Odoo Essentials: Odoo Navigation Overview

Purpose

The purpose of this document is to provide an overview of how to navigate in Odoo 13, what the various Filters, Settings, and Views available within the applications do, and how to use the Activities and Reporting functions. We'll also include some handy tips and tricks for easily getting around the system and making the most out of your experience with Odoo. 

Processes

To get started, navigate to your Odoo 13 Database Homepage.

Hibou Employees

Please refer to the New Team Member Onboarding documentation for URLs and login credentials.

Apps

Once you log in you'll be on Odoo's main menu where applications, or Apps, are represented by icons. At first, you may not see very many apps installed. Each app adds new functions to the database and they're installed as needed.

To get started with building out your database, you will need to install the necessary apps for your business needs. To do this, navigate to the Apps application by clicking its icon.

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Good to Know!

Apps aren't listed in alphabetical order, but you can easily navigate to an app by simply typing its name from the main menu. As you type, the installed apps will filter as well as other related items. This is extremely useful when you have multiple apps installed.


Clicking the Apps icon will take you to the app repository where you can browse around for the apps that you want to install. 
From this screen, you can see which apps your database has installed already and you can browse through the available apps to install.

If you click on the LEARN MORE button on any application, you can see the application's overview page to see if you would like to use it before installing. When you're ready to install an app, simply click the INSTALL button and wait for the application to load.

Please Note: For larger apps, this process could take several minutes. 

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Once the app is installed, you will be routed to either the initial setup screen of the application to begin configuring it, or to your database's homepage where you can see your newly installed apps.

App Tours

Some new applications will appear on your home screen with a blue teardrop underneath indicating there is an Odoo tour available to help you learn how to use the app. To utilize the tour, click where the teardrop is pointing and you'll see on-screen steps.

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Good to Know!

From any screen within any application, you can always get back to your homepage by clicking the waffle icon  at the top left. 

Application Settings

The majority of applications within Odoo have their own configurable settings and options that will affect functionality. There are two ways to get to an application's settings. 

Option 1: From the Settings application on your homepage. 

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From within Settings, click General Settings. Once the page loads, you will see the General Settings for your Database on the main screen. On the left-hand side, you'll see all of your installed and configurable apps. To get to the Settings of any of your installed apps, just click on the app that you want to modify and its settings will display to the right. 

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Once you've modified the desired Settings in your app, be sure to click Save before clicking any other applications or any  sub-menus on the page. Navigating away will cause you to lose your changes.

Good to Know!

From the search bar anywhere on the Settings page, you can type in the setting you're looking for to filter to it quickly. As you type, the settings matching your entry will be highlighted.


Option 2: Once a configurable application is launched, simply click on CONFIGURATION and select the component you want to modify from the dropdown menu. Some applications will also have a general Settings menu option. If there is no general Settings menu option, then the app is dependent on other components in the database and inherits settings from there.


Search

The Search area is persistent in every application in Odoo and provides the ability to easily find information.

Search is a very straightforward feature and is tailored to the application you're using. For example, you won't be able to find a Sale Order from the search bar in the CRM app.

By typing in the name of a customer, project, employee, or another object, you can retrieve that to view within the application that you're using. For the purposes of this document, we've highlighted an enhanced search feature in Odoo that will make searching even easier. 

As you type in the search bar, you will see a dropdown menu appear with different options available to help you quickly locate your desired information. 

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In this example, we've searched the CRM application for "Hibou" and are looking for a client "Hibou Sweets". As you begin typing in the search bar, Odoo gives the option to search specific locations within the CRM application for the desired keyword.

Any option with the arrow   icon next to it can be expanded with a click, and Odoo will display the available items for the data type that match your keyword. The example above shows the "Customer" section expanded and, as you can see, all customers with the keyword "Hibou" in their profile are shown.

From here you can either select the specific customer record you want to see, or you can select the SEARCH CUSTOMER FOR: HIBOU option to display all customers with "Hibou" in their profile.

