[IMP] general: users rewrite
closes odoo/documentation#8646
X-original-commit: 3f2f33a349
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>
@ -4,146 +4,249 @@
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Users
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=====
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Odoo defines a **user** as someone who has access to a database to perform daily tasks. You can add
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as many users as you need and, in order to restrict the type of information each user can access,
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rules can be applied. Users and access rights can be added and changed at any point.
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Odoo defines a *user* as someone who has access to a database. An administrator can add as many
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users as the company needs and, in order to restrict the type of information each user can access,
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rules can be applied to each user. Users and access rights can be added and changed at any point.
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.. seealso::
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- :doc:`users/language`
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- :doc:`users/access_rights`
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- :ref:`access-rights/superuser`
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- :ref:`access-rights/groups`
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.. _users/add-individual:
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Add individual users
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====================
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Go to :menuselection:`Settings --> Manage Users` and click on *Create*.
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To add new users, navigate to :menuselection:`Settings app --> Users section --> Manage Users`, and
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click on :guilabel:`Create`.
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.. image:: users/manage-users.png
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:height: 280
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:alt: View of the settings page emphasizing the manage users field in Odoo
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:align: center
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:alt: View of the settings page emphasizing the manage users field in Odoo.
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| Fill in the form with the needed information. Under the tab
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:doc:`Access Rights <users/access_rights>` choose the group within each application the user can
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have access to.
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| The list of applications shown is based on the applications installed on the database.
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Fill in the form with all the required information. Under the :doc:`Access Rights
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<users/access_rights>` tab, choose the group within each application the user can have access to.
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.. image:: users/new_user.png
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:alt: View of a user’s form emphasizing the access rights tab in Odoo
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The list of applications shown is based on the applications installed on the database.
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When you are done editing the page and have *Saved* it, an invitation email is automatically sent to
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the user. The user must click on it to accept the invitation and create a login.
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.. image:: users/new-user.png
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:align: center
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:alt: View of a user's form emphasizing the access rights tab in Odoo.
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After filling out all the necessary fields on the page, click :guilabel:`Save`. An invitation email
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is automatically sent to the user, using the email in the :guilabel:`Email Address` field. The user
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must click on the link included in the email to accept the invitation, and to create a database
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login.
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.. image:: users/invitation-email.png
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:alt: View of a user’s form with a notification that the invitation email has been sent in Odoo
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:align: center
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:alt: View of a user's form with a notification that the invitation email has been sent in Odoo.
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.. note::
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Remember that subscription prices follow the number of users. Refer to our
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`pricing page <https://www.odoo.com/pricing>`_
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for more information.
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.. warning::
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If the company is on a monthly subscription plan, the database automatically updates to reflect
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the added users. If the company is on a yearly or multi-year plan, an expiration banner appears
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in the database. An upsell quotation can be created by clicking the banner to update the
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subscription. Alternatively, `send a support ticket <https://www.odoo.com/help>`_ to resolve the
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issue.
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With the :ref:`developer mode <developer-mode>` activated, *User Types* can be selected.
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User type
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---------
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With the :ref:`developer mode <developer-mode>` activated, :guilabel:`User Type` can be selected
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from the :guilabel:`Access Rights` tab of the user form, accessible via :menuselection:`Settings app
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--> Users section --> Manage Users`.
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There are three types of users: :guilabel:`Internal User`, :guilabel:`Portal`, and
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:guilabel:`Public`.
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.. image:: users/user-type.png
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:height: 300
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:alt: View of a user’s form in developer mode emphasizing the user type field in Odoo
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:align: center
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:alt: View of a user's form in developer mode emphasizing the user type field in Odoo.
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The *Portal* and *Public* options do not allow you to choose access rights. Members have specific
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ones (such as record rules and restricted menus) and usually do not belong to the usual Odoo
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groups.
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.. tip::
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Users are considered internal database users. Portal users are external users, who only have
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access to the database portal to view records. See the documentation on :doc:`users/portal`.
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Public users are those visiting websites, via the website's frontend.
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The :guilabel:`Portal` and :guilabel:`Public` user options do **not** allow the administrator to
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choose access rights. These users have specific access rights pre-set (such as, record rules and
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restricted menus), and usually do not belong to the usual Odoo groups.
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.. _users/deactivate:
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Deactivate users
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================
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Go to :menuselection:`Settings --> Users & Companies --> Users`, open the user you want to
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deactivate, click on *Action*, and then on *Archive*.
