In Odoo, a "user" is defined as an individual granted access to a specific database. Administrators possess the flexibility to onboard new users as required by their organization. To ensure data security and maintain operational efficiency, access rules can be meticulously configured for each user, restricting the types of information they can view or modify. Both users and their associated access rights can be adjusted or updated at any time to align with evolving business needs.
Add Individual Users
To integrate new users into your Odoo 16.0 environment, begin by navigating to Settings > Users & Companies > Users, then click the Create button.
Proceed to fill out the user creation form with all the necessary details. Within the Access Rights tab, you will define the user's permissions by selecting appropriate groups for each application they require access to. This ensures a tailored access profile for every user.
It's important to note that the range of applications displayed for access configuration directly corresponds to the applications currently installed and active within your Odoo database.
Once all required fields on the user form have been accurately completed, click Save. An automated invitation email will then be dispatched to the address provided in the Email Address field. The new user must follow the link embedded in this email to accept the invitation and establish their login credentials for the Odoo database.
Warning: Subscription Impact
For companies operating on a monthly Odoo subscription plan, the database will automatically update to accommodate any newly added users. However, if your company is subscribed to a yearly or multi-year plan, an expiration banner will appear within the database once new users are added. To reconcile this, you can generate an upsell quotation by clicking the banner, which allows you to update your subscription accordingly. Alternatively, you may choose to send a support ticket to the Odoo team for assistance in resolving any subscription discrepancies.
User Type Configuration
To configure advanced user settings, specifically the "User Type," you must first activate developer mode. Once activated, the User Type option becomes available within the Access Rights tab of the user form, accessible by navigating to Settings > Users & Companies > Users.
Odoo categorizes users into three distinct types: Internal User, Portal User, and Public User.
Tip: Understanding User Types
Internal Users are individuals who require full access to the Odoo database and its backend functionalities, typically employees within your organization. Portal Users, on the other hand, are external users granted limited access to a specific portal interface, primarily to view their own records or interact with specific documents. For more in-depth information, refer to the documentation on Portal access. Lastly, Public Users encompass anonymous visitors interacting with your website's frontend.
It is crucial to understand that for Portal and Public user types, administrators cannot manually select or configure individual access rights. These user types come with predefined access permissions, including specific record rules and restricted menu access, and they are typically not members of the standard Odoo user groups.
Deactivate Users
To deactivate, or effectively archive, a user account, navigate to Settings > Users & Companies > Users. From the list, tick the checkbox located to the left of the user(s) you wish to deactivate.
Once you have selected the user(s) for archiving, click the ⚙️ Actions icon, and then choose Archive from the dropdown menu that appears. Confirm your decision by clicking OK in the subsequent confirmation pop-up window.
Danger: Administrator Deactivation
It is critically important to never deactivate the main administrator user (often referred to as 'admin'). Modifying or deactivating administrator accounts can have severe and detrimental impacts on your Odoo database, potentially leading to a state known as 'impotent admin'. In such a scenario, no user within the database would be able to modify access rights, rendering crucial administrative functions impossible. For these reasons, Odoo strongly advises contacting an Odoo Business Analyst or their official Support Team before making any changes to administrator user accounts.
Error: Too Many Users
Should the number of active users within your Odoo database exceed the allocated count specified in your Odoo Enterprise subscription, a warning message, similar to the one below, will be prominently displayed.
Upon the appearance of this message, the database administrator is granted a 30-day grace period to address the issue before the database automatically expires. A daily updated countdown will indicate the remaining time.
To effectively resolve this subscription discrepancy, you have two primary options:
- Upgrade your Subscription: Click the "Upgrade your subscription" link presented within the warning message. This will allow you to validate an upsell quotation and subsequently pay for the additional users.
- Deactivate Excess Users: Alternatively, you can deactivate the number of users exceeding your subscription limit and then reject the generated upsell quotation.
