How to Manage Project Visibility and Access in Odoo 16?

Projects often involve sensitive information, proprietary data, or confidential strategies. By defining access rights, you can ensure that only authorized individuals have access to such information, reducing the risk of data breaches and unauthorized disclosures. In collaborative projects, multiple team members may be working on different aspects simultaneously. Access controls help maintain version control by preventing conflicting changes and ensuring that individuals only modify the sections of the project for which they are responsible. For projects involving external clients or stakeholders, setting up access controls is essential for managing the flow of information. It allows organizations to share relevant project updates and information with external parties while maintaining control over sensitive details.

Let’s see how access to different projects by different stakeholders of your organization can be controlled in Odoo. For that, we can go to the ‘Project’ Module in the Odoo dashboard.

For setting up privacy in the Project management module, we have to go to the settings of the respective projects added in the module.

Project Application => Projects => Select the Project => Project Configuration tab => Settings

In the ‘Settings’ tab of the Project page, we have three options for defining the visibility of that project to its users.

=> Invited Internal Users: Internal users who follow a project will have unrestricted access to all of its tasks. If not, they will only be able to access the particular tasks they are completing. Even if they are not specifically among the followers, a user with the project > administrator access right level can nevertheless access this project and associated tasks. This allows you to add employees as followers of your project or tasks, and it also removes Portal users from the project and task followers list.

=> All internal users: There are no restrictions on the internal users to access the project or its tasks. Users of the portal will no longer be able to follow the project or its tasks.

=> Invited Portal Users and All internal users: Those who have been invited to the portal and all the internal users have equal access to the project and all of its tasks.  Portal users will have undifferentiated access to all of a project’s tasks when they follow it. If not, they will only be able to access the particular tasks they are completing. The portal user is sent to their portal when a project is shared as read-only. They are unable to alter the tasks, only view them. Upon sharing a project in edit mode, the user of the site is directed to the task Kanban and list mode. They can modify a specific group of task fields.  If the relevant URL is given to an internal user (or, if the project is private, if they are a follower), they can access a task even in the absence of project access credentials.

The ‘User’ menu in the ‘General settings’ allows you to modify the user’s role and access permissions for various modules.

From here, we can select a particular user to define their role in different modules such as Sales, POS, Inventory, Purchase, Accounting, Sign, etc..  in the Odoo dashboard according to their roles and responsibilities in your organization. Now, we are going to set the user type for the Project Management module in Odoo. We can select administrator, user, or none.

1. When the User Type is set as Administrator

With the Administrator position, a user can work on one or more projects at once and manage them with ease. Conduct searches and analyses for many projects. In addition, it gives the administrator the ability to oversee each project-by-project management of the subtask function. To manage the link between tasks, create subtasks at different levels, re-plan jobs, and keep track of the anticipated and actual hours. You can also utilize automated actions to send emails on various statuses, such as ticket confirmation and customer satisfaction surveys.

The administrator has access to the Setting page of the Project Module to set and define different settings for managing numerous projects effectively.

2. When the User Type is set as User

Through Odoo user security roles, users can access the modules they need, and administrators can govern the functioning of the modules according to their roles and preferences. Access to the created projects, tasks, and reports area is granted to users with the project module User role. The project module’s setup and settings section will be off-limits to the user, as indicated below.

3. When the User Type is set as None

The relevant user will not be able to access the Project module or any of its features if the role is set to None.

In summary, project visibility and access rights are essential components of effective project management. They safeguard sensitive information, support compliance efforts, enable efficient collaboration, and contribute to the overall success of the project and the organization. Infintor Solutions helps businesses to manage projects in real-time by tracking down tasks, monitoring progress, allocating resources, and timely completion of projects.

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