odoo-forge-bundle 0.1.0

package/payload/skills/odoo18-docs/references/docs/applications/productivity/data_cleaning.md

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+---
+title: "Data Cleaning"
+source_url: "https://docs.odoo.sbggai.top/applications/productivity/data_cleaning.html"
+---
+
+=============
+# Data Cleaning
+
+The Odoo **Data Cleaning** app maintains data integrity and consistency with the following features:
+
+- :ref:`Deduplicates <data_cleaning/deduplication>`: merges or removes duplicate entries to ensure
+  data is unique.
+- :ref:`Recycles <data_cleaning/recycle>`: identifies outdated records to either archive or delete
+  them.
+- :ref:`Formats <data_cleaning/field-cleaning>`: standardizes text data by finding and replacing it
+  according to specified needs.
+
+Customizable rules ensure text data stays up-to-date, streamlined, consistently formatted, and
+aligned with company-specific formatting requirements.
+
+.. _data_cleaning/install-modules:
+
+# Install modules
+
+The **Data Cleaning** application consists of several modules. :ref:`Install <general/install>` the
+following to access all available features:
+
+.. list-table::
+   :header-rows: 1
+   :widths: 40 60
+
+   * - | Name
+       | `Technical name`
+     - Description
+   * - | :guilabel:`Data Recycle`
+       | `data_recycle`
+     - Base module to enable the recycle feature, available on :ref:`Odoo Community edition
+       <install/editions>`.
+   * - | :guilabel:`Data Cleaning`
+       | `data_cleaning`
+     - Enables field cleaning feature to format text data across multiple records, available
+       **only** on :ref:`Odoo Enterprise edition <install/editions>`.
+   * - | :guilabel:`Data Cleaning (merge)`
+       | `data_merge`
+     - Enables the deduplication feature to find similar (or duplicate) records, and merge them,
+       available **only** on :ref:`Odoo Enterprise edition <install/editions>`.
+
+.. spoiler:: Additionally, several app-specific modules are available
+
+   .. list-table::
+      :widths: 40 60
+
+      * - | :guilabel:`CRM Deduplication`
+          | `data_merge_crm`
+        - Enables the deduplication feature on the **CRM** app, and uses the :doc:`CRM default
+          merging feature <../sales/crm/pipeline/merge_similar>`.
+      * - | :guilabel:`Helpdesk Merge action`
+          | `data_merge_helpdesk`
+        - Enables the merge feature for the **Helpdesk** app.
+      * - | :guilabel:`Project Merge action`
+          | `data_merge_project`
+        - Enables the merge feature for the **Projects** app.
+      * - | :guilabel:`UTM Deduplication`
+          | `data_merge_utm`
+        - Enables the merge feature for the **UTM Tracker** app.
+      * - | :guilabel:`WMS Accounting Merge`
+          | `data_merge_stock_account`
+        - Creates a warning in cases of products merging that may affect inventory valuation, if the
+          **Inventory** app is installed.
+
+.. _data_cleaning/deduplication:
+
+# Deduplication
+
+The *Duplicates* dashboard groups similar records to be :ref:`merged <data_cleaning/merge-records>`
+by matching conditions within the records set by the :ref:`deduplication rules
+<data_cleaning/deduplication-rules>`.
+
+Navigate to this dashboard by going to :menuselection:`Data Cleaning app --> Deduplication`.
+
+.. image:: data_cleaning/data-cleaning-duplicates.png
+   :alt: Deduplication dashboard in the Data Cleaning application.
+
+The :guilabel:`RULE` sidebar lists each of the active deduplication rules, and displays the total
+number of duplicates detected beside each rule.
+
+By default, the :guilabel:`All` rule is selected. Records are grouped by their rule, with a
+:guilabel:`Similarity` rating (out of 100%), with the following columns:
+
+- :guilabel:`Created On`: the date and time the original record was created.
+- :guilabel:`Name`: the name or title of the original record.
