[IMP] general: users rewrite

closes odoo/documentation#8653

X-original-commit: 3f2f33a349
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>
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tiku-odoo 2024-04-04 16:41:57 -04:00
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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 <users/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
<users/access_rights>` tab, choose the group within each application the user can have access to.
.. image:: users/new_user.png
:alt: View of a users 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 users 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 <https://www.odoo.com/pricing>`_
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 <https://www.odoo.com/help>`_ to resolve the
issue.
With the :ref:`developer mode <developer-mode>` activated, *User Types* can be selected.
User type
---------
With the :ref:`developer mode <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 users 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 <users/deactivate>`, 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 <https://www.odoo.com/help>`_ 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 <users/reset-password-email>`.
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
<users/reset-password-email>`. 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 </developer/howtos/company>` 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 users 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:

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@ -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
==============

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