Managing Odoo User Permissions and Access Control

Overview

Odoo’s user permissions and access control features allow you to manage who can view, modify, and delete data in the system. By defining roles and setting permissions, you can ensure that each user only has access to the data and features relevant to their job responsibilities. This guide will explain how to manage user permissions and access control in Odoo to protect sensitive information and maintain system security.

Important Note: Palmate has no liability for any loss of data or system downtime caused by unauthorized changes made by end users. Always consult your system administrator before making any changes to user permissions or access control settings.

Key Features of Odoo User Permissions for End Users

• Role-Based Access Control (RBAC): Assign users to roles that define what they can access and modify in Odoo.

• Granular Permissions: Set permissions at a module, record, or field level to control what users can see and do.

• Groups and Access Rights: Manage user access through predefined groups, each associated with different rights.

• Record Rules: Restrict access to specific records based on criteria, such as customer or project ownership.

Step 1: Accessing User Settings

1. Go to Settings > Users & Companies > Users from your Odoo dashboard.

2. You will see a list of all users in your Odoo system.

3. Click on a user’s name to open their user settings and adjust their permissions.

Step 2: Assigning Roles to Users

1. In the user settings page, scroll down to the Access Rights tab.

2. Odoo allows you to assign each user to one or more roles, such as Administrator, Sales Manager, Inventory Manager, etc.

3. To assign a role, simply select the role(s) from the list and click Save.

4. Users with higher-level roles (such as Administrator) will have access to all system features, while lower-level roles will have restricted access based on their job needs.

Step 3: Customizing User Permissions

1. In the Access Rights section, you can customize the permissions for each user, depending on their role.

2. For example, you can enable or disable access to:

• Sales: Control if the user can create, edit, or delete sales orders.

• Inventory: Determine if the user can manage stock or only view inventory levels.

• Accounting: Set whether the user can access financial data or only specific reports.

3. Simply check or uncheck the relevant boxes to enable or disable access to different functionalities.

4. After making changes, click Save to update the user’s permissions.

Step 4: Using Groups for Access Control

1. Odoo provides predefined groups to help manage user permissions more efficiently.

2. To view or modify group access, go to Settings > Users & Companies > Groups.

3. Select the group you want to edit (e.g., Sales Manager).

4. You can assign specific permissions to the group, such as allowing access to sales orders or restricting inventory management.

5. After modifying the permissions, click Save to apply the changes to all users within that group.

Step 5: Defining Record Rules for Specific Data Access

1. Odoo allows you to create record rules that restrict access to specific records based on defined criteria.

2. For example, a user might only be able to access projects they are assigned to or view sales orders related to specific customers.

3. To create a record rule:

• Go to Settings > Technical > Security > Record Rules.

• Click Create to define a new rule.

• Set conditions such as “User is the assigned project manager” or “User can only access records they created.”

4. Click Save to enforce the record rule.

Step 6: Setting up Two-Factor Authentication (2FA)

1. For added security, enable Two-Factor Authentication (2FA) for users to require a second form of authentication when logging in.

2. To enable 2FA, go to Settings > Users & Companies > Users.

3. Select the user for whom you want to enable 2FA.

4. In the user settings, click on the Activate 2FA option and follow the steps to link the user’s account with an authentication app (such as Google Authenticator or Authy).

5. Once enabled, the user will need to enter both their password and the authentication code during login.

Step 7: Reviewing and Auditing User Permissions

1. Regularly review user permissions to ensure that only authorized users have access to sensitive data.

2. Odoo provides an Audit Log to track changes made by users, including who accessed or modified records.

3. To access the audit log:

• Go to Settings > Technical > Audit Log.

• You can filter the log by date, user, or record type to review activities.

4. Use this log to identify any unauthorized changes or potential security issues.

Best Practices for Managing User Permissions and Access Control

1. Assign roles based on job responsibilities to ensure users only have access to the data they need.

2. Review permissions regularly and adjust as users change roles or responsibilities.

3. Use record rules to limit access to sensitive records, such as financial data or customer details.

4. Enable 2FA for added security, especially for high-level roles like administrators or finance teams.

5. Monitor user activity using the audit log to ensure no unauthorized changes are made.

Common Issues and Solutions

• Issue: A user cannot access certain modules or records.

• Solution: Check the user’s assigned role and permissions in the Access Rights section. Ensure that the relevant permissions for the module or record are enabled.

• Issue: Permissions changes are not applying as expected.

• Solution: Verify that the user has been logged out and logged back in after permission changes. If using record rules, ensure the rule criteria are set correctly.

• Issue: Two-Factor Authentication is not working for a user.

• Solution: Confirm that the user has correctly linked their account with an authentication app. If issues persist, reset the 2FA settings.

Palmate Disclaimer

Palmate has no liability for any loss of data or system functionality caused by unauthorized changes made by end users. Always consult with your system administrator before making any changes to user permissions or access control settings in Odoo.