Odoo 17 offers a number of ERP applications known as knowledge modules, a tool designed to improve information management and knowledge sharing within the company. The knowledge module allows employees to create, store, and access important documents, manuals, guides, and other knowledge documents.
It is an integral part of the Odoo ecosystem, guaranteeing that important data is constantly available information. The module provides higher productivity, improved teamwork, consistency, and scalability.
It centralizes information, saves time searching for papers, promotes teamwork, maintains consistency, and is easily scalable to meet an increasing amount of information.
Key Features of the Odoo 17 Knowledge Module
1. Centralized Knowledge Base: Keep company policies, SOPs, and manuals in one convenient location.
2. Intuitive Content Creation: User-friendly interface for creating articles, adding multimedia, and organizing material using tags and categories.
3. Advanced Search Functionality: Strong search capabilities for keywords, tags, or particular phrases within documents.
4. Collaborative Editing: Real-time collaboration for drafting and improving papers with input from several team members.
5. Access Control and Permissions: Granular permissions for reading, editing, and deleting ensure the security of important information.
6. Integration with Other Odoo Apps: Contextual information access is made possible by seamless interaction with Project Management, CRM, and HR.
Let’s get started with the Odoo 17 knowledge module
Implementing the knowledge Module in your Odoo module is a simple process. Here are some steps to get started with:
1. Install the Module
* Installation takes merely a few minutes and requires minimal technical skills.
2. Establish Permissions and Access.
* Set up user roles and permissions to restrict access to document creation, editing, and viewing.
* This phase guarantees that your knowledge base is secure and organized.
3. Create and Organize Content
* Start your knowledge base with important documents. Use categories and tags to properly organize the content so that users can easily discover what they need.
* After accessing the application platform, we can see two menu options: Home and Search, as seen in the image below.
Article Editing and Styling in Odoo 17 Knowledge Module
Articles are classified into four categories on the left sidebar, which determine their default access rights:
* Favorites: You can save any article that you can access as a favorite. Click on the star-shaped icon in the article window’s top-right menu. Marking articles as favorites is user-specific and has no effect on other users.
* Workspace: Articles in this category are available to all internal users, who have the ability to read, change, and share them.
* Shared: This category includes articles that you shared with internal or external users, as well as those that were shared with you.
* Private: This category contains articles that are only available to you.
Choosing Article Templates
By clicking the Browse Templates button, we can also choose from the system’s available article templates.
Adding and Styling Content
Material Addition and Styling Click anywhere on the page to begin adding content. Your pointer will automatically indicate the article’s first level header (H1). After typing the title, press the Enter key on your keyboard to move on to the next line.
Add Article Title
Click “Untitled” on the left side of the top bar to have your H1 title match the name of the article automatically. To modify the article’s name later, you must do it manually by clicking the name in the top bar and making the necessary changes.
Text Editor
Select the text you want to format in order to style it with the text editor. Then you can:
* Click the “A” icon to change the font color.
* To check the background color, click the pencil symbol.
* Change the style: Clicking “Normal” will open a drop-down menu with several style options (Normal, Code, H 1-6, Quote).
* Text Formatting: B stands for bold, I for italic, U for underline, and S for strikethrough.
* Theme colors: “Theme” stands for a specified color.
* Custom colors: “Solid” for color definition with wheel, hex code, and RGBA values.
* Gradients: Click “Gradient” to select a predetermined gradient or build your own.
* Change text size: Click the size number to select the desired size.
* Lists: To convert the text into an ordered list, checklist, or unordered list icons.
* Insert or edit a link: Simply click the chain icon.
Text Editor's Toolbox
To format an entire paragraph, enter “/” anywhere in the text to bring up the power-box. To insert blocks, photos, files, and other items, enter the command name or select one of the available options. Some commands, such as “/image” or “/Article”, are common across all applications, while others are unique to the knowledge application.
Here is the List of Commands: Commands are the grouped into several categories.
* Bulleted list: Create a bulleted list.
* Numbered list: Create a numbered list.
* Checklist: Track tasks with a checklist.
* Table: Insert a table.
* Separator: Insert a horizontal rule separator.
* Quote: Add a block quote section.
* Code: Add a code section.
* 2 Column: Convert into 2 columns.
* 3 Column: Convert into 3 columns.
* 4 Column: Convert into 4 columns.
* Banners
* Format
* Media
* Navigation
* Widgets
* Knowledge
* Knowledge database and many more.