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To deactivate (i.e. archive) a user, navigate to :menuselection:`Settings app --> Users section -->
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Manage Users`. Then, tick the checkbox to the left of the user(s) to be deactivated.
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After selecting the appropriate user to be archived, click the :guilabel:`⚙️ Actions` icon, and
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select :guilabel:`Archive` from the resulting drop-down menu. Then, click :guilabel:`OK` from the
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:guilabel:`Confirmation` pop-up window that appears.
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.. danger::
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**Never** deactivate the main user (*admin*).
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**Never** deactivate the main/administrator user (admin). Making changes to admin users can have
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a detrimental impact on the database. This includes *impotent admin*, which means that no user in
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the database can make changes to the access rights. For this reason, Odoo recommends contacting
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an Odoo Business Analyst, or our Support Team, before making changes.
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Error: too many users
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---------------------
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If there are more users in an Odoo database than provisioned in the Odoo Enterprise subscription,
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the following message is displayed.
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.. image:: users/add-more-users.png
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:align: center
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:alt: Too many users on a database error message.
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When the message appears, the database administrator has 30 days to act before the database expires.
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The countdown is updated every day.
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To resolve the issue, either:
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- Add more users to the subscription by clicking the :guilabel:`Upgrade your subscription` link
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displayed in the message to validate the upsell quotation, and pay for the extra users.
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- :ref:`Deactivate users <users/deactivate>`, and reject the upsell quotation.
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.. warning::
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If the company is on a monthly subscription plan, the database automatically updates to reflect
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the added users. If the company is on a yearly or multi-year plan, an expiration banner appears
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in the database. An upsell quotation can be created by clicking the banner to update the
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subscription. Alternatively, users can `send a support ticket <https://www.odoo.com/help>`_ to
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resolve the issue.
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Once the database has the correct number of users, the expiration message disappears automatically
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after a few days, when the next verification occurs.
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.. _users/passwords-management:
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Passwords management
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====================
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Password management
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===================
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Password management is an important part of granting users autonomous access to the database at all
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times. Odoo offers a few different methods to reset a user's password.
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.. tip::
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Odoo has a setting to specify the length needed for a password. This setting can be accessed by
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navigating to :menuselection:`Settings app --> Permissions` section, and entering the desired
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password length in the :guilabel:`Minimum Password Length` field. By default the value is `8`.
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.. image:: users/minimum-password-length.png
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:align: center
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:alt: Minimum Password Length highlighted in the Permissions section of General Settings.
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.. _users/reset-password:
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Reset passwords
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---------------
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Reset password
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--------------
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Sometimes, users might wish to reset their personal password for added security, so they are the
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only ones with access to the password. Odoo offers two different reset options: one initiated by the
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user to reset the password, and another where the administrator triggers a reset.
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.. _users/reset-password-login:
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Enable password resets from login page
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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Enable password reset from login page
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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It is possible to enable password resets directly from the login page.
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It is possible to enable/disable password resets directly from the login page. This action is
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completed by the individual user, and this setting is enabled by default.
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To do so, go to :menuselection:`Settings --> Permissions`, activate **Password Reset** and *Save*.
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To change this setting, go to :menuselection:`Settings app --> Permissions` section, activate
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:guilabel:`Password Reset`, and then click :guilabel:`Save`.
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.. image:: users/password-reset-login.png
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:align: center
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:alt: Enabling Password Reset in Odoo Settings
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On the login page, click :guilabel:`Reset Password` to initiate the password reset process, and have
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a reset-token sent to the email on file.
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.. image:: users/password-reset.png
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:align: center
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:alt: Login screen on Odoo.com with the password reset option highlighted.
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.. _users/reset-password-email:
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Send reset instructions to users
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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Send reset instructions
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~~~~~~~~~~~~~~~~~~~~~~~
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Go to :menuselection:`Settings --> Users & Companies --> Users`, select the user out of the list and
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click on *Send Password Reset Instructions* on its user form. An email is automatically sent to
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them.
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Go to :menuselection:`Settings app --> Users & Companies --> Users`, select the user from the list,
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and click on :guilabel:`Send Password Reset Instructions` on the user form. An email is
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automatically sent to them with password reset instructions.
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.. note::
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The *Send Password Reset Instructions* button only appears if the Odoo invitation email has
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already been confirmed by the user.
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The :guilabel:`Send Password Reset Instructions` button **only** appears if the Odoo invitation
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email has already been confirmed by the user. Otherwise, a :guilabel:`Re-send Invitation Email`
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button appears.
