275 lines
10 KiB
Markdown
275 lines
10 KiB
Markdown
---
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show-content: true
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---
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# Users
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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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:::
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(users-add-individual)=
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## Add individual users
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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}`New`.
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```{image} users/manage-users.png
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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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```
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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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The list of applications shown is based on the applications installed on the database.
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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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```
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After filling out all the necessary fields on the page, manually {guilabel}`Save`. An invitation
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email is automatically sent to the user, using the email in the {guilabel}`Email Address` field. The
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user 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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:align: center
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:alt: View of a user's form with a notification that the invitation email has been
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: sent in Odoo.
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```
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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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:::
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### User type
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{guilabel}`User Type` can be selected from the {guilabel}`Access Rights` tab of the user form,
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accessible via {menuselection}`Settings app --> 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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: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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```
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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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:::
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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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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/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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:::
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### Error: too many users
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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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```
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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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:::
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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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## Password management
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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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:::
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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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```
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(users-reset-password)=
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### Reset password
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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 reset from 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 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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```
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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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```
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(users-reset-password-email)=
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#### Send reset instructions
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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 {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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:::
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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-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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```
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(users-change-password)=
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### Change user 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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:align: center
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:alt: Change a user's password on Odoo.
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```
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:::{note}
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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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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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:::
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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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The {guilabel}`Multi Companies` field on a user form allows an administrator to provide access to
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multiple companies for users. To configure a multi-company environment for a user, navigate to the
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desired user by going to: {menuselection}`Settings app --> Users section --> Manage users`. Then,
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select the user to open their user form, and configure with multi-company access.
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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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:::
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```{image} users/multi-companies.png
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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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```
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:::{seealso}
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{doc}`companies`
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:::
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```{toctree}
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:titlesonly: true
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users/language
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users/2fa
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users/access_rights
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users/portal
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users/facebook
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users/google
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users/azure
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users/ldap
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```
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