diff --git a/content/applications/general/users.rst b/content/applications/general/users.rst index 4d7b61684..dd74cee9b 100644 --- a/content/applications/general/users.rst +++ b/content/applications/general/users.rst @@ -4,146 +4,249 @@ Users ===== -Odoo defines a **user** as someone who has access to a database to perform daily tasks. You can add -as many users as you need and, in order to restrict the type of information each user can access, -rules can be applied. Users and access rights can be added and changed at any point. +Odoo defines a *user* as someone who has access to a database. An administrator can add as many +users as the company needs and, in order to restrict the type of information each user can access, +rules can be applied to each user. Users and access rights can be added and changed at any point. .. seealso:: - :doc:`users/language` - :doc:`users/access_rights` + - :ref:`access-rights/superuser` + - :ref:`access-rights/groups` .. _users/add-individual: Add individual users ==================== -Go to :menuselection:`Settings --> Manage Users` and click on *Create*. +To add new users, navigate to :menuselection:`Settings app --> Users section --> Manage Users`, and +click on :guilabel:`Create`. .. image:: users/manage-users.png - :height: 280 - :alt: View of the settings page emphasizing the manage users field in Odoo + :align: center + :alt: View of the settings page emphasizing the manage users field in Odoo. -| Fill in the form with the needed information. Under the tab - :doc:`Access Rights ` choose the group within each application the user can - have access to. -| The list of applications shown is based on the applications installed on the database. +Fill in the form with all the required information. Under the :doc:`Access Rights +` tab, choose the group within each application the user can have access to. -.. image:: users/new_user.png - :alt: View of a user’s form emphasizing the access rights tab in Odoo +The list of applications shown is based on the applications installed on the database. -When you are done editing the page and have *Saved* it, an invitation email is automatically sent to -the user. The user must click on it to accept the invitation and create a login. +.. image:: users/new-user.png + :align: center + :alt: View of a user's form emphasizing the access rights tab in Odoo. + +After filling out all the necessary fields on the page, click :guilabel:`Save`. An invitation email +is automatically sent to the user, using the email in the :guilabel:`Email Address` field. The user +must click on the link included in the email to accept the invitation, and to create a database +login. .. image:: users/invitation-email.png - :alt: View of a user’s form with a notification that the invitation email has been sent in Odoo + :align: center + :alt: View of a user's form with a notification that the invitation email has been sent in Odoo. -.. note:: - Remember that subscription prices follow the number of users. Refer to our - `pricing page `_ - for more information. +.. warning:: + If the company is on a monthly subscription plan, the database automatically updates to reflect + the added users. If the company is on a yearly or multi-year plan, an expiration banner appears + in the database. An upsell quotation can be created by clicking the banner to update the + subscription. Alternatively, `send a support ticket `_ to resolve the + issue. -With the :ref:`developer mode ` activated, *User Types* can be selected. +User type +--------- + +With the :ref:`developer mode ` activated, :guilabel:`User Type` can be selected +from the :guilabel:`Access Rights` tab of the user form, accessible via :menuselection:`Settings app +--> Users section --> Manage Users`. + +There are three types of users: :guilabel:`Internal User`, :guilabel:`Portal`, and +:guilabel:`Public`. .. image:: users/user-type.png - :height: 300 - :alt: View of a user’s form in developer mode emphasizing the user type field in Odoo + :align: center + :alt: View of a user's form in developer mode emphasizing the user type field in Odoo. -The *Portal* and *Public* options do not allow you to choose access rights. Members have specific -ones (such as record rules and restricted menus) and usually do not belong to the usual Odoo -groups. +.. tip:: + Users are considered internal database users. Portal users are external users, who only have + access to the database portal to view records. See the documentation on :doc:`users/portal`. + + Public users are those visiting websites, via the website's frontend. + +The :guilabel:`Portal` and :guilabel:`Public` user options do **not** allow the administrator to +choose access rights. These users have specific access rights pre-set (such as, record rules and +restricted menus), and usually do not belong to the usual Odoo groups. .. _users/deactivate: Deactivate users ================ -Go to :menuselection:`Settings --> Users & Companies --> Users`, open the user you want to -deactivate, click on *Action*, and then on *Archive*. +To deactivate (i.e. archive) a user, navigate to :menuselection:`Settings app --> Users section --> +Manage Users`. Then, tick the checkbox to the left of the user(s) to be deactivated. + +After selecting the appropriate user to be archived, click the :guilabel:`⚙️ Actions` icon, and +select :guilabel:`Archive` from the resulting drop-down menu. Then, click :guilabel:`OK` from the +:guilabel:`Confirmation` pop-up window that appears. .. danger:: - **Never** deactivate the main user (*admin*). + **Never** deactivate the main/administrator user (admin). Making changes to admin users can have + a detrimental impact on the database. This includes *impotent admin*, which means that no user in + the database can make changes to the access rights. For this reason, Odoo recommends contacting + an Odoo Business Analyst, or our Support Team, before making changes. + +Error: too many users +--------------------- + +If there are more users in an Odoo database than provisioned in the Odoo Enterprise subscription, +the following message