Warning: Subscription Behavior
It is important to reiterate that for monthly subscription plans, the Odoo database automatically adjusts to reflect any user additions. For yearly or multi-year plans, however, adding users beyond the subscribed limit will trigger an expiration banner within the database. An upsell quotation can be generated by clicking this banner, enabling you to update your subscription. Should you encounter any difficulties, users can always send a support ticket for assistance.
Once the database accurately reflects the correct number of users as per your subscription, the expiration warning message will automatically disappear after a few days, coinciding with the next system verification cycle.
Password Management
Robust password management is fundamental to ensuring users maintain autonomous and secure access to the Odoo database at all times. Odoo provides several flexible methods for managing and resetting user passwords, catering to various scenarios.
Tip: Configure Password Length
Odoo includes a configurable setting that allows you to specify the minimum required length for user passwords. This security enhancement can be accessed by navigating to Settings > General Settings > Permissions section. Here, you can define the desired password length in the "Minimum Password Length" field. By default, this value is set to
8characters.
Configuring User-Initiated Password Resets
Odoo allows users the convenience of initiating password resets directly from the login page. This feature empowers individual users to manage their own account security and is enabled by default in Odoo 16.0.
To modify this setting, navigate to the Settings > General Settings > Permissions section. Locate and activate or deactivate the Password Reset option, then click Save to apply your changes.
When this feature is enabled, users can simply click the Reset Password link on the Odoo login page to begin the password reset process. A unique reset token will then be securely sent to the email address associated with their account.
Administrator-Initiated Password Reset Instructions
As an administrator, you can also initiate a password reset for a specific user. To do this, navigate to Settings > Users & Companies > Users, select the relevant user from the list to open their user form. On the user's form, click the Send Password Reset Instructions button. An email containing comprehensive password reset instructions will then be automatically dispatched to that user.
Note: Button Availability
It is important to observe that the "Send Password Reset Instructions" button will only be visible if the user has previously confirmed their initial Odoo invitation email. If the invitation has not yet been accepted, a "Re-send Invitation Email" button will appear instead.
The email delivered to the user provides all the necessary instructions for resetting their password, including a secure link that redirects them to an Odoo login page where they can establish their new credentials.
Directly Changing a User's Password (Administrator)
Administrators have the capability to directly change a user's password from within Odoo. To perform this action, navigate to Settings > Users & Companies > Users, and select the user whose password you wish to change. On their user form, click the ⚙️ Actions icon, and then select Change Password from the subsequent drop-down menu. In the "Change Password" pop-up window, enter the new password in the "New Password" field, and confirm the change by clicking the Change Password button.
Note: Local Password Change vs. Odoo.com Account
It's vital to understand that this direct password change operation only modifies the user's password within your local Odoo database. It does not impact their associated odoo.com account password. If a change to the odoo.com password is required, the user should utilize the administrator-initiated password reset instructions process. Odoo.com account passwords are used for accessing the 'My Databases' page and other portal-specific features.
Subsequent to clicking "Change Password," the system will redirect to an Odoo login page. The user can then re-access the database using their newly updated password.
Multi Companies
The "Multi Companies" field, located on a user's form, is a powerful feature that enables an administrator to grant existing users access to multiple company environments within Odoo. To set up a multi-company configuration for a specific user, navigate to Settings > Users & Companies > Users. From the list, select the user to open their individual user form, where you can then configure their multi-company access.
Within the Access Rights tab, under the "Multi Companies" section, you will find two crucial fields to configure: Allowed Companies and Default Company.
The Allowed Companies field supports the inclusion of multiple company entities. These are the specific companies that the user is permitted to access and modify, always in accordance with their predefined access rights. Conversely, the Default Company field designates the company that the user will automatically log into each time they access the Odoo database. This field is restricted to containing only one company.
Warning: Multi-Company Configuration Complexity
Improper configuration of multi-company access can potentially lead to inconsistent and erroneous behaviors across different company environments within Odoo. Therefore, it is strongly recommended that only experienced Odoo users, who possess a thorough understanding of multi-company setups, undertake changes to user access rights in databases with such configurations. For comprehensive technical details and best practices, please consult the developer documentation on Multi-company Guidelines.