Cover Pictures
Cover images Add a cover image and an icon to your article to improve its appearance. Click over the H1 title and select “Add Cover.”
If your database is linked to your unsplash account, the cover image is automatically generated based on the article title. To change it, go to the image, click “Change cover,” and then choose another image.
Images can be received from several sources:
* Move your cursor over an image to remove the cover and then upload it from your computer. You may also use the unsplash database to find images from other sources.
To remove the cover, mouse over it and select “Remove Cover.”
Icons: To insert an icon, move over the H1 headline and select “Add icon.” It generates a random emoji automatically. To replace it, click the emoji icon and choose the one from the emoji window. To remove it, click the emoji, followed by the red-circled icon X.
Adding Property Fields
In the Odoo knowledge module, adding proper fields requires creating custom fields that can be used to multiple articles within the same parent category. So, click the “Add Properties” button at the top of the editing window and edit the relevant fields by selecting the Add a property link, as shown below.
Then, depending on the nature of the article, we can enter the field name inside the little pop-up window, along with the label, Field type, Default value, and Display in cards options.
Content from Other Apps
The knowledge module allows you access content views from other applications. Go to the destination application and create the desired view. We have chosen the sales module for this example.
Choose the right article to which you want to add this application view or content from other applications, as shown below.
Next, select an item by choosing “Favorite”?”Insert view in article.” The view has been added at the bottom of the chosen article.
Managing Articles
To access most article management options, click the vertical ellipsis button (?) on the right side of the top bar. This menu allows you to move, lock content, create a copy, export, convert into an article item, send to trash, or see an article in full width, as shown below.
Creating, Sharing, and Removing Articles
* Creation: To create an article, use the + New button on the right side of the top bar, or the + button next to a category or another article. The Alt/Option + C keyboard shortcut allows us to swiftly create private articles.
* Sharing: You can share articles with both internal and external users. To do so, click Share in the top-right menu of the article.
* Invite Users: To share an article with a specific user (internal or external, such as a partner or customer), select Invite. This displays a pop-up box where you may select the authorization level (access permissions) and enter the recipients' names or email addresses. You can also restrict a certain user from viewing the content by selecting the "No access" permission.
* Share Online: To share an article online, click the Share to Web option. This provides a URL that anyone can use to access the article. The share menu also displays the default permissions for internal members, as well as a list of individuals who have been granted specific access, as shown in the screenshot below.
Structuring Articles
Articles are ordered hierarchically, with the parent article at the top and nested articles below. This structure allows for the grouping of related items. To establish this hierarchy, add new articles by clicking the + button next to the parent-to-be article, or move existing articles by dragging and dropping them beneath the parent-to-be or by clicking the vertical ellipsis button (?), selecting Move To in the toolbox, and selecting the parent article.
Filtering Articles
The Odoo 17 Knowledge module includes an article filtering tool, which allows users to find and manage content more efficiently. We can filter articles in the Filters section by entering keywords into the advanced search bar in the Knowledge Module's Search Menu and pressing Enter. There are predefined filters such as "My Articles", "Published", and "Unpublished", as well as categories such as "Tags", "Authors", and "Date". To build a custom filter, click the Add Custom Filter button. Users can preserve their filtering configurations.
* Users can additionally group articles by categories such as "Tags", "Authors", and "Date" using the "Group By" menu.
* You may also create custom filters by using the Add Custom Group option in the search bar and adding the fields and conditions you wish to include, such as the author, creation date, tags, and other custom fields.
* After creating custom filters, users can store their filter settings by clicking the "Favorites" menu next to the search field and selecting "Save current search".
Removing an Article: You can either delete or archive an article.
* Delete: Open the article, then click the vertical ellipsis (?) and select the Send to Trash button. The article gets sent to the trash for 30 days before being permanently destroyed. To restore it, click Open Trash, then pick the article and click Restore.
* Delete from Search menu: Go to the Search Menu, choose the article, and then delete it using the Delete button located under the Action menu.
* Archive: Go to the Knowledge Module's Search Menu, choose the article(s), and then click Action?Archive. The search menu does not display archived articles. To view archived articles, create a custom filter (Search? Filters?). Add a Custom Filter and set Active as No). Then, choose the article(s) and navigate to Action? Unarchive.
By successfully organizing, sharing, and arranging your articles in Odoo 17, you can ensure that your organization's information resources are well-organized, accessible, and valuable.