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This email contains all the instructions needed to reset the password, along with a link redirecting
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the user to an Odoo login page.
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.. image:: users/password-email.png
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:alt: Example of an email with a password reset link for an Odoo account
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.. image:: users/password-reset-email.png
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:align: center
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:alt: Example of an email with a password reset link for an Odoo account.
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.. _users/change-password:
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Change users’ passwords
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-----------------------
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Change user password
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--------------------
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Go to :menuselection:`Settings --> Users & Companies --> Users` and select a user to access its
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form. Click on the *Action* button and select *Change Password*.
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Go to :menuselection:`Settings app --> Users & Companies --> Users`, and select a user to access its
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form. Click on the :guilabel:`⚙️ Actions` icon, and select :guilabel:`Change Password` from, the
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resulting drop-down menu. Enter a new password in the :guilabel:`New Password` column of the
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:guilabel:`Change Password` pop-up window that appears, and confirm the change by clicking
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:guilabel:`Change Password`.
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.. image:: users/change-password.png
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:alt: Change another user's password on Odoo
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Enter a new password and confirm by clicking on *Change Password*.
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:align: center
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:alt: Change a user's password on Odoo.
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.. note::
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This operation only modifies the password of the users locally and does not affect their odoo.com
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account. If you want to change the odoo.com password, you can :ref:`send the password reset
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instructions <users/reset-password-email>`.
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This operation only modifies the password of the users locally, and does **not** affect their
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odoo.com account.
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Click on *Change Password* one more time. You are then redirected to an Odoo login page where you
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can reaccess your database using your new password.
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If the odoo.com password needs to be changed, use the :ref:`send the password reset instructions
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<users/reset-password-email>`. Odoo.com passwords grant access to the *My Databases* page, and
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other portal features.
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After clicking :guilabel:`Change Password`, the page is redirected to an Odoo login page where the
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database can be re-accessed using the new password.
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.. _users/multi-companies:
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Multi Companies
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===============
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The *Multi Companies* field allows you to set to which of the multiple companies database you hold
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the user can have access.
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The :guilabel:`Multi Companies` field on a user form allows an administrator to provide access to
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multiple companies for existing users. To configure a multi-company environment for a user, navigate
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to the desired user by going to: :menuselection:`Settings app --> Users section --> Manage users`.
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Then, select the user to open their user form, and configure with multi-company access.
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.. note::
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Note that if not handled correctly, it may be the source of a lot of inconsistent multi-company
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behaviors. Therefore, a good knowledge of Odoo is required. For technical explanations refer
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to :doc:`this </developer/howtos/company>` documentation.
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Under :guilabel:`Multi Companies` in the :guilabel:`Access Rights` tab, set the fields labeled
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:guilabel:`Allowed Companies` and :guilabel:`Default Company`.
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The :guilabel:`Allowed Companies` field can contain multiple companies. These are the companies the
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user can access and edit, according to the set access rights. The :guilabel:`Default Company` is the
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company the user defaults to, upon logging in each time. This field can contain only **one**
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company.
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.. warning::
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If multi-company access is not configured correctly, it could lead to inconsistent multi-company
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behaviors. Because of this, only experienced Odoo users should make access rights changes to
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users for databases with a multi-company configuration. For technical explanations, refer to the
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developer documentation on :doc:`../../../developer/howtos/company`.
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.. image:: users/multi-companies.png
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:height: 300
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:alt: View of a user’s form emphasizing the multi companies field in Odoo
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:align: center
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:alt: View of a user's form emphasizing the multi companies field in Odoo.
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.. seealso::
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- :doc:`companies`
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:doc:`companies`
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.. toctree::
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:titlesonly:
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|
@ -54,6 +54,8 @@ The :guilabel:`Administration` field in the :guilabel:`Access Rights` tab has th
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:align: center
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:alt: The Sales apps drop-down menu to set the user's level of permissions.
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.. _access-rights/groups:
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Create and modify groups
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========================
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@ -150,6 +152,8 @@ icon to remove a row.
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domains (and domain expressions) should consult an Odoo Business Analyst, or the Odoo Support
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Team, before making changes.
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.. _access-rights/superuser:
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Superuser mode
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==============
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content/applications/general/users/add-more-users.png
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content/applications/general/users/minimum-password-length.png
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content/applications/general/users/new-user.png
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content/applications/general/users/password-reset-email.png
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