Access to official records within an organization is assigned differently depending on the individual. Managers can review documents when acting in a supervisory capacity, while employees are limited to accessing files related to their specific roles. Customers and suppliers have restricted access to official records. Configuring settings and user permissions allows organizations to determine access to particular documents. Implementing an ERP system simplifies the management of user roles and access levels. Odoo 18 is an essential tool for facilitating the transfer of critical information and protocols within a company.
How to Create a User with Different User Types in Odoo 18?
To generate user data, first enable the Developer mode feature in the Odoo 18 Settings. Next, navigate to the Users menu under the Users & Companies tab, where you can view records for all users. Details such as Name, Language, Status, Login, Company, and more are displayed in the Users window. To add a new user, click on the CREATE button in the Users window, as shown in the screenshot below.
In the new window, enter the user's name in the Name field and their email address in the Email Address field. You can then configure multi-company access, user roles, and additional settings under the Access Rights tab, as highlighted in the screenshot below
Under the Access Rights tab, you can assign companies to the user in the Allowed Companies field within the MULTI COMPANIES section. You can also select the user's Default Company in the same tab.
In the User Types field under the USER TYPE section, you can select the user type as Internal User, Portal, or Public. To set the user as an Internal User, choose the appropriate option in the User Types field within the Users window, as shown in the screenshot below.
Internal user
These users are typically employees or members of the organization who have access to the Odoo back end and can define access for each module. They can also generate contact cards and employee cards.
Portal user
These users are typically customers or suppliers who have restricted access to specific sections of the Odoo system. They can use the website to interact with the company, make purchases, view their business transaction documents, view loyalty points, timesheets, invoices, track orders, and communicate with the organization.
Public user
Anonymous website visitors have restricted access to the website. They can view publicly available content, access information, and interact with features such as forms or blogs.
Once the user type is configured, you can manage their access to the Odoo18 Sales module. Within the Sales option, you can assign specific sales rights, such as User: Own Documents Only, User: All Documents, or Administrator. Selecting User: Own Documents Only grants access to a user's individual records, while User: All Documents allows viewing all sales records. Choosing Administrator provides full access to all configurations within the Sales module. For example, the Test User was granted the Administrator role within the Sales module, as demonstrated in the screenshot below.
After selecting the Internal User type for Test User, click the Save manually button, as shown in the screenshot above.
Next, let's look at how to assign a portal user type for accessing a user. To do this, go to the Users menu under the Users & Companies tab and choose the user, as shown in the screenshot below.
In the new window, enter the user's name in the Name field and provide the corresponding email address in the Email Address field, as shown in the screenshot below.
Next, select the Portal user type under the Access Rights tab in the user window.
Portal members have specific access rights, including limited menus and record rules. Selecting the Portal option in the User Types field ensures they are not assigned to any Odoo groups.
Portal access can be granted to a portal user by clicking on the “Send an invitation Email” or within the Odoo 18 Contacts module. To grant portal from contacts, navigate to the Customers menu under the Orders tab, where all customer records are available. In the Kanban view, users can access details such as customer names, email addresses, addresses, vendor information, and more, presented individually.
Next, select the existing customer Azure Interior from the Customers window within the Sales application. In the new window, navigate to the Action tab and click on Grant Portal Access in the Azure Interior window, as shown in the screenshot below.
The Portal Access Management window opens, allowing you to grant access to a specific user. Select the contacts that should be added to the portal, ensuring their email addresses are valid. The window displays details such as Contact, Latest Authentication, and Email Address. To grant access, click the GRANT ACCESS button for the desired customer, then press the CLOSE button.
Next, for the Azure Interior user, an invitation link is sent to set a password for login. By clicking the link, a new window will open where you can set the password, as shown in the screenshot below.
After entering the password, click the Sign-Up button, as highlighted in the screenshot above. Once signed up, the user will be directed to a portal usage page. As shown in the screenshot below, the page displays the user's details, including their address, email ID, phone number, and other documents.
Now, we can see that a user's status is confirmed in the Users window.
Next, let's configure the Public user type in Odoo 18. To do this, click the CREATE button in the Users window, which will open a new page. Enter the user's name as Marc Demo and provide the user's email address.
The USER TYPES section can be found below the Access Rights tab. In Odoo 18, public users are granted access rights to record rules and restricted menus. Therefore, enable the Public option in the User types field, as highlighted in the screenshot below.
Click on the cog menu at the top of the form view, where you can see multiple options, including 'Change Password’.
A Change Password window will appear where you can enter your new password. Once you've set the password, click the CHANGE PASSWORD icon.
Users can log into the new portal using the newly created password. As a result, it is simple to assign different user types to a user within Odoo 18.
Managing access rights for various user types within your system is simplified with Odoo ERP. Using different user types in Odoo 18 Sales contributes to the smooth and efficient growth of your business.
To read more about How to Manage Access Rights in Odoo 17 CRM, refer to our blog How to Manage Access Rights in Odoo 17 CRM.