Find, filter and export records
Every Odoo list has the same search bar: the text you type searches the chosen field, Filters narrow the list and Group By gathers the records with the total of each group. A search can be saved as a favorite and shared with the team, the same records can be seen as cards, calendar, pivot or chart, and any list goes to a spreadsheet.
Before you start
Use a user with access to Sales who sees the quotations and orders of the whole team. To export, the user needs the export access (the administrator gives the user the group Access to export feature on the user form). The example uses Guatambu Móveis e Utilidades Ltda, where Fernanda, the sales manager, looks at the orders of September and October. This applies in Brazil as it is: the search, the filters, the views and the export belong to Odoo and the values come out in reais.
Step by step
1. Search for a customer's orders
Open the Sales app from the apps menu. The list of quotations opens with the My Quotations filter. Remove it with the x to see the quotations and orders of the whole team. In the search box, type Canjerana and choose Search Customer for: Canjerana. Only the orders of that customer stay in the list.
2. Filter the confirmed orders and group them by salesperson
Remove the search with the x. Click the arrow of the search box and, under Filters, choose Sales Orders. Then, under Group By, choose Salesperson. The list splits by salesperson with the total of each one. Click the group Marcelo Antunes Farias to see his orders: three orders that add up to R$ 29,580.00. The group of Juliana Castro Mendes has five orders, R$ 46,020.00, and the footer of the filtered list shows R$ 75,600.00.
3. Save the search as a shared favorite
Remove the filters with the x and, under Filters, choose Quotations. Under Filters, click Add Custom Filter, choose the field Total, the operator > and type 5000, then click Add. Under Group By, choose Salesperson. Under Favorites, click Save current search and name it Cotações acima de 5 mil por vendedor. Check Shared and click Save. Open Favorites again: the saved search is in the list, ready for one click, with Fernanda at 7,340.00 and Marcelo at 27,480.00.
4. See the same records in other views
Remove the filters and use the icons at the corner of the list. Kanban turns each order into a card. Calendar opens the month and shows each order on the due date of its next activity. Pivot shows the total of sales by month: September 73,200.00 and October 57,830.00. In the pivot, click Total at the top of the table and choose Salesperson to open one column per salesperson. Chart draws one bar per month after you choose, under Group By, Order Date and Month. Click the List icon to go back. The search and the filters apply to every view.
5. Export a list to a spreadsheet
In Sales, open the Orders menu and choose Orders. Check the box at the top of the list to select all the orders. Open the Actions menu and choose Export. Under Fields to export, remove Activities with the trash icon. Under Available fields, search Sales Team and click the plus sign to include it. With the XLSX format checked, click Export. The spreadsheet is downloaded with one row per order and the chosen columns, and the Total column adds up to 75,600.00.
Expected result
The orders are found by customer, grouped by salesperson (Marcelo R$ 29,580.00 and Juliana R$ 46,020.00), saved in a shared favorite, seen as list, cards, calendar, pivot and chart, and exported to an XLSX spreadsheet with the eight confirmed orders, which add up to 75,600.00. The same search bar works for customers, invoices, products and any other list.
If something goes wrong
If the list is empty, a filter or a search from before stayed in the bar: remove all of them with the x and search again. If the search does not find the customer, choose the line Search Customer for, not the one that looks at the order number. If the favorite does not appear to the colleagues, save the search again with Shared checked; the favorite stays in the list where it was saved, the quotations list. If the custom filter brings nothing, type only the digits (5000) and choose the operator >. If the calendar is empty, the order has no scheduled activity or the month shown has no due dates: use the arrows of the calendar. If the pivot shows more than the confirmed sales, choose, under Filters, Sales Orders. If the spreadsheet has only some orders, check the box at the top of the list and, if Select all appears, click it before exporting. If the Sales Team column is missing, click the plus sign next to it and check the right-hand list before exporting. If the file comes out as CSV, check XLSX under Export format.
Odoo 18 manual
Standard Odoo 18 features used in this task, from the official manual.