Table of Contents

  1. Introduction

  2. Overview of the Dolibarr Project Module

  3. Understanding External Users in Dolibarr

  4. Use Cases for External Project Access

  5. Risks and Benefits of Granting Access

  6. Creating External Users in Dolibarr

  7. Assigning Roles and Permissions

  8. Limiting Access with Groups and Permissions

  9. Associating External Users with Projects

  10. Managing Access to Tasks and Documents

  11. Using the Public Interface and Extranet Options

  12. Advanced Configuration and Custom Modules

  13. Monitoring and Auditing External User Activity

  14. Best Practices for External Collaboration

  15. Common Pitfalls and How to Avoid Them

  16. Summary and Recommendations

1. Introduction

Dolibarr ERP & CRM is an open-source business suite that includes a powerful project management module. While it was initially designed for internal business processes, many companies now collaborate with external stakeholders such as clients, freelancers, and contractors. Allowing these external users controlled access to project-related data within Dolibarr can improve transparency, communication, and efficiency—when done securely.

This article provides a comprehensive guide on how to configure Dolibarr to grant access to projects for external users. We will explore different configuration options, permissions management, security implications, and practical examples to ensure an effective and safe collaboration environment.

2. Overview of the Dolibarr Project Module

The Project module in Dolibarr enables organizations to:

  • Create and manage projects

  • Assign tasks and deadlines

  • Track time spent on tasks

  • Attach documents and notes

  • Monitor progress and budgets

Projects can be linked to third parties (clients, vendors) and are highly integrated with other modules such as Invoices, Proposals, and Tickets.

3. Understanding External Users in Dolibarr

External users in Dolibarr are usually third parties (clients, suppliers, partners) that need limited access to specific data, typically via the extranet or limited user profiles.

Dolibarr allows for the creation of two broad types of users:

  • Internal users: Employees or team members with full access

  • External users: Associated with a third party (company) and given restricted access rights

External users can be created with constraints to limit visibility to their own data or assigned projects.

4. Use Cases for External Project Access

Examples of business scenarios that benefit from giving project access to external users include:

  • Clients tracking project milestones and delivery

  • Freelancers logging time on tasks

  • Contractors uploading reports and deliverables

  • Partners managing shared initiatives or collaborations

Allowing controlled access can streamline communication, reduce back-and-forth, and improve satisfaction.

5. Risks and Benefits of Granting Access

Benefits:

  • Reduces reliance on email communication

  • Centralizes project information

  • Enhances transparency and client satisfaction

  • Improves task tracking and accountability

Risks:

  • Potential data leakage if permissions are poorly configured

  • Unintended access to other projects or third-party data

  • Increased complexity in managing users and rights

Security and permission configuration are critical.

6. Creating External Users in Dolibarr

To create an external user:

  1. Go to "Third Parties" and create or select a company

  2. Under that company, add a new contact

  3. Click "Create Dolibarr User from Contact"

  4. Select user type: external user

  5. Configure username, password, and email

This ensures the user is linked to their organization and isolated from others.

7. Assigning Roles and Permissions

Once the user is created:

  • Go to "Users & Groups"

  • Create a group specifically for external users

  • Assign only essential modules: Projects, Tasks (read or write depending on need)

  • Link the external user to this group

This allows centralized management of permissions per group.

8. Limiting Access with Groups and Permissions

Use the permission system to:

  • Grant only "Read" access to project lists

  • Allow editing or creating tasks only if necessary

  • Disable access to unrelated modules like HR, Finance

  • Ensure the group is not allowed to see other third-party information

Permissions can also be refined using the Advanced Permissions module.

9. Associating External Users with Projects

To link external users to projects:

  • Edit the project

  • Go to the "Contacts/Addresses" tab

  • Add the external user as a "Project Viewer" or "Project Participant"

This ensures visibility and interaction is limited to assigned projects only.

10. Managing Access to Tasks and Documents

Dolibarr allows control at the task level:

  • Assign tasks to external users

  • Allow them to log time or add comments

  • Restrict document upload/download based on roles

Ensure that document access is project-scoped, and confidential data is tagged appropriately.

11. Using the Public Interface and Extranet Options

Dolibarr supports an extranet feature:

  • External users can log in via a simplified interface

  • Fewer menus and modules are visible

  • More user-friendly for non-technical partners

This option can be enabled per user or group.

12. Advanced Configuration and Custom Modules

Some businesses may require:

  • Custom dashboards for external users

  • Notifications or alerts

  • Time logging modules tailored to external roles

  • Public project views with restricted access

Third-party modules from Dolistore or custom development can help meet specific needs.

13. Monitoring and Auditing External User Activity

Regular monitoring is essential:

  • Use audit logs to track logins, document access, and changes

  • Review permissions regularly

  • Remove access for users no longer active

Security and accountability go hand-in-hand.

14. Best Practices for External Collaboration

  • