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How to connect between contact, employee, and users?

user contact Employee Recruitment

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Dimas Aditya Kristianto

When we create a new employee, odoo will create a new contact

when we create a new user, odoo will also create a new contact

I usually create an employee from a user to make the contact created when we create a new user connect to the employee.

But my client didn't know this and just used odoo “according” to their company SOP. I mean, after the interview process is done, HR will create a new employee from the recruitment menu. And when the employee needs an odoo user, I am responsible for creating the account.

This has already happened, and the database now has two contacts with the same name. One is connected to the employee, the other is connected to the user.

This becomes a problem when HR wants to update the employee's private information. when HR updates the “work email”, the “private email” is also edited.

Is there a way to connect contacts so that employee data that has been created from recruitment, applies the same as employees created from users so that there is only one contact? or at least work email and personal email are different.

Cybrosys Techno Solutions Pvt.Ltd

Hi,

In Odoo, an employee can be linked to a contact and a user. Additionally, personal and work email addresses can be managed separately. The personal email is usually set during the recruitment stage and stored in the contact record, while the work email can be defined in the Employee form or the related User form.

1. Create an employee from the Recruitment or Employees module.

Example:

From the Recruitment Module:

When you click the 'Create Employee' button, a form view of the employee opens. The default data is fetched from the Recruitment module, and a contact is automatically assigned to the employee.

If you want to link the employee to a user, there's a 'Related User' field in the Settings tab of the employee form view. If the user already exists, select them in that field. If you need to create a new user, click the 'Create a User' button next to the field.When you click the 'Create a User' button, a user form view opens. Enter the required data and save. The employee will then be linked to both the user and the contact

Hope it helps

Ray Carnes (ray)

Odoo 18.0

If you create a User from the Users Menu, a new Contact will be created.

If you create a User from the Employee record (via the Settings tab) no new Contact will be created:

If at any time you want to merge two Contacts that represent the same User/Employee, select them both and from the Actions Menu, choose Merge:

Dimas Aditya Kristianto

Autor

Sorry. I forgot to mention that I use odoo 16

econodoo, Econ Odoo

The client way should be the right way right? Not all employee will need a user as users is costly with license.

It's simple to add a create users to the employees module (i think i saw some module to do this or it'd be simple to make a button with some code to do so).

Manually, you can also create a user the way you would and then change the partner_id of the users. Or if you duplicate from an existing users, I think you can change the partner_id right away.

Dimas Aditya Kristianto

Autor

I agree that the client way is the right way. I just confuse. why odoo provide "Create Employee" in the user menu since HR already create the employee from the recruitment? why private mail connected to the work mail?

it doesn't make sense to me or my client

as to changing the partner_id in the existing users. by default, it's only readonly. As developer, we can make it editable. I just don't know is it safe or not

econodoo, Econ Odoo

I'm not Mr. Fabrien and I can't give you the definate answer on why it is so. But from my experience, HR is not the first module we'd focus on implementing and therefore, a lot of users will be created before the HR module is even installed, many of them will be high level stake holders so giving you a feature to seemlessly turn the users into employees make sense.

I didn't have any problems with private email and work email. I believe that Odoo has only one email field (I don't have the code handy now to check). I think I used to have problems when I sell items to employees and Odoo have problems of having both an internal users who is a customer. But a user and an employee can be of no problem at all. All of them should relate to the same contact (partner_id)

For the users, I believe that as long as you have 1 user -> 1 partner, it shouldn't be a problem at all. You're right in taking caution here as if 2 users using 1 partner, there'd be a problem maybe when 1 of them request a password change.

Dimas Aditya Kristianto

Autor

Sorry if my sentence looks like I'm demanding you to know.

Yes, HR is also not the first module we focus on implementing. The business is already running, the customized modules are already in use, and now they are asking me questions about HR that I don't know the answers to even after reading the documentation or watching the tutorial videos. I told them that I will give the answer at the next meeting

my client is a company which have a lot of employee but also not fully using odoo. So work contact and private contact is crucial because most of the employee still contact using third party messenger app.

I will try your advice in my local before the next meeting for better understanding

Thank you

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