is displayed. + +.. image:: users/add-more-users.png + :align: center + :alt: Too many users on a database error message. + +When the message appears, the database administrator has 30 days to act before the database expires. +The countdown is updated every day. + +To resolve the issue, either: + +- Add more users to the subscription by clicking the :guilabel:`Upgrade your subscription` link + displayed in the message to validate the upsell quotation, and pay for the extra users. +- :ref:`Deactivate users `, and reject the upsell quotation. + +.. warning:: + If the company is on a monthly subscription plan, the database automatically updates to reflect + the added users. If the company is on a yearly or multi-year plan, an expiration banner appears + in the database. An upsell quotation can be created by clicking the banner to update the + subscription. Alternatively, users can `send a support ticket `_ to + resolve the issue. + +Once the database has the correct number of users, the expiration message disappears automatically +after a few days, when the next verification occurs. .. _users/passwords-management: -Passwords management -==================== +Password management +=================== + +Password management is an important part of granting users autonomous access to the database at all +times. Odoo offers a few different methods to reset a user's password. + +.. tip:: + Odoo has a setting to specify the length needed for a password. This setting can be accessed by + navigating to :menuselection:`Settings app --> Permissions` section, and entering the desired + password length in the :guilabel:`Minimum Password Length` field. By default the value is `8`. + +.. image:: users/minimum-password-length.png + :align: center + :alt: Minimum Password Length highlighted in the Permissions section of General Settings. .. _users/reset-password: -Reset passwords ---------------- +Reset password +-------------- + +Sometimes, users might wish to reset their personal password for added security, so they are the +only ones with access to the password. Odoo offers two different reset options: one initiated by the +user to reset the password, and another where the administrator triggers a reset. .. _users/reset-password-login: -Enable password resets from login page -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +Enable password reset from login page +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -It is possible to enable password resets directly from the login page. +It is possible to enable/disable password resets directly from the login page. This action is +completed by the individual user, and this setting is enabled by default. -To do so, go to :menuselection:`Settings --> Permissions`, activate **Password Reset** and *Save*. +To change this setting, go to :menuselection:`Settings app --> Permissions` section, activate +:guilabel:`Password Reset`, and then click :guilabel:`Save`. .. image:: users/password-reset-login.png + :align: center :alt: Enabling Password Reset in Odoo Settings +On the login page, click :guilabel:`Reset Password` to initiate the password reset process, and have +a reset-token sent to the email on file. + +.. image:: users/password-reset.png + :align: center + :alt: Login screen on Odoo.com with the password reset option highlighted. + .. _users/reset-password-email: -Send reset instructions to users -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ +Send reset instructions +~~~~~~~~~~~~~~~~~~~~~~~ -Go to :menuselection:`Settings --> Users & Companies --> Users`, select the user out of the list and -click on *Send Password Reset Instructions* on its user form. An email is automatically sent to -them. +Go to :menuselection:`Settings app --> Users & Companies --> Users`, select the user from the list, +and click on :guilabel:`Send Password Reset Instructions` on the user form. An email is +automatically sent to them with password reset instructions. .. note:: - The *Send Password Reset Instructions* button only appears if the Odoo invitation email has - already been confirmed by the user. + The :guilabel:`Send Password Reset Instructions` button **only** appears if the Odoo invitation + email has already been confirmed by the user. Otherwise, a :guilabel:`Re-send Invitation Email` + button appears. This email contains all the instructions needed to reset the password, along with a link redirecting the user to an Odoo login page. -.. image:: users/password-email.png - :alt: Example of an email with a password reset link for an Odoo account +.. image:: users/password-reset-email.png + :align: center + :alt: Example of an email with a password reset link for an Odoo account. .. _users/change-password: -Change users’ passwords ------------------------ +Change user password +-------------------- -Go to :menuselection:`Settings --> Users & Companies --> Users` and select a user to access its -form. Click on the *Action* button and select *Change Password*. +Go to :menuselection:`Settings app --> Users & Companies --> Users`, and select a user to access its +form. Click on the :guilabel:`⚙️ Actions` icon, and select :guilabel:`Change Password` from, the +resulting drop-down menu. Enter a new password in the :guilabel:`New Password` column of the +:guilabel:`Change Password` pop-up window that appears, and confirm the change by clicking +:guilabel:`Change Password`. .. image:: users/change-password.png - :alt: Change another user's password on Odoo - -Enter a new password and confirm by clicking on *Change Password*. + :align: center + :alt: Change a user's password on Odoo. .. note:: - This operation only modifies the password of the users locally and does not affect their odoo.com - account. If you want to change the odoo.com password, you can :ref:`send the password reset - instructions `. + This operation only modifies the password of the users locally, and does **not** affect their + odoo.com account. -Click on *Change Password* one more time. You are then redirected to an Odoo login page where you -can reaccess your database using your new