Share Projects Odoo 18
By Braincuber Team
Published on December 29, 2025
Project manager coordinating software development project with external design agency discovers collaboration breakdown: designers needing task visibility current project status but lacking Odoo user accounts requiring manual status update emails daily wasting 45 minutes, client requesting real-time project progress visibility but PM sending weekly PDF reports outdated information missing latest updates creating client dissatisfaction, construction company working with 5 subcontractors needing task access but unable granting full Odoo access security concerns requiring contractors viewing only their assigned tasks not entire project, marketing team collaborating with freelance copywriter needing content task visibility editing capability but copywriter working remotely different systems lacking integrated access, and enterprise managing 20 simultaneous projects with multiple external stakeholders consultants auditors investors needing varying access levels unable managing granular permissions manually tracking who access what creating security risks compliance issues—creating communication overhead manual status updates security concerns stakeholder frustration and inability providing controlled transparent project access requiring share project functionality granular access modes public link sharing and collaborative stakeholder management supporting efficient secure project collaboration.
Odoo 18 project sharing enables controlled collaboration through share project button providing one-click access management interface, public link generation offering read-only project access for passive stakeholders monitoring progress, collaborator management adding specific users with defined permissions granular access control, three access modes supporting flexible collaboration Read mode view-only access Edit limited access following tasks only Edit mode full task editing capability, email invitation feature automatically notifying collaborators sending access links, follower tracking displaying all subscribed users monitoring project updates, real-time synchronization ensuring collaborators seeing latest task information changes, external user support enabling collaboration without full Odoo accounts, Kanban view integration providing intuitive visual project interface collaborators, and task-level permissions controlling exactly what collaborators viewing editing—reducing manual status communication 90 percent through shared access improving stakeholder satisfaction via real-time visibility enhancing security through granular permission controls enabling external collaboration without full system access and achieving project transparency through controlled information sharing supporting business partnerships operational efficiency collaborative success.
Project Sharing Features: Share project button, Public link generation, Collaborator management, Three access modes, Email invitation, Follower tracking, Real-time synchronization, External user support, Kanban integration, Task-level permissions
Understanding Project Sharing
Collaboration foundation for project success:
Purpose and Benefits:
Collaboration cornerstone effective project management. Ensuring everyone access right information right time essential successful project delivery. Odoo 18 Share Project feature addresses seamless collaboration need enabling users easily sharing project data with collaborators improving transparency avoiding miscommunication aligning team efforts efficiently.
Key Advantages:
- Grant external users controlled project access
- Keep stakeholders informed without full system access
- Flexible permission levels matching collaboration needs
- Real-time project information sharing
- Transparent communication reducing status meetings
- Secure controlled data access
Use Cases:
| Scenario | Stakeholder | Access Need |
|---|---|---|
| Client Project | Client Executive | Read-only progress monitoring |
| External Agency | Design Contractor | Edit their assigned tasks |
| Construction Project | Subcontractor | View edit specific tasks only |
| Senior Management | CTO CFO | Full project visibility no editing |
Accessing Share Project Feature
One-click collaboration setup:
Prerequisites:
- Complete Project Setup:
- Project created configured
- Tasks defined added
- Stages workflow established
- Ready for Collaboration:
- Project containing shareable information
- Stakeholders identified
- Access requirements defined
Locating Share Project Button:
- Open Project:
- Navigate: Project → Projects
- Click project you want share
- Project Kanban view displays
- Find Share Button:
- Top project page
- Button: Share Project
- Usually positioned near other action buttons
Public Link Sharing
Read-only access for stakeholders:
Generating Public Link:
- Click Share Project Button:
- Pop-up window opens
- Sharing options display
- Public Link Section:
- Link appears at top pop-up
- Automatically generated unique URL
- Can be copied shared
Public Link Characteristics:
Access Level:
- Read-Only: Users can view project tasks progress
- No Editing: Cannot modify tasks or project data
- Public Access: Anyone with link can view
Ideal For:
- Client executives monitoring project status
- Senior management reviewing progress
- Consultants requiring visibility accountability
- Auditors needing project documentation
- Investors tracking deliverables milestones
Using Public Link:
- Copy public link from popup
- Share via email messaging communication tool
- Recipients click link access project
- No Odoo login required for viewing
- Real-time project data displays
Security Note: Anyone with public link can view project. Only use for projects with non-confidential information or ensure link shared only trusted stakeholders.
Adding Collaborators
Granular permission control:
Adding Collaborator Process:
- Access Share Project Popup:
- Click Share Project button
- Popup window displays
- Add Collaborator:
- Click Add a Line button
- New collaborator row appears
- Select User:
- Choose user from dropdown or enter email
- Can be existing Odoo user or external contact
- Configure Access Mode:
- Select appropriate access level (explained below)
Access Modes Explained
Three levels of collaboration control:
Access Mode 1: Read
Permissions:
- View: Can see all tasks in project
- No Editing: Cannot modify any tasks
- No Creation: Cannot add new tasks
- Monitoring Only: Pure visibility mode
Best For:
- Stakeholders needing awareness not involvement
- Clients monitoring project progress
- Management oversight without interference
- Auditors observers requiring transparency
Example Scenario:
Client executive wants seeing project milestones completed tasks but shouldn't modifying project plan or tasks. Read mode provides perfect balance transparency without control risks.
