights:
+
+Configure access rights
+-----------------------
+
+Click :guilabel:`Share` in the top-right menu to configure access rights.
+
+Default access rights
+~~~~~~~~~~~~~~~~~~~~~
+
+.. tabs::
 
-You can share articles with internal or external users. To do so, open the share menu by clicking
-:guilabel:`Share` in the top-right menu of articles.
+   .. list-table::
+      :widths: 20 80
+      :header-rows: 1
+      :stub-columns: 1
 
-Invite users
-~~~~~~~~~~~~
+      * - Setting
+        - Use
+      * - :guilabel:`Can edit`
+        - Allow all internal users to edit the article.
+      * - :guilabel:`Can read`
+        - Allow all internal users to read the article only.
+      * - :guilabel:`No access`
+        - Prevent all users from accessing the article in the sidebar tree or searching in the
+          command palette.
 
-To share articles with specific users (internal or external, such as a partner or a customer), click
-:guilabel:`Invite`. This opens a pop-up window in which you can choose the :guilabel:`Permission`
-:ref:`(i.e, access rights) <management/categories>` and enter the :guilabel:`Recipients`' name or
-email.
+.. _knowledge/management/visibility:
 
-You can also restrict a specific user from accessing the article by selecting :guilabel:`No access`
-permission.
+Visibility
+~~~~~~~~~~
 
-.. image:: management/invite.png
-   :alt: pop-up window to invite users to access a Knowledge article
+.. tabs::
 
-Share online
-~~~~~~~~~~~~
+   .. list-table::
+      :widths: 20 80
+      :header-rows: 1
+      :stub-columns: 1
 
-To share articles **online**, activate the :guilabel:`Share to web` button. Doing so generates a URL
-link anyone can use to view the article.
+      * - Setting
+        - Use
+      * - :guilabel:`Everyone`
+        - The article is visible in the sidebar tree to all internal users.
+      * - :guilabel:`Members`
+        - The article is only visible in the sidebar tree to :ref:`invited users
+          <knowledge/management/invite>`, while other users can find it using the hidden article
+          search by pressing `CTRL` / `CMD` + `K` and typing `$`.
 
-Additionally, the share menu displays the default permission for internal members along with all the
-users who have been granted specific permission.
+.. note::
+   - The :guilabel:`Default Access Rights` apply to all internal users except invited users;
+     specific access rights override default access rights.
+   - Selecting `Can edit` or `Can read` in the :guilabel:`Default Access Rights` moves the article
+     to the :guilabel:`Workspace` category, while selecting `No access` moves it to the
+     :guilabel:`Private` category if it is not shared with anyone.
+   - The :guilabel:`Visibility` setting only applies to :guilabel:`Workspace` articles.
 
-.. image:: management/share-menu.png
-   :alt: Sharing menu with URL for online sharing and the list of members.
+.. _knowledge/management/invite:
 
-.. _management/remove:
+Invite specific users
+---------------------
+
+To grant specific internal or portal users access to a private article or to share a
+:guilabel:`Workspace` article with a portal user, follow these steps:
+
+#. Click :guilabel:`Share` in the top-right menu.
+#. Click :guilabel:`Invite`.
+#. Select the preferred :guilabel:`Permission` and add users in the :guilabel:`Recipients` field.
+#. Click :guilabel:`Invite`.
+
+.. _knowledge/management/share-online:
+
+Generate article URL
+--------------------
+
+Click :guilabel:`Share` and activate the :guilabel:`Share to web` toggle to generate a URL.
+Click the :icon:`fa-clone` (:guilabel:`copy`) icon to copy the article's URL.
+
+.. note::
+   - If an article contains :ref:`inserted views <knowledge/articles_editing/views>`, users with
+     the URL do not see them unless they can access the inserted content.
+   - Having the Website app is necessary to share an article's URL.
+
+.. _knowledge/management/remove:
 
 Removal
--------
+=======
+
+Removing an article involves deleting or archiving it.
+
+Delete an article
+-----------------
+
+Select an article in the sidebar tree and click the :icon:`fa-ellipsis-v` (:guilabel:`ellipsis`)
+icon, then :guilabel:`Send to Trash`. The article is moved to the trash for 30 days before being
+permanently deleted.
+
+To delete an article directly, click :guilabel:`Search` in the top-left menu, select an article,
+and click :menuselection:`Actions --> Delete --> Delete` to remove the article permanently.
+
+.. note::
+   To restore a trashed article, click :guilabel:`Open the Trash` at the bottom of the sidebar
+   tree, select an article, and click :guilabel:`Restore`. Alternatively, click :guilabel:`Search`
+   in the top-left menu. In the search bar, click :menuselection:`Filters --> Trashed`. Click the
+   article, then :guilabel:`Restore`.
 
