How to Share Projects and Collaborate in Odoo 19: Complete Step by Step Guide
By Braincuber Team
Published on May 11, 2026
Effective project management is built on collaboration. Making sure that everyone gets access to the appropriate information at the appropriate time is crucial, whether you are working with internal teams or external stakeholders. The Share Project feature in the Odoo 19 Project module addresses this requirement for seamless collaboration. This complete tutorial walks you through sharing project data with partners and collaborators, configuring public read-only links, inviting portal users with specific access modes, sending email invitations, and managing followers to keep everyone aligned throughout the project lifecycle.
What You Will Learn:
- How to prepare a project for sharing by configuring visibility settings
- How to use the Share Project button to open the sharing wizard
- How to generate and use a public read-only link for external stakeholders
- How to add specific portal users as collaborators with tailored access modes
- How the three collaborator access modes (Read, Edit with Limited Access, Edit) work
- How to send email invitations to collaborators
- How to manage and verify project followers
Prerequisites
| Requirement | Details |
|---|---|
| Odoo 19 Instance | Access to a running Odoo 19 instance with the Project module installed and activated |
| Active Project | An existing project with tasks, stages, and workflow already set up |
| Portal Users | At least one portal user (external contact) configured in Odoo for testing collaborator invitations |
| Project Manager Rights | User account with project management privileges to access the Share Project feature |
Step 1: Enable Portal Visibility on Your Project
Before you can share a project with external collaborators, the project visibility must be set to allow portal user access. Navigate to the Project module from the main dashboard. Locate the project you want to share and click the three vertical dots icon on the project card. Select Settings from the dropdown menu to open the project detail view. Navigate to the Settings tab and change the Visibility field to Invited Portal Users and All Internal Users. This setting makes the project accessible to all internal employees while also enabling external sharing capabilities. Save the changes. The Share Project button now appears at the top of the project detail page.
Visibility Must Be Set Before Sharing
The Share Project button only appears when the visibility is set to Invited Portal Users and All Internal Users. If you do not see the button, double-check that this visibility level is selected and saved. At lower visibility levels (Invited Internal Users or All Internal Users), the sharing options remain hidden.
Step 2: Open the Share Project Wizard and Configure the Public Link
Click the Share Project button at the top of the project detail page. A pop-up window opens containing all sharing options. The Public Link is one of the main components of this window. External users receive read-only access to the project through this link, allowing them to see tasks and progress without making any changes. This is particularly useful when you want to share project status with clients, consultants, or upper management who need visibility but should not have editing rights. Copy the public link and share it directly with stakeholders via email or messaging platforms.
Share Project Workflow:
1. Navigate to Project module
2. Open the target project
3. Click "Share Project" button (top of page)
4. Copy the Public Link from the pop-up
5. Share link with stakeholders via email or chat
6. Recipients get read-only access - no login required (depending on portal config)
Public Link Is Strictly Read-Only
Anyone with the public link can view project tasks and progress but cannot make any changes. If you need to grant editing capabilities to external users, use the Collaborators section instead of the public link to assign specific access modes.
Step 3: Add Specific Collaborators with Access Modes
To add specific individuals as collaborators with tailored permissions, click the Add a Line button in the Share Project pop-up window. Select a portal user from the contact list. Use the Access Mode dropdown to define the appropriate level of access for that collaborator. Odoo 19 provides three distinct access modes that control exactly what external collaborators can see and do within the shared project. Add multiple collaborators as needed, each with their own access mode tailored to their role.
| Access Mode | Description | Best Used For |
|---|---|---|
| Read | View project tasks but cannot make any changes. Ideal for stakeholders who only need to monitor progress without direct contributions. | Clients, senior management, or consultants who need visibility into project status |
| Edit with Limited Access | View and edit only the tasks they follow in the Kanban view. Cannot modify unfollowed tasks. Provides a middle ground between read-only and full edit access. | External contractors or contributors managing specific deliverables within a project |
| Edit | View and edit all tasks in the Kanban view. Collaborators can freely choose which tasks to follow. The most permissive access level. | Close partners or external team members actively involved in full project management |
Select Portal User
Click "Add a Line" in the Share Project wizard. Select a portal user from the dropdown contact list who should receive project access.
Choose Access Mode
Use the Access Mode dropdown to select Read, Edit with Limited Access, or Edit based on the collaborator's role and responsibilities.
Repeat for Additional Collaborators
Add multiple collaborators using the same process, assigning appropriate access modes for each external partner involved in the project.
Step 4: Send Email Invitations to Collaborators
After adding collaborators and selecting their access modes, check the Send Invitation checkbox in the Share Project wizard. This option enables Odoo 19 to send an automated email to each collaborator containing their personalized access link. The email recipients can click the link in the message to access the project directly through the portal interface with the permissions you configured. After configuring all collaborators and invitations, click the Share Project button again to confirm and apply all sharing settings. The selected collaborators receive the access link and can interact with the project according to the permissions you specified.