+- :guilabel:`Field Values`: the original record's values for the fields used to detect duplicates.
+- :guilabel:`Used In`: lists other models referencing the original record.
+- :guilabel:`ID`: the original record's unique ID.
+- :guilabel:`Is Master`: the duplicates are merged into the *master* record. There can only be
+  **one** master record in a grouping of similar records.
+
+Select a specific rule in the :guilabel:`RULE` sidebar to filter the duplicate records.
+
+.. _data_cleaning/merge-records:
+
+## Merge duplicate records
+
+To merge records, first choose a *master* record within the grouping of similar records. The master
+record acts as the base, at which any additional information from similar records are merged into.
+
+Optionally, no master record can be set, leaving Odoo to choose a record at random to merge into.
+
+Next, click the :guilabel:`Merge` button at the top of the similar records grouping. Then, click
+:guilabel:`Ok` to confirm the merge.
+
+Once a record is merged, a message is logged in the chatter of the master record, describing the
+merge. Certain records, like **Project** tasks, are logged in the chatter with a link to the old
+record as a convenient reference of the merge.
+
+> **tip**:
+>    Discard groupings by clicking the :guilabel:`DISCARD` button. Upon doing so, the grouping is
+   hidden from the list and archived.
+
+   View discarded groupings by selecting the :guilabel:`Discarded` filter from the :ref:`search bar
+   <search/filters>`.
+
+.. _data_cleaning/deduplication-rules:
+
+## Deduplication rules
+
+The *Deduplication Rules* set the conditions for how records are detected as duplicates.
+
+These rules can be configured for each model in the database, and with varying levels of
+specificity. To get started, navigate to :menuselection:`Data Cleaning app --> Configuration -->
+Deduplication`.
+
+> **tip**:
+>    The deduplication rules run once every day, by default, as part of a scheduled action cron
+   (*Data Merge: Find Duplicate Records*). However, each rule can be :ref:`ran manually
+   <data_cleaning/run-deduplication-rule>` anytime.
+
+### Modify a deduplication rule
+
+Select a default rule to edit, or create a new rule by clicking on the :guilabel:`New` button.
+
+First, choose a :guilabel:`Model` for this rule to target. Selecting a model updates the rule title
+to the chosen model.
+
+Optionally, configure a :guilabel:`Domain` to specify the records eligible for this rule. The number
+of eligible records is shown in the :icon:`oi-arrow-right` :guilabel:`# record(s)` link.
+
+Depending on the selected :guilabel:`Model`, the :guilabel:`Duplicate Removal` field appears.
+Choose whether to :guilabel:`Archive` or :guilabel:`Delete` merged records.
+
+Next, select a :guilabel:`Merge Mode`:
+
+- :guilabel:`Manual`: requires each duplicate grouping to be manually merged, also enables the
+  :guilabel:`Notify Users` field.
+- :guilabel:`Automatic`: automatically merges duplicate groupings, without notifying users, based on
+  the records with a similarity percentage above the threshold set in the :guilabel:`Similarity
+  Threshold` field.
+
+Enable the :guilabel:`Active` toggle to start capturing duplicates with this rule as soon as it is
+saved.
+
+Lastly, create at least one deduplication rule in the :guilabel:`Deduplication Rules` field, by
+clicking :guilabel:`Add a line`, under the :guilabel:`Unique ID Field` column.
+
+- Select a field in the model from the :guilabel:`Unique ID Field` drop-down menu. This field is
+  referenced for similar records.
+- Select a matching condition in the :guilabel:`Match If` field to apply the deduplication rule,
+  depending on the text in the :guilabel:`Unique ID Field`:
+
+  - :guilabel:`Exact Match`: the characters in the text match exactly.
+  - :guilabel:`Case/Accent Insensitive Match`: the characters in the text match, regardless of
+    casing and language-specific accent differences.
+
+> **important**:
+>    At least one :guilabel:`Deduplication Rules` must be set for the rule to capture duplicates.
