Spreadsheet¶

Axsys Spreadsheet allows you to organize, manipulate, analyze, and visualize data. It offers similar functionality to other spreadsheet solutions with the added benefit of integrating directly with your Axsys database.

With Axsys Spreadsheet, you can:

create spreadsheets or upload files and open them as Axsys spreadsheets
create templates
use functions, including Odoo-specific functions
insert and link to Odoo data
create and use dynamic pivot tables
filter data across multiple Axsys data sources using global filters
visualize data using charts and formatting
share files internally and externally

The Spreadsheet module is part of Axsys Documents.

Note

Odoo spreadsheets serve as the foundation for the dashboards available in Odoo Dashboards. On a dashboard, charts and data tables are used to display dynamic Odoo data and provide an overview of key business metrics.

Standard, pre-configured dashboards can be customized by editing the dashboard’s underlying spreadsheet via Dashboards. Custom dashboards can also be created from scratch, starting from an Odoo spreadsheet; any subsequent modifications are performed via Dashboards.

Create a new spreadsheet¶

To create a new spreadsheet:

Open Axsys Documents and navigate to the section or folder in which the spreadsheet should be created.
Click New and select Spreadsheet.

Tip
Alternatively, from the All folder, click New and select Spreadsheet, then select in which Workspace (i.e., folder) the spreadsheet should be created. If file centralization has been enabled for spreadsheets, you will also have the option to save the new spreadsheet in the Spreadsheet folder.
Click Blank spreadsheet or, to create a new spreadsheet using an existing template, select the relevant template.
Click Create.
Click on Untitled spreadsheet at the top of the screen to edit the name of the spreadsheet.

Tip

It is also possible to create a new spreadsheet by:

clicking File ‣ New from the menu bar of an open spreadsheet; or
inserting a list, pivot table, or chart from another Odoo app into a new spreadsheet directly from the app in question.

In these cases, the new spreadsheet is saved in Odoo Documents in the My Drive personal folder or, if file centralization has been enabled for spreadsheets, in the Spreadsheet folder.

Upload files¶

Spreadsheets in .xlsx format can be uploaded into Axsys Documents and opened as an Axsys spreadsheet. To do so:

Open Axsys Documents and navigate to the section or folder where the spreadsheet should be saved.
Click New and select Upload.
Select the relevant .xlsx file and click Open.
Click on the uploaded file.
By default, the original .xlsx file is deleted when it is opened as an Axsys Spreadsheet. To preserve the original file in the same folder in Axsys Spreadsheet, disable Send source file to trash.
Click Open with Odoo Spreadsheet.

The file is now an Axsys spreadsheet and can be fully edited in Axsys Spreadsheet.

Manage spreadsheets¶

Users with Editor rights to a specific spreadsheet have various options for managing the spreadsheet via the File menu:

Make a copy: creates a duplicate of the current spreadsheet with the same regional settings (or locale).
Save as template: allows the current spreadsheet to be used as a template for future spreadsheets.
Download: downloads the spreadsheet in .xlsx format.

Important
When you download a spreadsheet in .xlsx format, any spreadsheet formulas that retrieve Odoo data from your database, e.g., via an inserted list or via other Odoo-specific functions, are converted to the values they would have returned at the moment the spreadsheet was downloaded.

Tip
Users with Viewer rights can also download a spreadsheet in .xlsx format.
See version history: provides read-only access to previous versions of the current spreadsheet, which can be named and restored if needed.
Print: prints a copy of the spreadsheet on a connected printer.
Settings: allows you to view and change the locale of the current spreadsheet.
Add to dashboard: converts the current spreadsheet into an Axsys dashboard.

Version history¶

Axsys Spreadsheet automatically saves versions of spreadsheets as changes are made, allowing users with Editor rights to browse and restore previous versions.

To access the version history of a spreadsheet, click File ‣ See version history from the menu bar. Saved versions appear in a panel on the right of the spreadsheet. The name of the user who made the change is shown, as well as the date and time of the change.

The following actions are possible:

View an earlier version in read-only format by clicking on the relevant version.
Restore an earlier version by clicking (vertical ellipsis) then Restore this version.
Copy an earlier version by clicking (vertical ellipsis) then Make a copy. A copy of the version opens as a new spreadsheet.
Create named versions by clicking on the date and time of the relevant version and entering the desired name. The date and time of the version are then displayed below the new name.

Tip

When viewing an earlier, read-only version of a spreadsheet, the following actions are still possible:

Search the spreadsheet by clicking Edit ‣ Find and replace or using the shortcut Ctrl + H.
Copy an individual cell or selected area by clicking Edit ‣ Copy or using the shortcut Ctrl + C.

Regional settings¶

To ensure data is displayed consistently for all users, the regional settings (or locale) of a spreadsheet, are managed at spreadsheet level. This locale affects the following settings and formats:

thousand and decimal separators
date and time formats
first day of the week

By default, a new spreadsheet inherits the regional settings of the user who created it. For example, any spreadsheets created by a user whose language is set to French (BE) / Français (BE) will follow Belgian French conventions.

A spreadsheet’s locale can be viewed and changed at any time by a user with Editor rights. To view the locale of a spreadsheet, click File ‣ Settings from the menu bar. The Spreadsheet settings panel opens on the right of the spreadsheet. To change the locale, select the appropriate locale from the dropdown.

Tip

When you open a spreadsheet that has a different locale to that of your user profile, a blue (globe) icon appears at the top right of the spreadsheet. Hovering over the icon reveals a warning message that indicates the spreadsheet locale and highlights formats that differ.

Warning about difference between user and spreadsheet locale

If no (globe) icon is shown, this means the spreadsheet’s locale is the same as that of your user profile.

Convert a spreadsheet into a dashboard¶

A user with the appropriate access rights can convert an Axsys spreadsheet into a dashboard that is then accessible via Odoo Dashboards. To do so:

Click File ‣ Add to dashboard from the menu bar.
Enter the Dashboard Name.
Select the relevant Dashboard Section from the dropdown or, to create a new dashboard section, type the name of the new section, then click Create.
If necessary, modify the Access Groups to determine which user groups can access the dashboard.
Click Create.

Tip

By default, the first tab of the spreadsheet serves as the front end of the dashboard.
It is also possible to convert a spreadsheet to a dashboard from within the Dashboard configuration settings, by directly adding the spreadsheet to an existing or new dashboard section.
After a spreadsheet has been converted to a dashboard, it is deleted from Odoo Documents. Any subsequent modifications need to be made via Odoo Dashboards.