Filters

Filters appear directly beneath the Search bar and allow you to customize the data that is displayed on a given page within any application in Odoo. While the filters themselves will vary depending on what application you're using. For this example we will go over the basics of how to use filters in the CRM application. 

To get started, navigate to the CRM app. (If it's not installed, follow the instructions above to install it.)

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Once you've launched the CRM application, let's take a look at the Search area at the top right of the screen. 

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Good to Know!

Toggle the Filters Menu

If you do not see   Filters     Group By     Favorites    underneath the search bar, click the  spyglass icon (with the + sign in it) and they will appear.

If you want to hide them from view, click the  spyglass icon (with - sign in it) and they will be hidden again. 

Click the  Filters  option to review the Filters menu. Let's now go over how to make the most of your Filters. 

When you review the Filters that are available within each application, the options will be specific to the data that's housed within that application. The CRM application is displayed for this example, so the options you see in the menu are specific to CRM data. There will typically be a set of default filters that are present in the dropdown menu for you to choose from.

If you don't see the data that you want to view in the default filters, you can use the   Add Custom Filter option to create your own filters. 

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When adding a custom filter, you can set as many conditions as you'd like for the information you need to pull. When you add multiple conditions to the same custom filter, Odoo automatically adds the "or" parameter to the search. So, if you want to search for customers who like Chocolate Icing OR Strawberry Icing, you would set the first condition, then click Add A Condition.

 

This opens a new section where you'll enter your "or" conditions. When you're done, click APPLY

 

After you select the filters that you want to use, Odoo will automatically search the records in the model you’re on for the information you've selected. Your filter will be reflected in the search bar.


Important!

Saving a Custom Filter

Custom filters, by default, will be lost once you leave the application that you're using. If you would like to save these custom filters for future use, then you'll need to utilize the   Favorites   feature, covered below, to accomplish this. 

Group By

This feature allows you to change how your data is grouped together to better visualize your information and inform your workflows. For example, you may want to see your pipeline data grouped by Salesperson, so you can review which opportunities are being handled by which of your salespeople. This is just one small example of what this feature can do.

Like the Filters function discussed above, the ways that Odoo will allow you to group your data will depend on the application that you're using and the page that you're on within that application. 

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Also, like the  Filters option, you can use the Add Custom Group button to create your own groupings if the default options do not suit your needs. Unlike  Filters, custom groupings will only allow you to add one parameter to a Custom Group; however, you may create multiple Custom Groups and apply them together. Odoo will add the grouping methods to one another and group the data as you've specified. 

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Important!

Saving a Custom Group

Custom Groups, by default, will be lost once you leave the application that you're using. If you would like to save these custom Groups for use in the future, then you will need to use the   Favorites   feature, covered in the next section, to accomplish this. 

Favorites

This feature allows you to save custom searches that you've built using the  Filters and  Group By options covered above. Once you have your search or grouping parameters configured and selected, click the   Favorites   dropdown menu, then click  Save current search and the following window will appear.  

In this window, enter a name for your Search or Custom Group, choose whether or not you want the system to default to this search when you open the application, and if you'd like to share this search with all other users of this application. Once you have made your selections, click SAVE.

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After you've successfully saved your custom Search or Group to your Favorites, simply go to  Favorites  and select it from the dropdown menu to utilize them in the future. 


Good to Know!

Deleting a Favorite

If you would like to delete any of your Favorites, you simply click the trash can  next to the name of the Favorite you want to delete and then confirm the deletion. 


Then confirm the action:


Views

This feature is similar to Group By, but instead of changing how the information is grouped on the page, it will change the method by which all of the data is displayed. Think of changing your Group By method like re-arranging information on a pie chart, while changing a View is like moving from a pie chart to a line graph. 

Odoo has several different Views that you can choose from. Not all of them are available in every application, but we will cover all of them in this document so that when you come across a View you will know what it does. 

