Share Projects Odoo 18

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daily wasting 45 minutes, client requesting real-time project progress visibility but PM sending weekly PDF reports outdated information missing latest updates creating client dissatisfaction, construction company working with 5 subcontractors needing task access but unable granting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.

Understanding Project Sharing

Collaboration foundation for project success:

Purpose and Benefits:

Use Cases:

Accessing Share Project Feature

One-click collaboration setup:

Prerequisites:

1. Complete Project Setup:
   • Project created configured
   • Tasks defined added
   • Stages workflow established
2. Ready for Collaboration:
   • Project containing shareable information
   • Stakeholders identified
   • Access requirements defined

Locating Share Project Button:

1. Open Project:
   • Navigate: Project → Projects
   • Click project you want share
   • Project Kanban view displays
2. 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:

1. Click Share Project Button:
   • Pop-up window opens
   • Sharing options display
2. Public Link Section:
   • Link appears at top pop-up
   • Automatically generated unique URL
   • Can be copied shared

Public Link Characteristics:

Using Public Link:

1. Copy public link from popup
2. Share via email messaging communication tool
3. Recipients click link access project
4. No Odoo login required for viewing
5. Real-time project data displays

Adding Collaborators

Granular permission control:

Adding Collaborator Process:

1. Access Share Project Popup:
   • Click Share Project button
   • Popup window displays
2. Add Collaborator:
   • Click Add a Line button
   • New collaborator row appears
3. Select User:
   • Choose user from dropdown or enter email
   • Can be existing Odoo user or external contact
4. Configure Access Mode:
   • Select appropriate access level (explained below)

Access Modes Explained

Three levels of collaboration control:

Access Mode 1: Read

Access Mode 2: Edit with Limited Access

Access Mode 3: Edit

Access Mode Comparison:

Sending Invitations

Automated collaborator notification:

Email Invitation Process:

1. After Adding Collaborators:
   • Collaborators configured with access modes
   • Ready send access notifications
2. Enable Email Invitation:
   • Check box: Send Invitation
   • Located share project popup
3. Finalize Sharing:
   • Click Share Project button popup
   • System sends emails all added collaborators

Invitation Email Contents:

Collaborator Experience:

1. Receives email invitation
2. Clicks access link email
3. Redirected project in Odoo (may require creating external user account if not existing)
4. Can view/edit tasks according granted permissions
5. Receives notifications about project updates (if following tasks)

Managing Followers

Tracking project subscribers:

Viewing Followers:

1. Locate Follower Icon:
   • Bottom right corner project interface
   • Icon shows follower count
2. Click Follower Icon:
   • Popup displays all current followers
   • Shows names collaborators internal users

Follower Information:

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.