It is not a matter of distrust: if salesperson Jan doesn't see colleague Anna's deals in his pipeline, he works with less noise, finds things faster and never accidentally calls her customer. Besides, not every company wants everyone to be able to look at each other's margins and discounts. In Odoo you set this up without customisation, using the standard access levels of the Sales app.
Three access levels in Sales
Go to Settings → Users & Companies → Users, open the user and look on the Access Rights tab under the Sales section. You can choose from:
- User: Own Documents Only — the salesperson sees only quotations, orders and customers on which they are listed as the salesperson;
- User: All Documents — may see everything, but configuration remains off limits;
- Administrator — full access, including teams, price lists and settings.
How Odoo filters this
Behind the scenes, so-called record rules do the work: with 'Own Documents Only', Odoo automatically filters on the Salesperson field. Watch out for the main pitfall: orders with no salesperson filled in are visible to everyone. So make sure the field is always populated — for example by assigning leads automatically via the sales team, so that 'orphaned' documents never arise.
What about the team leader?
To be fair: out of the box, Odoo has no intermediate level of "sees only their own team". The Team Leader field on a sales team is organisational and grants no extra rights. If you want a sales manager to see their whole team but not the other teams, that takes a small additional record rule based on the team — an hour's work for a consultant, not a major custom project. For many SMEs with two or three teams (say, Inside Sales and Field Sales), this is exactly the happy medium between all-or-nothing.
Finally
Practical tip: create a test user with the 'own documents only' level and log in with it before you switch the rights for the whole team — that way you see exactly what your salespeople will see. Unsure about the right permissions structure, or would you like that team rule set up for you? Contact DAADit Group.
It is not a matter of distrust: when salesperson Jan cannot see colleague Anna's deals in his pipeline, he works with more focus, finds his own records faster, and never accidentally calls her customer. Besides, not every company wants everyone browsing each other's margins and discounts. In Odoo you arrange this without custom code, using the standard access levels of the Sales app.
Three access levels in Sales
Go to Settings → Users & Companies → Users, open the user and look at the Access Rights tab under the Sales section. You can choose from:
- User: Own Documents Only — the salesperson only sees quotations, orders and customers on which they are set as the salesperson;
- User: All Documents — they can see everything, but configuration stays off-limits;
- Administrator — full access, including teams, pricelists and settings.
How Odoo filters this
Behind the scenes, so-called record rules do the work: with 'Own Documents Only', Odoo automatically filters on the Salesperson field. Mind the biggest pitfall: orders with no salesperson filled in are visible to everyone. So make sure the field is always populated — for instance by assigning leads automatically through the sales team, so no 'floating' documents ever appear.
What about the team leader?
To be fair: out of the box, Odoo has no in-between level of "sees only their own team". The Team Leader field on a sales team is organisational and grants no extra rights. If you want a sales manager to see their whole team but not the other teams, that takes one small additional record rule based on the team — about an hour of work for a consultant, not a big customisation project. For many SMEs with two or three teams (say, Inside Sales and Field Sales) this is exactly the middle ground between all-or-nothing.
Finally
Practical tip: create a test user with the 'Own Documents Only' level and log in with it before switching the whole team's rights — that way you see exactly what your salespeople will see. Unsure about the right permission structure, or want that team rule set up? Contact DAADit Group.