Collaborator Invitation Steps:
1. In Share Project pop-up, click "Add a Line"
2. Select portal user from contact list
3. Choose Access Mode (Read / Edit with Limited Access / Edit)
4. Check "Send Invitation" checkbox
5. Click "Share Project" to confirm
6. Collaborators receive email with access link
7. Recipients click link to access project via portal
8. Project displays: "Project shared with your collaborators"
Invitations Are Optional But Recommended
You can share a project with collaborators without sending an email invitation by leaving the Send Invitation checkbox unchecked. However, sending the invitation is the most reliable way to ensure collaborators receive their access link and know they have been granted project access.
Step 5: Manage and Verify Project Followers
Odoo 19 provides an easy way to track who is actively following the project. Click the follower icon located in the lower right corner of the project interface. This icon displays the number of current followers. Clicking it opens a pop-up that lists all internal users and collaborators who are currently subscribed to project updates and notifications. This list helps project managers verify that all relevant team members and external collaborators are receiving timely updates throughout the project lifecycle. It also helps identify missing partners who should be added to ensure comprehensive communication.
Locate the Follower Icon
Look at the bottom right corner of the project detail page. The follower icon shows how many people are currently subscribed to project updates and notifications.
Review the Follower List
Click the icon to view the complete list of internal users and external collaborators currently following the project. All active subscribers appear here.
Add Missing Followers
Use the Add Followers button to add additional users who should receive project notifications but are currently missing from the subscriber list.
Internal User Followers
Employees with internal Odoo accounts who are added as followers receive project notifications directly within their Odoo dashboard and email, keeping them informed of task changes and updates.
Portal User Followers
External collaborators who are invited through the Share Project feature are automatically added as followers. They receive notifications through the portal interface and email based on their access mode.
Real-Time Notifications
Followers receive real-time updates when tasks are created, modified, or completed. This ensures everyone stays aligned with project progress without manual status check-ins.
Centralized Communication
The follower list consolidates all project participants in one view, making it easy for project managers to verify that communication is reaching the right people at all times.
Step 6: Test Collaborator Access from the Portal
After sharing the project, log in as a portal user to verify that the access configuration works correctly. Open a new browser session or incognito window and log in using the portal user credentials. Navigate to the portal dashboard and select the Projects section. The shared project appears in the project list. Click on the project to access its tasks. Depending on the access mode assigned, the portal user can view tasks, edit followed tasks, create new tasks, or simply view progress with no edit capability. Verify that the experience matches the intended access level before directing external collaborators to use the system.
Read Access Verification
Portal users with Read access see the full task list with assignee names and time spent. The Edit and Create buttons are absent. They cannot modify existing tasks or create new ones.
Edit Access Verification
Portal users with Edit or Edit with Limited Access see the Kanban view toggle, can create tasks, modify task details, change statuses, and edit descriptions. Full Edit users can modify all tasks while Limited Edit users can only modify tasks they follow.
Portal User Verification:
1. Open incognito/private browser window
2. Log in as portal user
3. Navigate to portal > Projects
4. Locate shared project in the list
5. Open project to view tasks
6. Check if Edit/Create buttons are visible:
- Read mode: No edit capability
- Edit Limited: Can edit followed tasks only
- Edit: Full task management
7. Confirm Kanban view toggle works for Edit modes
8. Create a test task to verify permissions
Frequently Asked Questions
Does the Share Project button appear on all Odoo 19 projects?
No. The Share Project button only appears when the project visibility is set to Invited Portal Users and All Internal Users. If your project is set to Invited Internal Users or All Internal Users, the button remains hidden.
Can I share a project with someone who is not a portal user?
Yes, use the Public Link option in the Share Project pop-up. Anyone with this URL can view the project in read-only mode without needing a portal account. For editing access, the user must be configured as a portal user in Odoo first.
What happens when I change a collaborator's access mode after sharing?
Changes to a collaborator's access mode take effect immediately. You do not need to reshare the project. The collaborator's next interaction with the project reflects the new permissions. For example, switching from Read to Edit instantly grants editing capabilities.
How do I stop sharing a project with a specific collaborator?
Open the Share Project pop-up again, locate the collaborator in the list, and remove them using the delete icon. The collaborator loses access to the project immediately and can no longer view or interact with any tasks.
Can collaborators see project subtasks in Odoo 19 portal?
Yes, collaborators with Edit or Edit with Limited Access can view and manage subtasks within the project. Read-only users can see subtask names and statuses but cannot modify them. Subtask visibility follows the same access rules as parent tasks.
Need Help with Odoo 19 Project Collaboration?
Our Odoo experts can help you configure project sharing, portal collaborator access, and custom collaboration workflows tailored to your team structure and external partner engagement needs.