You can find the different Views that are available within any application tucked under the Search bar at the top right. Each View is denoted by an icon. Available views will vary between Apps.

We will be going through each one and will provide examples of how the Views look when selected. For the purposes of this article, we will be using the same data for every view so that you can see the ways that your data can be manipulated simply by changing a View.

If you hover over each View's icon, you will see a tool-tip telling you the name of the View. 

Note: With the exception of the last View, the CRM application is used in these examples.  We'll be using the Time Off application to demonstrate the Gantt view, which is the final example.

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Good to Know!

Time Ranges

On certain Views, a Filter will be available called   Time Ranges. This filter allows you to view your data by a given time range and also compare that data to the previous period or from the same period last year. For example, you can compare your sales for the last 30 days to the previous 30 day period or from the same 30 day period last year to get a benchmark on your team's performance over time.

This filter is available on  Pivot View,  Graph View,  Cohort View, and  Dashboard View. 

 Kanban

This View will allow you to create a kanban board to view your data. Kanban is an organizational method that typically uses columns and cards to visualize data. As each project, task, or item moves through the kanban sequence from left to right,  you can easily track where each item is in its lifecycle. The example below is from the Sales Pipeline within the CRM application. As you can see from the below screenshot, the Kanban View is selected from the View options and we have our Sales Pipeline organized by stages.

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Each column represents a different stage in the Sales process and you can see the Opportunities under each stage. You can always change the stage that an item is in by dragging and dropping it into the correct column. You can also re-organize the columns by dragging and dropping them to the appropriate placement within the process flow. 

To the far right, you also have the option to  Add a Column to create a new Stage of the process flow. Once created, you can drag-and-drop to wherever you'd like within the Kanban view. Once your stages are set up, you can begin assigning items to them. You'll learn more about this in the CRM documentation.

 List

This View will organize your data into a list format. As you can see below, all of the same information from the Pipeline View is still present in our List view (e.g. Stage, Expected Revenue, Opportunity, and Customer) and some new information has become visible in this view (e.g. Probability and Created On). 

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Some column headers will show an  arrow on hover. This indicates that clicking that column header will sort it in either ascending or descending order, and clicking it again will reverse the sort order. Not all fields have this feature.


 Calendar 

This View allows you to see your Scheduled Activities in a calendar. You can see your upcoming events by the Day, Week, or Month. The calendar will only show items that are created under the Schedule Activity section for each item listed in our Sales Pipeline. 

As you can see from the screenshot below, the Calendar View is selected from the View options and the calendar is displayed by the Month. 

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 Pivot 

This View allows you to display your data in a Pivot Table. In the following example, the Pivot View is selected from the View menu. This displays our Sales Pipeline data in this format, showing the Expected Revenue for October at every Stage. Note that our table only displays October because that's when our sample database was created and there is no prior data.

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 Graph

This View allows you to create Graphs and visualize data points in four different ways:  

  •  Bar Chart 

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  •  Stacked  Bar Chart: This feature is new for Odoo 13 and allows you to create a condensed visual by stacking data rather than placing it side-by-side.

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  •  Line Chart 

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  •  Pie Chart

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To change the input data that gets used to create the different Graphs, click the Measures  button and select the data that you would like to visualize from the dropdown menu. 

 Cohort  

This View allows you to see how data changes over time. For example, if you have a subscription-based product and you want to see how many customers you have gained or lost over a certain time period, you would review your sales in the Cohort view and these numbers would be broken down for you automatically. 

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In the image above, our number tracking displays only October of 2019 because that's when our database was created and the data does not go back further than that. As we progress through each month, it would show us the percentage of change for our closed sales month over month so that we can track our progress. 

  Map 

This View is a new feature in Odoo 13 that plots customers' physical locations on a map for ease in travel planning.