+
+> **tip**:
+>    A few more fields are available for an advanced configuration.
+
+   If on a multi-company database, the :guilabel:`Cross-Company` field is available. When enabled,
+   duplicates across different companies are suggested.
+
+   Activate :ref:`developer-mode` to display the :guilabel:`Suggestion Threshold` field. Duplicates
+   with a similarity below the threshold set in this field are **not** suggested.
+
+With the rule's configuration complete, either close the rule form, or :ref:`run the rule manually
+<data_cleaning/run-deduplication-rule>` to instantly capture duplicate records.
+
+.. _data_cleaning/run-deduplication-rule:
+
+### Manually run a deduplication rule
+
+To manually run a specific deduplication rule at any time, navigate to :menuselection:`Data Cleaning
+app --> Configuration --> Deduplication`, and select the rule to run.
+
+Then, on the rule form, select the :guilabel:`Deduplicate` button on the top-left. Upon doing so,
+the :icon:`fa-clone` :guilabel:`Duplicates` smart button displays the number of duplicates captured.
+
+Click on the :icon:`fa-clone` :guilabel:`Duplicates` smart button to :ref:`manage these records
+<data_cleaning/merge-records>`.
+
+.. _data_cleaning/recycle:
+
+# Recycle records
+
+Use the *recycle records* feature to rid the database of old and outdated records.
+
+The *Field Recycle Records* dashboard displays records that can be archived or deleted, by matching
+conditions within the records set by the :ref:`recycle record's rules <data_cleaning/recylce-rule>`.
+
+Navigate to this dashboard by going to :menuselection:`Data Cleaning app --> Recycle Records`.
+
+.. image:: data_cleaning/data-cleaning-recycle.png
+   :alt: Field Recycle Records dashboard in the Data Cleaning application.
+
+The :guilabel:`RECYCLE RULES` sidebar lists each of the active recycle record rules.
+
+By default, the :guilabel:`All` option is selected. Records are displayed with the following
+columns:
+
+- :guilabel:`Record ID`: the ID of the original record.
+- :guilabel:`Record Name`: the name or title of the original record.
+
+Select a specific rule in the :guilabel:`RECYCLE RULES` sidebar to filter the records.
+
+To recycle records, click the :icon:`fa-check` :guilabel:`Validate` button on the row of the record.
+
+Upon doing so, the record is recycled, depending on how the rule is configured, to be either
+archived or deleted from the database.
+
+> **tip**:
+>    Discard groupings by clicking the :icon:`fa-times` :guilabel:`Discard` button. Upon doing so, the
+   record is hidden from the list, and is not detected by the recycle rule again in the future.
+
+   View discarded records by selecting the :guilabel:`Discarded` filter from the :ref:`search bar
+   <search/filters>` drop-down menu.
+
+.. _data_cleaning/recylce-rule:
+
+## Recycle record rules
+
+The *Recycle Records Rules* set the conditions for how records are recycled.
+
+These rules can be configured for each model in the database, and with varying levels of
+specificity. To get started, navigate to :menuselection:`Data Cleaning app --> Configuration -->
+Recycle Records`.
+
+> **tip**:
+>    Recycle rules run once a day, by default, as part of a scheduled action cron (*Data Recycle:
+   Clean Records*). However, each rule can be :ref:`run manually <data-cleaning/run-recycle-rule>`
+   anytime.
+
+By default, no recycle record rules exist. Click the :guilabel:`New` button to create a new rule.
+
+On the recycle record rule form, first choose a :guilabel:`Model` for this rule to target. Selecting
+a model updates the rule title to the chosen model.
+
+Optionally, configure a :guilabel:`Filter` to specify the records eligible for this rule. The number
+of eligible records is shown in the :icon:`oi-arrow-right` :guilabel:`# record(s)` link.
+
+Next, configure the field and time range for how the rule detects the records to recycle:
+
+- :guilabel:`Time Field`: select a field from the model to base the time (:dfn:`Delta`).