Access Mode 2: Edit with Limited Access
Permissions:
- View: Can see tasks they follow
- Edit Following Tasks: Can modify tasks they're following in Kanban
- Limited Scope: Only tasks they've subscribed to
- Controlled Editing: Cannot edit all project tasks
Best For:
- External contractors working specific tasks
- Freelancers assigned particular deliverables
- Department representatives contributing limited scope
- Partners collaborating targeted areas
Example Scenario:
Freelance copywriter hired writing website content. Should edit content writing tasks updating status adding notes but shouldn't accessing development tasks or project budget information. Limited edit mode ensures focused collaboration.
Access Mode 3: Edit
Permissions:
- View All: Can see all tasks in Kanban view
- Edit All: Can modify any task
- Follow Tasks: Can choose which tasks to follow
- Full Collaboration: Most open access level
Best For:
- Close collaborators actively working project
- External team members integral project success
- Partner organizations joint projects
- Trusted contractors requiring full task access
Example Scenario:
Design agency collaborating entire website redesign project. Agency team members need full task visibility editing capability managing design deliverables coordinating with internal development team. Full edit mode enables seamless collaboration.
Access Mode Comparison:
| Feature | Read | Edit Limited | Edit |
|---|---|---|---|
| View All Tasks | ✓ | Following only | ✓ |
| Edit Tasks | ✗ | Following only | ✓ |
| Choose Tasks Follow | ✗ | ✗ | ✓ |
| Ideal Use | Monitoring | Targeted work | Full collaboration |
Sending Invitations
Automated collaborator notification:
Email Invitation Process:
- After Adding Collaborators:
- Collaborators configured with access modes
- Ready send access notifications
- Enable Email Invitation:
- Check box: Send Invitation
- Located share project popup
- Finalize Sharing:
- Click Share Project button popup
- System sends emails all added collaborators
Invitation Email Contents:
Email Includes:
- Project name description
- Access link to project
- Information about assigned access level
- Instructions accessing project
- Sender information (your name)
Collaborator Experience:
- Receives email invitation
- Clicks access link email
- Redirected project in Odoo (may require creating external user account if not existing)
- Can view/edit tasks according granted permissions
- Receives notifications about project updates (if following tasks)
Managing Followers
Tracking project subscribers:
Viewing Followers:
- Locate Follower Icon:
- Bottom right corner project interface
- Icon shows follower count
- Click Follower Icon:
- Popup displays all current followers
- Shows names collaborators internal users
Follower Information:
Follower list shows all users subscribed project Updates notifications. Includes:
- Internal team members
- External collaborators
- Project manager
- Anyone manually following project
Benefits Tracking Followers:
- Ensure relevant stakeholders included
- Identify missing collaborators need adding
- Verify communication reaching right people
- Maintain comprehensive stakeholder awareness
Best Practices
Use Read Mode Default Unless Editing Required: Granting excessive permissions equals data integrity risks accidental modifications unauthorized changes. Permission strategy: Start read-only access all stakeholders, upgrade limited edit specific contributors requiring task updates, reserve full edit mode trusted close collaborators only, regularly audit access levels removing unnecessary permissions. Principle least privilege protects project data maintains control prevents accidental task deletions status changes supporting data integrity.
Regularly Review Follower List Ensure Complete Communication: Missing stakeholders follower list equals missed updates incomplete communication project gaps. Monthly review process: Check follower icon verify all relevant parties included, add missing stakeholders identified during reviews, remove former team members no longer involved, confirm external collaborators following assigned tasks. Complete follower coverage ensures consistent communication preventing information silos maintaining stakeholder alignment.
Leverage Limited Edit Mode for External Contractors Task-Specific Work: Full edit access external parties equals security risks scope creep uncontrolled task access. Contractor management: Add contractors limited edit mode, assign specific tasks them follow, configure task-level followers ensuring they see only relevant work, review their task list periodically ensuring scope maintained. Limited access provides necessary collaboration capability while maintaining project boundaries security.
Use Public Link Sparingly Only Non-Confidential Projects: Unrestricted public links equals potential data exposure unauthorized access competitive intelligence risks. Link usage guidelines: Reserve public links client-facing marketing projects non-sensitive initiatives, never use for projects containing proprietary information financial data strategic plans, consider disabling public link after stakeholder demo presentation, document who received public link when why maintaining access audit trail. Careful public link usage protects confidential information while enabling transparency appropriate situations.
Conclusion
Odoo 18 project sharing enables controlled collaboration through share project button public link generation collaborator management three flexible access modes email invitation follower tracking real-time synchronization external user support Kanban integration and task-level permissions. Reduce manual status communication through shared access improving stakeholder satisfaction via real-time visibility enhancing security through granular permission controls enabling external collaboration without full system access achieving project transparency through controlled information sharing supporting business partnerships operational efficiency collaborative project success and achieving competitive advantage through superior stakeholder engagement efficient communication systematic collaboration management supporting organizational excellence business growth.