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If you'd like to see the best route to navigate to all of these locations in one commute, click the VIEW IN GOOGLE MAPS button on the top left to calculate your route using Google.

There are two options to view the pop-out details and options for each location.

Option 1: To the right of the map there will be a list of Opportunities under the  Pipeline heading. Note that only those in bold have accurate physical addresses saved to their profile. The grayed out listings cannot be plotted. Click any bolded customer on the list.

Option 2: Click any  marker on the map.

With either option, you can click the edit button to change the details of this opportunity, or click the Navigate To button to show the best route using Google maps.

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 Dashboard 

This view contains reporting elements already discussed in previous Views and combines different graphs, data analysis, and measures so that you can build your own custom reporting dashboard. 

You can access each report independently of one another by clicking the  icon at the top right of each section. To get back to the Dashboard view, just click on the left-most breadcrumb at the top left of the individual reporting screen. 

As you can see from the below screenshot, we have a Graph area as the first section at the top, some data analysis below that, a Pivot area, and a Cohort area at the bottom. 

You can change the Graph, Pivot, and Cohort areas by their individual controls as needed using the Measures, Group By, and date range filters they have at their top left of each respective area. 

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 Activity 

This View allows you to see all of your upcoming Scheduled Activities for your tasks, clients, leads, opportunities, or any other element in your Odoo applications. In the example below, we're in the CRM application so these are the scheduled activities in our Sales Pipeline for four different Opportunities. Each Opportunity has its own row and the dates of each scheduled activity shows in a column to the right. Activities in red are overdue, activities in orange are scheduled for today, and activities in green are scheduled for a time in the future. You can schedule additional activities by clicking the SCHEDULE AN ACTIVITY button at the bottom of the table. 

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If you click on an Activity in the grid, you'll see what the Activity is, the scheduled date, and you can mark it as Done by clicking the  checkmark icon that's greyed out on the right. You can also schedule additional activities for the row by clicking the Schedule an Activity button at the bottom of the pop-up. 

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 Gantt 

The Gantt View is not available in the CRM application. To get started, navigate to the Time Off application. If you don't have this application installed, please do so now. 

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This view allows you to see scheduled blocks of time as rows going along a calendar. This is helpful for seeing how different schedules overlap and provides you with an overview of your time blocks for more effective schedule management. 

As you can see below, we have the Gantt View selected from the View options, and there are three employees with different leave types scheduled across different weeks. Each employee who has requested leave is listed to the left of the calendar while the type of leave is shown on each requested block, respectively. If you have scheduled time blocks that overlap, or need to re-arrange items you can do so by simply clicking and dragging the item to the desired date range on the calendar. 

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Actions

This feature allows you to take specific actions on an object within Odoo applications. This could be anything from setting up access to your system for your users, sending a customer an SMS message, or editing a customer record. To get started, navigate to the Contacts application. If you don't have this application installed, please do so now. 

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The Action  menu will only appear when you have an object selected in list view:


..or if you have a specific record open. Select any Contact from the main Contacts page. When you're on the resulting contact details page, you will see the Action  menu at the top of the page, as shown. 

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When you click the Action  menu, you will get a set of pre-determined actions that you can take to modify or interact with that object. These options will vary depending on the application that you're in, and what you are currently viewing or modifying. As you work in Odoo, keep an eye out for the Action  menu as it can be a great shortcut to what you're trying to do. 

Reporting

From within almost any application in Odoo, you will see a Reporting tab. This page allows you to customize reports for different kinds of data within that application. The reporting pages are built using different combinations of Filters and Views that you can modify to your liking to build custom reports. Reporting is almost identical to the Dashboard View we covered earlier and by using the descriptions and information about each Filter and View from the sections above, you will be able to customize your reports and navigate through the reporting page in any application in Odoo. 

Also, like the Filters and Views sections above, once you have your reporting page set to your specifications, you can save it as a Favorite for later use. Please see the Favorites section above for more details on how to save a custom search as a Favorite.