Share and collaborate

Odoo Spreadsheet offers various features that allow for efficient real-time collaboration while ensuring the appropriate level of control and traceability, including:

• permission-based sharing

• version history

• discussions via comments and the spreadsheet’s chatter thread

Access and sharing

In principle, the rights to access Odoo spreadsheets are handled like any other file in the Documents app. Roles and permissions are either inherited from the folder a spreadsheet is saved in or controlled at the level of the spreadsheet itself.

However, there are important differences to consider between spreadsheets that contain only static data and spreadsheets that contain dynamic Odoo data, in terms of both access and data visibility.

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• Access to a folder or spreadsheet can be managed by its owner or any user with Editor rights.

• A user with Viewer rights cannot share a spreadsheet with a specific user directly, but can copy a link to the spreadsheet.

• Any user with access to a spreadsheet can download it as an .xlsx file by clicking File ‣ Download from the menu bar. If the spreadsheet contained dynamic data, the values are frozen at the moment of download.

Roles and permissions

Permissions are managed using the following roles:

Role	View	Edit	Delete	Download .xlsx	Share	Manage roles	Use comments	Use chatter
Owner					with specific people or via link	including changing owner
Editor					with specific people or via link	but cannot change owner
Viewer					only via link

Share a static spreadsheet

Spreadsheets containing only static data can be shared internally or externally by the owner of the spreadsheet or any user with Editor rights.

To do so, click Share in the upper-right corner above the spreadsheet, then configure access as appropriate.

Share a dynamic spreadsheet

A spreadsheet is considered a dynamic spreadsheet if it contains any of the following:

• formulas that retrieve live data from an Odoo database, e.g., in a list or pivot table that has been inserted into the spreadsheet

• a linked data source, even if the corresponding list or pivot table has been deleted from the spreadsheet

• links to Odoo menu items

Internal sharing

Spreadsheets containing dynamic Odoo data can be shared with internal users only by the owner of the spreadsheet or any user with Editor rights.

However, having access to a spreadsheet does not necessarily mean an internal user sees all the data in the original spreadsheet. The visibility of dynamic Odoo data is based on an internal user’s access rights to the model from which the data has been retrieved, and takes into account any record rules that may restrict access.

Important

Permissions to view data are taken into account when an internal user opens a spreadsheet, with the spreadsheet only being populated with data the user is authorized to see.

Example

A sales manager creates a spreadsheet that includes sales data for all the salespeople in their team. Users with the permission Sales / User: Own Documents Only only see data related to their own sales.

To share a spreadsheet containing dynamic Odoo data, click Share in the upper-right corner above the spreadsheet, then configure access as appropriate.

External sharing

Spreadsheets containing dynamic Odoo data cannot be accessed by external users.

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If an external user attempts to access a dynamic spreadsheet via a link, an error message is shown.

If a spreadsheet containing Odoo data needs to be shared with an external user, the owner of the spreadsheet or a user with Editor rights can create a frozen, read-only version. In this version, all Odoo formulas are converted to their value at the moment the frozen version is created, and any links to Odoo menus are removed.

To create a frozen version of a spreadsheet that contains dynamic Odoo data, click Freeze and share in the upper-right corner above the spreadsheet, then configure access as appropriate.

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It is also possible to download a frozen version of a spreadsheet that contains Odoo data as an .xlsx file by clicking File ‣ Download from the menu bar. The values of any dynamic data are frozen at the moment of download.

Comments and chatter

Odoo Spreadsheet offers two ways to communicate with other users who have access to the same spreadsheet, namely by using:

• comments

• the spreadsheet’s chatter thread

Use comments in a spreadsheet

Comments, which are added to individual spreadsheet cells, are useful for discussing specific elements of a spreadsheet. Other collaborators can be notified by typing @ followed by their name.

Important

Only the spreadsheet’s owner or users with Editor rights can use comments in a spreadsheet; both roles can perform the same actions. Comments are not visible to users with Viewer rights.

Add or react to comments

To add or react to a comment:

1. If the comment is:

   • the first comment being added to the cell, right-click the cell then click Insert comment or click Insert ‣ Insert comment from the menu bar.

   • a reaction to an existing comment thread on a cell, click on the relevant cell or on the comment thread to open the thread.

2. Type a comment in the text box.

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   Type @ to tag users, or add emojis or GIFs by clicking Add a Reaction.

3. Click Send or press Ctrl + Enter.

Click anywhere else in the spreadsheet to close the comment thread.

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To react to an individual comment with only an emoji, hover over the comment, click the (Add a Reaction) icon, then select the desired emoji.

View comments

When a comment has been added to a cell, a small yellow triangle appears in the top right corner of the cell.

To view a comment thread on a single cell, hover over the cell; click the cell or the comment thread to open the thread to be able to add a comment.

To view all comments on a spreadsheet, click View ‣ All comments from the menu bar. Alternatively, after opening a comment thread, click Open all comments.

The Comments panel opens on the right side of the spreadsheet. By default, comment threads for All sheets of the spreadsheet are shown, grouped by sheet. To see only the comment threads for the current sheet, select This sheet in the Filter comments field.

Click on a comment thread in the Comments panel to open it.

Edit or delete comments

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A spreadsheet’s owner or users with Editor rights can edit or delete any comment.

To edit a comment:

1. Hover over the comment, then click the (ellipsis) icon.

2. Click Edit.

3. Make the desired changes, then click Save or press Enter. To abort the edit, click Cancel or press Escape.

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A comment that has been modified has (edited) added to the end of the text.

To delete a comment:

1. Hover over the comment, then click the (ellipsis) icon.

2. Click Delete.

3. Click Confirm to confirm the deletion.

Resolve comment threads

To resolve a comment thread:

1. Access the Comments panel by clicking View ‣ All comments from the menu bar. Alternatively, with a comment thread open, click Open all comments.

2. Click the (ellipsis) icon for the relevant comment thread, then click Resolve this thread.

Once resolved, the comment thread is no longer accessible directly on the spreadsheet, but remains visible in the Comments panel; resolved threads are identified by a (check) icon.

To reopen a resolved comment thread, from the Comments panel, click the (ellipsis) icon for the relevant comment thread, then click Re-open this thread.

Use a spreadsheet’s chatter thread

Whereas comments on specific spreadsheet cells are suited for discussions about specific elements of a spreadsheet, a spreadsheet’s chatter thread allows for a more general discussion.

To access the chatter thread of a spreadsheet:

1. With the Documents app open, navigate to the folder or section where the spreadsheet is saved.

2. Select the (List) view in the upper-right corner.

3. Select the relevant spreadsheet, then click the (Info & tags) button in the upper-right corner next to the view selector. Alternatively, with the spreadsheet selected, click the Action button, then select (Info & tags).

The spreadsheet’s chatter thread opens on the right of the screen, below the spreadsheet’s details panel.