-To remove an article, you can either **delete** it or **archive** it.
+Archive an article
+------------------
 
-To delete an article, open it and click the vertical ellipsis button :menuselection:`(⋮) -->
-Delete`. The article is moved to the trash for 30 days before being permanently deleted. To restore
-it, click :guilabel:`Open the Trash`, select the article, and click :guilabel:`Restore`.
+Click :guilabel:`Search`, select an article, and click :menuselection:`Actions --> Archive -->
+Archive`.
 
-To archive articles, click :guilabel:`Search`, select the article(s), and click
-:menuselection:`Action --> Archive --> Archive`. Archived articles are hidden from the search menu.
-To retrieve an archived article, add a custom filter to display them (:menuselection:`Search -->
-Filters --> Add Custom Filter`, and set :guilabel:`Active` as :guilabel:`is No`). Then, select the
-article(s) and go to :menuselection:`Action --> Unarchive`.
+.. note::
+   To restore an archived article, click :guilabel:`Search`. In the search bar, click
+   :menuselection:`Filters --> Archived`. Select the article and go to :menuselection:`Actions -->
+   Unarchive`.
 
-.. _management/structure:
+.. _knowledge/management/retrieve:
 
-Structure of articles
-=====================
+Retrieval
+=========
 
-Articles are organized into a hierarchical structure wherein the article on top is a parent article,
-and those underneath are called nested articles. This structure allows the grouping of related
-articles.
+Retrieving Knowledge articles consists of accessing them from various Odoo apps or restoring
+previous versions.
 
-To establish this hierarchy, create new articles by clicking the :guilabel:`+` button next to the
-parent-to-be article, or move existing articles by either dragging and dropping them under the
-parent-to-be or by clicking the vertical ellipsis button (:guilabel:`⋮`), clicking :guilabel:`Move
-To` on the toolbox and selecting the article to use as a parent.
+Access articles from various apps
+---------------------------------
 
-.. _management/categories:
+Knowledge articles are accessible from the :ref:`form view <studio/views/general/form>` of various
+apps. Click the :icon:`fa-bookmark` :guilabel:`(Knowledge)` icon in the top right corner to open
+the command palette, then choose one of the following search methods:
 
-Categories
-----------
+- :guilabel:`Search for an article`: start typing the text to execute a semantic search that
+  identifies relevant article information.
+- :guilabel:`Advanced Search`: after typing the text in the search bar, click :guilabel:`Advanced
+  Search` to perform a parametric search with options to filter, group, or save articles.
 
-Additionally, articles are divided into four categories that can be found on the left sidebar. These
-categories give articles default **access rights**.
+Version history
+---------------
 
-- :guilabel:`Favorites`: You can set any article you can access as a favorite. To do so, click the
-  star-shaped icon (:guilabel:`★`) in the top-right menu of articles. Marking articles as
-  **favorites** is user-specific and does not affect other users.
-- :guilabel:`Workspace`: Articles displayed in that category are available to all internal users.
-  These users have the right to read, modify or share these articles.
-- :guilabel:`Shared`: Articles displayed in that category are those you shared with internal users,
-  external users, or shared with you.
-- :guilabel:`Private`: Articles displayed in that category are only available to you.
+To retrieve a previous version of an article, select it in the sidebar tree and click the
+:icon:`fa-history` (:guilabel:`history`) icon in the top-right menu to open the version history.
+Select a version and click :guilabel:`Restore history`.
 
-.. image:: management/left-sidebar-cat.png
-   :alt: Categories displayed in the left sidebar of Odoo Knowledge
+.. note::
+   In the version history, the :guilabel:`Content` tab shows the selected version, while the
+   :guilabel:`Comparison` tab displays the differences between the article's previous and current
+   versions.

content/applications/productivity/knowledge/management.rst

@@ -45,9 +45,9 @@ page. When you :guilabel:`Save`, the product page is automatically published.
 Import products
 ---------------
 
-To :ref:`import product data <import-data>` using XLSX or CSV files, go to
-:menuselection:`Website --> eCommerce --> Products`, click the :icon:`fa-cog` (:guilabel:`gear`)
-icon, then :ref:`Import records <import-data>`.
+To :ref:`import product data <essentials/export_import_data/import-data>` using XLSX or CSV files,
+go to :menuselection:`Website --> eCommerce --> Products`, click the :icon:`fa-cog`
+(:guilabel:`gear`) icon, then :ref:`Import records <essentials/export_import_data/import-data>`.
 
 .. tip::
    To publish **large batches** of products, follow these steps: