Share files and folders

Quick summary: Open the sharing window for the file or folder, choose who can use it and what they can do, then send an invitation or copy its link.

Before you start

Apps

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

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• Documents

You need edit permission on every file or folder whose sharing settings you change. Check the contents before sharing a folder with a customer.

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Choose the access method

Method	When to use it
Invite a coworker or existing portal user	Give a named account Viewer or Editor access. Access through link can remain None when access is limited to these accounts.
Share a link with a customer without an account	Enable Access through link. Anyone holding the link can use the access it grants.
Invite a customer to the portal first	Use an account for ongoing access to shared files and folders. Follow Invite a customer to the portal, then add that same contact in the sharing window.

Viewer lets the recipient view and download files. Editor also allows changes; on a folder, it permits adding, modifying, and deleting files. For a single missing file, use a document request instead of giving edit access to a whole folder.

Caution

Setting Access through link to Viewer or Editor allows access through a forwarded link as well. Setting it to Editor can also raise the effective permissions of people who otherwise have view access. Use Viewer when recipients only need to read or download.

Share one file

Open Documents in Odoo

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

Forget addressCancelSave

1. Open the file in Documents and click Share in the top bar.
2. Check General Access:
   • Internal users controls general access for employees.
   • Access through link controls access using the sharing link. Set it to Viewer for a customer without an account, or leave it at None for account-only access.
   • When link access is enabled, Discoverable > Yes lets the item appear when browsing an accessible folder. No means the direct link is needed for link-based access.
3. Click Save if you changed the general access settings. The sharing window reopens with the saved permissions.
4. In Add people or email addresses, select the contact or enter their email address. Select Role > Viewer or Editor and keep Notify enabled to send an invitation email. Click Share.
5. Alternatively, use Copy Links after saving permissions and send the link through your usual communication channel. Copying a link alone does not change access or send an email.

If Odoo warns that external sharing is disabled for a contact without an account, choose an access method before sending: invite them to the portal for account-only access, or enable link access for the no-login method.

Share a whole folder from list view

1. In Documents, open the parent folder containing the folder you want to share. For a top-level folder, choose Company or My Drive as appropriate.
2. Switch to list view with the view button at the upper right. Find the folder’s row. Opening the folder itself shows its contents, so return to its parent if the row is missing.
3. Tick the checkbox on the folder row, then click Share in the selection toolbar. You can also use the share icon that appears at the end of the row when you hover over it.
4. In the sharing window, follow the same access, recipient, role, and notification steps as for one file. Save any general-access changes before copying the link.
5. Ask the recipient to open the folder link and verify the intended files are visible.

Tip

List view makes it easy to select a folder or several folders. For one folder, you can also select it in the tree on the left, open the gear/actions menu above the tree, and choose Share.

Folder permission changes can apply to its files and subfolders. Adding a named recipient to a folder also grants access to its contents. Review the whole folder before inviting them; previously restricted content may become accessible. Recipients see only items their resulting permissions allow them to open, and hidden items may require their own direct link.

A folder link opens the shared folder for the recipient. Existing portal users can also sign in, open My Account, and choose Documents to find folders and files shared with their account. A portal invitation by itself does not share a Documents folder.

Change or end access

Reopen Share, then find the recipient under People with access. Change their role, use the calendar icon to set an expiration date, or remove them, then click Save. Set an individual expiration on one file or folder at a time.

Also check Internal users, Access through link, and other folder or file permissions. Removing a named recipient or letting their permission expire does not disable an enabled public link. To stop that link granting access, set Access through link > None and save.