Hi,

To configure project privacy in Odoo, create a custom group (e.g., "Project User - Limited Access") inheriting from "Project / User" to grant basic project rights. Configure model access rights for this group, enabling read, create, and write access to Project, Task, Project Stage, and Project Update models. Then, create record rules for the Project and Task models, using domain filters to restrict users to seeing only projects where they are the project manager or a follower, and tasks assigned to them or where they are a follower.

Assign users to the custom group and remove them from the Administrator and standard "Project / User" groups. This setup balances the ability to create projects and tasks with restricted visibility, ensuring users only see projects they are involved in.

Hope it helps

How to allow the regular project User group to create project:

For the below steps we are using Odoo 19 Enterprise with demo data Mitchell Admin is acting as Admin and Marc Demo as a regular user.

Step 1) Go into the General Settings and Activate Developer mode.

Step 2) Then select Users & Companies --> Groups as shown in the screenshot below:

Step 3) Select the record “User”:

Step 4) Go into the form view of the selected Project User record from the previous step:

Step 5) Now select the Access Rights tab and give "Create Access" to the line with Project as its Model as shown below (also add "Write Access" if you want the user to have access to editing project fields):

Alternatively do the above steps you can make a new User group for Project and allow this field.

How to make projects visible only when following or created:

Ensure we have enabled developer mode as per step 1 of the previous solution.

Step 1) Click the project app and Configuration -> Projects:

Step 2) Then click one of the projects in the resulting list, we selected Renovations in these steps.

Step 3) Next click the settings tab and you should see similar to the following:

For the Visibility field you are selecting either “All internal users” or “All internal users and invited portal users” and so to hide this project you should select “Invited internal users” or “Invited internal and portal users”

Step 4) Confirm and save your change of setting to “invited internal and portal users”:

After completing the above step 4 you should confirm that regular user, for us Marc Demo, can no longer see the Renovations project as they are not a follower. 

The remaining steps show how to make this the default visibility setting for new projects going forward.

Step 5) Click the debugging icon in the top menu and then select “Set Default Values” as shown in screenshot below:

Step 6) The following popup should be shown:

Step 7) Fill it out as follows in the screenshot below and press “Save Default”

Step 8) Confirm that was saved correctly by creating a project from admin, in our case Mitchell Admin, and checking that regular uninvited user does not have visibility for this project.

Hi Pedro Lopez,

Use Record Rules instead of group-based access

1. Keep users in the "User: All Documents" group (or create a custom group with project creation rights)

2. Create a record rule on the project.project model:

   • Domain: ['|', ('user_id', '=', user.id), ('message_partner_ids', 'in', user.partner_id.id)]
   • Apply on Read: Yes

   • This ensures users see only:

     • Projects they created (user_id)
     • Projects they're followers/members of (message_partner_ids)

you could try and make a group for this users with a record rule so they can only see or access a field where you assign users