+- :guilabel:`Delta`: type the length of time, which must be a whole number (e.g. `7`).
+- :guilabel:`Delta Unit`: select the unit of time (:guilabel:`Days`, :guilabel:`Weeks`,
+  :guilabel:`Months`, or :guilabel:`Years`).
+
+Then, select a :guilabel:`Recycle Mode`:
+
+- :guilabel:`Manual`: requires each detected record to be manually recycled, and enables the
+  :guilabel:`Notify Users` field.
+- :guilabel:`Automatic`: automatically merges recycled groupings, without notifying users.
+
+Lastly, select a :guilabel:`Recycle Action` to either :guilabel:`Archive` or :guilabel:`Delete`
+records. If :guilabel:`Delete` is selected, choose whether or not to :guilabel:`Include Archived`
+records in the rule.
+
+With the rule's configuration complete, either close the rule form, or :ref:`run the rule manually
+<data-cleaning/run-recycle-rule>` to instantly capture records to recycle.
+
+.. example::
+   A recycle rule can be configured to delete archived leads and opportunities that were last
+   updated a year ago, and with a specific lost reason, by using the following configuration:
+
+   - :guilabel:`Model`: :guilabel:`Lead/Opportunity`
+   - :guilabel:`Filter`:
+
+     - `Active` `is` `not set`
+     - `Lost Reason` `is in` `Too expensive`
+
+   - :guilabel:`Time Field`: :guilabel:`Last Updated on (Lead/Opportunity)`
+   - :guilabel:`Delta`: `1`
+   - :guilabel:`Delta Unit`: :guilabel:`Years`
+   - :guilabel:`Recycle Mode`: :guilabel:`Automatic`
+   - :guilabel:`Recycle Action`: :guilabel:`Delete`
+   - :guilabel:`Include Archived`: :icon:`fa-check-square`
+
+   .. image:: data_cleaning/data-cleaning-recycle-rule.png
+      :alt: Recycle records rule form for a lead/opportunity.
+
+.. _data-cleaning/run-recycle-rule:
+
+### Manually run a recycle rule
+
+To manually run a specific recycle rule at any time, navigate to :menuselection:`Data Cleaning app
+--> Configuration --> Recycle Records`, and select the rule to run.
+
+Then, on the rule form, click the :guilabel:`Run Now` button on the top-left. Upon doing so, the
+:icon:`fa-bars` :guilabel:`Records` smart button displays the number of records captured.
+
+Click the :icon:`fa-bars` :guilabel:`Records` smart button to :ref:`manage these records
+<data_cleaning/recycle>`.
+
+.. _data_cleaning/field-cleaning:
+
+# Field cleaning
+
+Use the field cleaning feature to maintain consistent formatting of names, phone numbers, IDs and
+other fields throughout a database.
+
+The *Field Cleaning Records* dashboard displays formatting changes to data in fields of a record,
+to follow a convention set by the field cleaning rules.
+
+Navigate to this dashboard by going to :menuselection:`Data Cleaning app --> Field Cleaning`.
+
+.. image:: data_cleaning/data-cleaning-field.png
+   :alt: Field Cleaning Records dashboard in the Data Cleaning application.
+
+The :guilabel:`CLEANING RULES` sidebar lists each of the active cleaning rules.
+
+By default, the :guilabel:`All` rule is selected. Records are listed with the following columns:
+
+- :guilabel:`Record ID`: the ID of the original record.
+- :guilabel:`Record Name`: the name or title of the original record.
+- :guilabel:`Field`: the original record's field that contains the value to format.
+- :guilabel:`Current`: the current value in the field of the original record.
+- :guilabel:`Suggested`: the suggested formatted value in the field of the original record.
+
+To clean and format records, click the :icon:`fa-check` :guilabel:`Validate` button on the row of
+the record.
+
+Upon doing so, the record is formatted and/or cleaned.
