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Forward Odoo Notifications

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Jonas Temple

What does everyone here do when someone leaves the company and that user is still getting external messages from customers/vendors/etc?  Is it possible to forward a user's notifications to another user without having to manually add the other user as a follower to the documents that the former employee was getting?

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Either you can archive that user to avoid notification or you can change only email of that user, user related partner and employee to get email on new email.

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Ray Carnes (ray)
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The process to off board a User will depend on which Apps you have installed as well as your Human Resources process for separating an Employee.


Background:

When a User (res.users model/document) is created, Odoo creates a Contact (res.partner model/document).

If you are using the Employee App, you would also normally create an Employee (hr.employee model/document).

Depending on other Apps installed, you may have many other documents linked to the User, Contact and/or Employee.


Steps:

1. The User gives access to logging in, so archiving that record is the first step. 

Note: Doing this frees up a slot for another User to be created without you needing to acquire an additional User license so we recommend doing this every time someone leaves and no longer needs login access to Odoo. All documents created by them will remain unchanged and still linked to them. Their name will no longer show in the selection drop down to be assigned to new documents.

2. You can find out which other documents are linked to Users by using the following Filter in the Settings --> Technical --> Database Structure --> Fields Menu (you will need Developer Mode to access this Menu):

You can then group by Model and see some of the common related documents that get assigned to Users:

The most common way a User is related to another Document is via the user_id field (one User) or user_ids field (one or more Users) in documents such as:

  • the Salesperson for a Customer or Vendor Contact
  • the Salesperson for a Lead/Opportunity
  • the Responsible (User) for a Budget
  • the User linked to an Employee
  • the Project Manager for a Project
  • the Responsible (User) for a Quality Check
  • the Approved by (User) for an ECO

By reviewing the list, you can understand if any documents linked to the User you archived need to be reassigned to others. Note that you do not have to change any historic documents (they can stay linked to the archived User) or any documents that don't need to be actively worked on by others.

Example: Only Purchase Orders that are not yet confirmed may need to be reassigned.

3. The second most common way a User is related to another Document is via the activity_user_id which is used when Activities are assigned.

You can actually review all uncompleted Activities in Odoo via the Settings --> Technical --> Discuss --> Activities Menu.

Use the following Custom Filter to find Activities Assigned to the User you archived:

You can then reassign them to other Users by opening then, or exporting and re-importing them.


4. You then repeat this same process for the Contact (res.partner) and Employee (hr.employee) records - which you may archive at different times.

Example: If you still have to conduct an Exit Interview with the Employee, you may elect to archive the Employee record after that is complete. If you still have to pay the Employee reimbursement for Expenses you may elect to archive the Contact record after that is complete.


Conclusion:

By reviewing the list of related documents that Users, Contacts and Employees are linked to (and updating this as you add new Apps) you can maintain a list of what does and does not need to be updated when an Employee leaves.



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