Odoo Essentials: Notes Management

Purpose

The purpose of this document is to give a clear overview of how to use Notes to boost your productivity, collaborate in real-time with colleagues, and create personal to-do lists, which will allow you to better manage tasks and projects as well as achieve your goals and objectives.

Process

To get started, navigate to the Notes application.

Notes Overview

On the first screen, you will see the following.

The default columns for the app are New, Meeting Minutes, Notes, and Todo. You can customize these to reflect any desired goal preferred. (ie. Today, This Week, This Month, etc.) . In the image below, we added some sample tasks to show how useful this tool is for personal and professional projects.

Create a Note

Click the Create button to start a new Note.

Enter the desired text in the Text field. Use the Formatting icons to style your message as desired (ie. Bold, Italics, Underline, etc).

While some formatting options, like the Bold function, may be familiar, there are some extra formatting options within the Notes app that will help you create unique messages to share with your colleagues.

The Style function allows you to style your text with different headers, code, or even add a quote to personalize your Note.

The formatting icon removes all style and font changes within your Note. So if you regret any fonts or color added to your Note, just click the icon to make it nice and simple again.

The and formatting icons allow you to style your background and text with various colors including Odoo theme colors to create interesting Notes with endless variety.

The icon allows tables to be created within a Note with a variety of widths and lengths for any additional data you'd like to include.

The icon allows you to insert a web link into your Note, allowing you to share external information quickly and efficiently.

To add a link to a Note, insert the associated web address or email in the URL or Email text box. You can also add additional details like Link Label, Size, Style, Color, and whether the link will open a new window. The Preview window in the Link To pop-up box also gives you a preview of the URL, so you see how it will display in your Note.

The icon allows images, pictograms, documents, and video to be added to the Note, so important content can be saved and shared with colleagues to facilitate easier collaboration.

When the icon is clicked on, a pop-up window opens with the title, Select a Media. Here you can select different types of content to insert into the Note. You can also look up Photos by Unsplash to insert into your Note if you would like something specific and don't already have the image on your computer.

The formatting icons also include Undo and Redo buttons, so you can undo or redo any previously entered actions, text, etc.

Tags allow you to customize the tags your team uses to sort and filter your notes. From the Tags drop-down menu, you can select a tag (ie. employee name, subject, etc.) already created or you can select the Create and Edit function to create a new tag.

After clicking the Create and Edit link, the Create: Tags pop-up window will appear. In this window, enter the tag you'd like on the Tag Name line. Click SAVE to keep the tag you just created for future use.

Once you are satisfied with the Note you have created, click SAVE before exiting the screen to keep any changes.

Columns

By clicking on the Add a Column, you can create an additional column for your Notes. After clicking the + sign, a text box will appear at the top of the new column allowing you to give it a title. Once you have created a title, click the ADD button to save the column and add it to your Notes screen. In the image below, you can see we created one called This Quarter as an example.

In the event that a column was created by mistake or mistitled, you can hover your mouse cursor near the column title to make the settings wheel appear. Once the settings wheel is clicked on, you have the choice to select Fold, Edit Stage, or Delete from the sub-menu.

Good to Know!

There is no limit to how many columns you can create for Notes; however, keep in mind, the more columns you create, the harder it is to see all on one screen. The Fold feature is helpful when more than 6 columns are needed to manage tasks. Fold allows a column to be minimized within the Notes screen and kept for later viewing. When a column/task needs to be managed again, simply click on the Fold line of the task to expand it back to a full column.

Import

Another way to create notes is to import the data into the Notes app.

Once you click on the Import link, you will be directed to another page. To import a file, click the LOAD FILE button. A prompt will appear to select the CSV or Excel file to import and finalize the process.

For more details on how to import data into Odoo, please view the IMPORT FAQ