+
+> **tip**:
+>    Discard records by clicking the :icon:`fa-times` :guilabel:`Discard` button. Upon doing so, the
+   record is hidden from the list and will not be detected by the field cleaning rule again in the
+   future.
+
+   View discarded records by selecting the :guilabel:`Discarded` filter from the :ref:`search bar
+   <search/filters>`.
+
+.. _data_cleaning/field-cleaning-rule:
+
+## Field cleaning rules
+
+The *Field Cleaning Rules* set the conditions for fields to be cleaned and/or formatted.
+
+These rules can be configured for each model in the database, and with varying levels of
+specificity. To get started, navigate to :menuselection:`Data Cleaning app --> Configuration -->
+Field Cleaning`.
+
+> **tip**:
+>    The field cleaning rules run once every day, by default, as part of a scheduled action cron
+   (*Data Cleaning: Clean Records*). However, each rule can be :ref:`ran manually
+   <data-cleaning/run-field-cleaning-rule>` anytime.
+
+By default, a :guilabel:`Contact` rule exists to format and clean up the **Contacts** app records.
+Select the :guilabel:`Contact` record to make edits, or select the :guilabel:`New` button to create
+a new rule.
+
+On the field cleaning rule form, first choose a :guilabel:`Model` for this rule to target. Selecting
+a model updates the rule title to the chosen model.
+
+Next, configure at least one rule by clicking :guilabel:`Add a line` in the :guilabel:`Rules`
+section.
+
+Upon doing so, a :guilabel:`Create Rules` popover window appears with the following fields to
+configure:
+
+- Select a :guilabel:`Field To Clean` from the model to assign to an action.
+- Choose one of the following :guilabel:`Action` options:
+
+  - :guilabel:`Trim Spaces` reveals the :guilabel:`Trim` field to select the :guilabel:`All Spaces`
+    or :guilabel:`Superfluous Spaces` option. Leading, trailing, and successive spaces are
+    considered superfluous.
+
+    .. example::
+        The contact name `Dr.  John   Doe` can be formatted with the following :guilabel:`Trim`
+        options:
+
+        - :guilabel:`All Spaces`: `DR.JohnDoe`
+        - :guilabel:`Superfluous Spaces`: `DR. John Doe`
+
+  - :guilabel:`Set Type Case` reveals the :guilabel:`Case` field to select either :guilabel:`First
+    Letters to Uppercase`, :guilabel:`All Uppercase`, or :guilabel:`All Lowercase`.
+
+    .. example::
+       The lead/opportunity title `lumber inc, Lorraine douglas` can be formatted with the following
+       :guilabel:`Case` options:
+
+       - :guilabel:`First Letters to Uppercase`: `Lumber Inc, Lorraine Douglas`
+       - :guilabel:`All Uppercase`: `LUMBER INC, LORRAINE DOUGLAS`
+       - :guilabel:`All Lowercase`: `lumber inc, lorraine douglas`
+
+  - :guilabel:`Format Phone` converts the phone number to an international country format.
+
+    .. example::
+       - Belgium: `061928374` :icon:`fa-long-arrow-right` `+32 61 92 83 74`
+       - United States: `800 555-0101` :icon:`fa-long-arrow-right` `+1 800-555-0101`
+
+  - :guilabel:`Scrap HTML` converts :abbr:`HTML (HyperText Markup Language)` to plain text.
+
+    .. example::
+
+       ```html
+          :caption: HTML text
+
+          <h1>John Doe</h1>
+          <p>Lorem ipsum dolor sit <a href="https://example.com">amet</a>.</p>
+
+       ```text
+          :caption: Plain text
+
+          **John Doe** Lorem ipsum dolor sit amet [1] .[1] https://example.com
+
+  Once a field and action are selected, click :guilabel:`Save` to close the :guilabel:`Create Rules`
+  popover window.
+
+Then, select a :guilabel:`Cleaning Mode`:
+
+- :guilabel:`Manual`: requires each detected field to be manually cleaned and enables the
+  :guilabel:`Notify Users` field.
