📖 User Guide — Odoo Database Dynamic Tracking

This help document details how the Odoo database management application works for students and groups, the expected structure for importing data, and best practices for daily use.

1. General Application Overview

The application is a standalone tool designed for teachers to manage and evaluate practical work sessions on Odoo. Its main features include:

Dynamic Dashboard: Filtering by template, class, and version, along with interactive multi-column sorting.
Individualized Student Tracking: History of grades (out of 20) and remarks/comments per student or group.
PDF Export & E-mail: Printing the tracking sheet in PDF format and directly integrating comments into the body of a pre-filled email addressed to the student.
Full Administration: Customization of the institution name, academic year, lead teacher, logo, and column visibility management.
Backup and Restoration: Global export and import in JSON format, as well as automatic local persistence via the browser.

2. File Structure and Import (CSV or TXT)

To initialize or update student data, the application uses a file in CSV or TXT format (separated by semicolons ;) featuring a header row.

Exact Column Order:

Template (Master) : The name of the reference Odoo master database template.
Database Name : The identifier or technical name of the student's database.
Student / Group : The name of the student or group title.
Class : The relevant promotion or class.
Database URL : The direct access link to the Odoo instance.
Email : The student's email address (required for sending tracking reports).
Odoo Version *(Optional)* : Target version (e.g., V18, V19, V20).
Language *(Optional)* : Main language (e.g., English, French, Spanish).

Content Example:

Modele;Base;Etudiant;Classe;URL;Email;Version;Langue
Accounting_Base;db_smith;John Smith;BTS SIO 1;https://smith.odoo.com;john.smith@email.com;V18;English
Sales_Base;gr_alpha;Alpha Group;BTS SIO 2;https://alpha.odoo.com;alpha@email.com;V19;English

Smart Import and Duplicate Management

When you import a new database file (in addition to existing databases):

Preservation of Evaluations: The existing table in memory is not cleared, ensuring that no previously entered grades or remarks are lost.
Automatic Existence Check: The system checks for each row in the imported file whether the database already exists for that student.
Grade Security: If a database already exists, it is skipped to protect its evaluation history. Only new databases are added.
Final Import Report: At the end of the import, an alert window pops up to show you the exact number of newly imported databases and list the ones that were skipped.

⚠️ Important Note: Blank lines are ignored during loading, and the first row (header) is automatically excluded from data processing.

3. Step-by-Step User Guide

Step 1: Import Data

Go to the ⚙️ Admin Settings tab.
Under the Data Management section, select your CSV or TXT file.
Review the import report displayed at the end of the loading process.

Step 2: Filter and Navigate

Use the top selectors to filter the display by Template, Class, or Version.
Click on the table headers to sort columns alphabetically or numerically.
Click on the link icon 🔗 to directly open the student's Odoo instance.

Step 3: Evaluate, Print, and Send via Email

Click on a row's pencil button ✏️ to open the tracking modal.
Enter a grade (out of 20) and/or a teaching comment, then click ➕ Add this Evaluation. The student's average updates automatically.
PDF Printing: Click on 🖨️ Print as PDF to generate and save a clean record of the student's progress.
Email Sending: Click on ✉️ Send by Email to open your email client. The student's address, subject line, and full history of grades and remarks are automatically integrated into the message body.

Step 4: Backup and Restore

To archive the complete tracking state (including grades and settings), use the 📦 Export All Data (JSON) button from the administration panel.
To re-import a backup later, use the corresponding JSON restore option.