Collaboration and confidentiality must be properly balanced for project management to be effective. Project visibility settings in Odoo 19 are essential for guaranteeing that the appropriate individuals have access to project-related data while preserving data security. Odoo offers customizable visibility choices to satisfy a variety of business objectives, whether managing internal teams, collaborating with external clients, or managing sensitive projects.
In Odoo 19, there are three main categories of project visibility, including:
- Internal Users Invited (Private)
All employees who have been added as followers of a project or task will have access to the project when this option is set to Visibility.
Beneficial for restricted or private projects that should only be viewed and managed by a small number of people.
- Every Internal User
The project will be accessible to all internal users if this option is chosen.
Organizations where transparency is crucial, and several departments require access to project details, may find this appropriate.
- All Internal Users (Public) and Invited Portal Users
With this option, the project is accessible to all invited portal users as well as all internal users.
In situations when cooperation with customers, suppliers, or outside partners is necessary, this environment will be ideal.
All of the projects will be visible if you go to the Project module in the dashboard to adjust the project's visibility. From there, choose the project whose visibility needs to be adjusted, or click the New option to start a new project, a new project can also be created from the project template.
Enter all necessary information in the project creation form, including:
- Name: Enter the name of the project.
- Timesheets: Use this feature to record the amount of time spent on assignments.
- Billable: Choose this setting to enable time and material billing.
- Customer: Link the project to a particular client.
- To create tasks by email, define an email alias.
To complete the project setup, click the Create Project button when all the information has been entered.
Click the three vertical dots icon on the project card and select Settings to adjust a project's visibility.
Users will be taken to a comprehensive look of the project after clicking it. Next, select the Settings tab to access the Visibility function.
Let's start by setting the visibility to Invited Internal Users. With this visibility, the project will only be accessible to the employees who have been added as followers. However, personnel who have been designated as Assignees for project duties are automatically granted access to the project. Click the icon in the screenshot below, then select Add Followers to add an employee as a follower for a project.
A wizard named Add followers to this page appears after the "add followers" button is clicked.
The employees that need to be added as project followers can then be added as recipients. It is possible to add more than one recipient, and the toggle for Notify Recipients can be used to indicate whether or not the recipients need to be informed when they are added. Click Add and close when the recipient has been added.
Let's log in as "Marc Demo" now.
Here, it is evident that "Marc Demo" will get access to the project since he has been added as a follower. He will be able to oversee the project and its responsibilities as well as create new ones beneath it.
Set the project's visibility to All Internal Users at this point.
All internal users inside the company will have access to the project if the Visibility of the Project is set to "All internal users."
"Invited portal users and all internal users" is the next choice. When the project's visibility is set to this, it will be visible to all internal users within the company as well as portal users who have been chosen to grant access.
Here, it is evident that a button named Share Project is put at the top when the visibility is set to "Invited portal users and all internal users." From there, the project may be shared with collaborators. This allows for the invitation of portal users and the setting of the Access Mode. Among the various methods of access are:
Read: Collaborators cannot edit or add new tasks if the access mode is set to Read. However, they can view the tasks.
Edit with limited access: The collaborators can view and modify the tasks they follow when this access style is chosen. The portal user can access a project but not tasks if they have been added as a follower of it; if they require access to a task, they should also be added as a follower of that task. The client of a certain project or task will be added as a follower of that project or task automatically.
Edit: Collaborators can view and modify every task in the Kanban view and choose which task to follow if the access mode is set to edit.
Here, "Joel Willis," a portal user, has been added as a collaborator with Read access. To send an invitation, check the box.
Additionally, the project has a public connection that allows anyone to view it in read mode. The message "Project shared with your collaborators" will show up when you click the Share Project button after adding the collaborator.
Go to Projects from their portal after logging in as "Marc Demo." Choose the "Home Construction" project from the list of projects.
The portal user will only be able to view the tasks because the access is set to Read; they will not be able to edit or add new tasks.
Only the Task Name, Assignees, and Time Spent on the Task will be shown to the collaborators. From the detailed view, they can see other information like the Customer, Allocated Time, Project Progress, etc.
Select "Edit with limited access" from the admin's portal.
The collaborator can view and modify the tasks they follow when the Access Mode is set to Edit with limited access. The portal user "Marc Demo" has only been designated as a follower of one of the seven tasks for the project "Home Construction."
So he will be able to view and edit only that task, although he will be able to create a new task here. The tasks can also be seen in a Kanban view.
To enable the portal user to modify and view every task in the project, not just the ones they are following, set the Access Mode to Edit.
All of the tasks and subtasks within that project can be seen and edited by the user from their portal.
Thus, this is how Odoo 19's project visibility can be set up. Businesses can guarantee that project information is available to the appropriate stakeholders while preserving confidentiality when needed by setting up the appropriate visibility settings, whether permitting all internal users, invited portal users, or only specific internal users.
Selecting the right visibility level boosts productivity, facilitates project management, and fosters teamwork. Organizations may maximize workflows, promote transparency, and guarantee seamless project execution with Odoo 19 by utilizing these adaptable alternatives.
To read more about Complete Overview of Odoo 19 Project Module, refer to our blog Complete Overview of Odoo 19 Project Module.