+- :guilabel:`Automatic`: automatically cleans fields without notifying users.
+
+With the rule's configuration complete, either close the rule form, or :ref:`run the rule manually
+<data-cleaning/run-field-cleaning-rule>` to instantly capture fields to clean.
+
+.. _data-cleaning/run-field-cleaning-rule:
+
+### Manually run a field cleaning rule
+
+To manually run a specific field cleaning rule at any time, navigate to :menuselection:`Data
+Cleaning app --> Configuration --> Field Cleaning`, and select the rule to run.
+
+Then, on the rule form, select the :guilabel:`Clean` button on the top-left. Upon doing so, the
+:icon:`fa-bars` :guilabel:`Records` smart button displays the number of records captured.
+
+Click on the :icon:`fa-bars` :guilabel:`Records` smart button to :ref:`manage these records
+<data_cleaning/field-cleaning>`.
+
+.. _data_cleaning/merge-action-manager:
+
+# Merge action manager
+
+The *Merge Action Manager* enables or disables the *Merge* action available in the *Actions* menu
+for models in the database.
+
+Enable :ref:`developer-mode` and navigate to :menuselection:`Data Cleaning app --> Configuration -->
+Merge Action Manager`.
+
+Models are listed with the following columns:
+
+- :guilabel:`Model`: technical name of the model.
+- :guilabel:`Model Description`: display name of the model.
+- :guilabel:`Type`: whether the model is of the *Base Object* or *Custom Object* type.
+- :guilabel:`Transient Model`: the model handles temporary data that does not need to be stored
+  long-term in the database.
+- :guilabel:`Can Be Merged`: enables the *Merge* action for the model.
+
+To view which models are enabled by default, use the :ref:`search bar <search/filters>` to filter
+models that :guilabel:`Can Be Merged`.
+
+.. seealso::
+   :doc:`../essentials/contacts/merge`

package/payload/skills/odoo18-docs/references/docs/applications/productivity/discuss/canned_responses.md

@@ -0,0 +1,135 @@
+---
+title: "Canned responses"
+source_url: "https://docs.odoo.sbggai.top/applications/productivity/discuss/canned_responses.html"
+---
+
+================
+# Canned responses
+
+*Canned responses* are customizable inputs where a typed shortcut populates a longer response. A
+user enters a keyword shortcut, which is then automatically replaced by the expanded substitution
+response. Canned responses save time by allowing users to use shorthand phrases to populate longer
+messages. This also limits the possibility of errors when typing out longer messages because these
+are pre-set messages. This maintains consistency throughout customer interactions.
+
+Canned responses consist of two main components: the *shortcut* and the *substitution*. The shortcut
+is the keyword or key phrase that is to be replaced. The substitution is the longer message that
+replaces the shortcut.
+
+.. image:: canned_responses/canned-response-sample.png
+   :align: center
+   :alt: A live chat conversation using a canned response.
+
+Canned responses are available :ref:`to use <discuss/use-cases>` in *Live Chat* conversations, the
+*Discuss* app, and the *Chatter* composer. This includes direct message conversations, channel
+conversations, and *WhatsApp* messages.
+
+.. _discuss/created-canned-response:
+
+# Creating canned responses
+
+Canned responses are managed through the *Discuss* application. To create a new canned response, or
+manage the list of existing responses, navigate to :menuselection:`Discuss app --> Configuration
+--> Canned Responses`.
+
+Then, to create a new canned response, click :guilabel:`New` at the top-left of the list. Doing so
+reveals a new blank line in the list.
+
+Canned responses consist of two main components, a *shortcut* the user enters, and the
+*substitution* that replaces the shortcut.
+
+.. image:: canned_responses/shortcut-substitution.png
+   :align: center
+   :alt: A list of canned responses emphasizing the shortcut and substitution fields.
+
+Type a shortcut command in the :guilabel:`Shortcut` field. Next, click on the
+:guilabel:`Substitution` field, and type the message that will replace the shortcut.