password. + If the odoo.com password needs to be changed, use the :ref:`send the password reset instructions + `. Odoo.com passwords grant access to the *My Databases* page, and + other portal features. + +After clicking :guilabel:`Change Password`, the page is redirected to an Odoo login page where the +database can be re-accessed using the new password. .. _users/multi-companies: Multi Companies =============== -The *Multi Companies* field allows you to set to which of the multiple companies database you hold -the user can have access. +The :guilabel:`Multi Companies` field on a user form allows an administrator to provide access to +multiple companies for existing users. To configure a multi-company environment for a user, navigate +to the desired user by going to: :menuselection:`Settings app --> Users section --> Manage users`. +Then, select the user to open their user form, and configure with multi-company access. -.. note:: - Note that if not handled correctly, it may be the source of a lot of inconsistent multi-company - behaviors. Therefore, a good knowledge of Odoo is required. For technical explanations refer - to :doc:`this ` documentation. +Under :guilabel:`Multi Companies` in the :guilabel:`Access Rights` tab, set the fields labeled +:guilabel:`Allowed Companies` and :guilabel:`Default Company`. + +The :guilabel:`Allowed Companies` field can contain multiple companies. These are the companies the +user can access and edit, according to the set access rights. The :guilabel:`Default Company` is the +company the user defaults to, upon logging in each time. This field can contain only **one** +company. + +.. warning:: + If multi-company access is not configured correctly, it could lead to inconsistent multi-company + behaviors. Because of this, only experienced Odoo users should make access rights changes to + users for databases with a multi-company configuration. For technical explanations, refer to the + developer documentation on :doc:`../../../developer/howtos/company`. .. image:: users/multi-companies.png - :height: 300 - :alt: View of a user’s form emphasizing the multi companies field in Odoo + :align: center + :alt: View of a user's form emphasizing the multi companies field in Odoo. .. seealso:: - - :doc:`companies` + :doc:`companies` .. toctree:: :titlesonly: diff --git a/content/applications/general/users/access_rights.rst b/content/applications/general/users/access_rights.rst index 0c2d132f5..91456f6f4 100644 --- a/content/applications/general/users/access_rights.rst +++ b/content/applications/general/users/access_rights.rst @@ -54,6 +54,8 @@ The :guilabel:`Administration` field in the :guilabel:`Access Rights` tab has th :align: center :alt: The Sales apps drop-down menu to set the user's level of permissions. +.. _access-rights/groups: + Create and modify groups ======================== @@ -150,6 +152,8 @@ icon to remove a row. domains (and domain expressions) should consult an Odoo Business Analyst, or the Odoo Support Team, before making changes. +.. _access-rights/superuser: + Superuser mode ============== diff --git a/content/applications/general/users/add-more-users.png b/content/applications/general/users/add-more-users.png new file mode 100644 index 000000000..a6c607cd7 Binary files /dev/null and b/content/applications/general/users/add-more-users.png differ diff --git a/content/applications/general/users/change-password.png b/content/applications/general/users/change-password.png index 59aa396f9..560634d77 100644 Binary files a/content/applications/general/users/change-password.png and b/content/applications/general/users/change-password.png differ diff --git a/content/applications/general/users/invitation-email.png b/content/applications/general/users/invitation-email.png index daa4ae20c..6b6050a98 100644 Binary files a/content/applications/general/users/invitation-email.png and b/content/applications/general/users/invitation-email.png differ diff --git a/content/applications/general/users/minimum-password-length.png b/content/applications/general/users/minimum-password-length.png new file mode 100644 index 000000000..b58b6183c Binary files /dev/null and b/content/applications/general/users/minimum-password-length.png differ diff --git a/content/applications/general/users/multi-companies.png b/content/applications/general/users/multi-companies.png index da4c1d22e..6622ea023 100644 Binary files a/content/applications/general/users/multi-companies.png and b/content/applications/general/users/multi-companies.png differ diff --git a/content/applications/general/users/new-user.png b/content/applications/general/users/new-user.png new file mode 100644 index 000000000..fd5f5a5bb Binary files /dev/null and b/content/applications/general/users/new-user.png differ diff --git a/content/applications/general/users/new_user.png b/content/applications/general/users/new_user.png deleted file mode 100644 index 2165773bd..000000000 Binary files a/content/applications/general/users/new_user.png and /dev/null differ diff --git a/content/applications/general/users/password-email.png b/content/applications/general/users/password-email.png deleted file mode 100644 index 8ec0f2390..000000000 Binary files a/content/applications/general/users/password-email.png and /dev/null differ diff --git a/content/applications/general/users/password-reset-email.png b/content/applications/general/users/password-reset-email.png new file mode 100644 index 000000000..3fa57353c Binary files /dev/null and b/content/applications/general/users/password-reset-email.png differ diff --git a/content/applications/general/users/password-reset.png b/content/applications/general/users/password-reset.png new file mode 100644 index 000000000..bb898c147 Binary files /dev/null and b/content/applications/general/users/password-reset.png differ diff --git a/content/applications/general/users/user-type.png b/content/applications/general/users/user-type.png index 0ae9df846..88a4d3dd3 100644 Binary files a/content/applications/general/users/user-type.png and b/content/applications/general/users/user-type.png differ