+
+> **tip**:
+>    Try to connect the shortcut to the topic of the substitution. Not only does this make it easier
+   to use the responses, it prevents the list of responses from becoming disorganized and
+   overwhelming.
+
+In the :guilabel:`Description` field, add any information that provides context for this response,
+such as guidelines for when it should or should not be used.
+
+The :guilabel:`Created by` field automatically populates with the name of the user that creates a
+new response. This field cannot be edited.
+
+To :ref:`share <discuss/sharing-responses>` this response with other users, select one or more
+groups in the :guilabel:`Authorized Group` field that should have access.
+
+> **warning**:
+>    If the :guilabel:`Authorized Group` field is left blank, the response can **only** be used by the
+   user that created it.
+
+   Canned responses created by the database are automatically credited as created by *OdooBot*. They
+   must be assigned to an *authorized group* before they can be used by **any** users. To view the
+   responses created by *OdooBot*, navigate to :menuselection:`Discuss app --> Configuration -->
+   Canned Responses`. Click into the :guilabel:`Search..` bar, and remove any filters.
+
+Lastly, the :guilabel:`Last Used` field keeps track of the date and time each response was most
+recently used. This field cannot be edited.
+
+.. _discuss/sharing-responses:
+
+# Share responses
+
+Canned responses, by default, are made available **only** to the user who creates them. To make a
+canned response available for others to use, they need to be shared.
+
+> **note**:
+>    Users with *Administrator* access rights can view and edit canned responses created by other
+   users through the *Discuss* app. However, they are **only** able to use them if they are included
+   in an authorized group that has been designated on that canned responses item line, located on
+   the :guilabel:`Canned Responses` page.
+
+Access to shared responses is granted on the :ref:`groups <access-rights/groups>` level.
+
+To view the *Groups* a user is a member of, first enable :ref:`Developer mode <developer-mode>`,
+then navigate to :menuselection:`Settings app --> Users & Companies --> Users`. Select a user from
+the list, and click to open their :guilabel:`User Record`. Then, click the :guilabel:`Groups` smart
+button at the top of the page.
+
+> **tip**:
+>    To view a list of users in a specific group, first enable :doc:`Developer mode
+   <../../general/developer_mode/>`. Next, navigate to :menuselection:`Settings app --> Users &
+   Companies --> Groups`. Select a group from the list, then click to open the :guilabel:`Group
+   Record`. A list of users is included on the :guilabel:`Users` tab.
+
+After determining what groups should have access to a response, they **must** :ref:`be added
+<discuss/created-canned-response>` to the :guilabel:`Authorized Groups` field for each canned
+response.
+
+> **note**:
+>    The user who created the response can use it, even if they are not a member of one of the
+   *Authorized Groups*.
+
+.. _discuss/use-cases:
+
+# Use a canned response
+
+Canned responses can be used in the *Discuss* app, in a *Live Chat* conversation, or on any record
+that contains a *Chatter* composer. This includes direct message conversations, channel
+conversations, and *WhatsApp* messages.
+
+To use a canned response, type a colon (`:`) into a *Chatter* composer or chat window, followed by
+the shortcut. Then press :kbd:`Enter`. This replaces the shortcut with the substitution, though the
+response can still be edited before it is sent.
+
+> **tip**:
+>    Typing `:` in the *Chatter* composer, or chat window, on its own generates a drop-down list of
+   available canned responses. A response can be selected from the list, in addition to the use of
+   shortcuts.
+
+   To search through the list of available responses, type `:`, followed by the first few letters of
+   the shortcut.
+
+   .. image:: canned_responses/canned-responses-using.png
+      :align: center
+      :alt: A live chat window with a list of all available canned responses.
+
+.. seealso::
+   - :doc:`Chatter <chatter>`
+   - :doc:`Discuss <../discuss>`
+   - :ref:`Commands and Canned Responses <live-chat/canned-responses>`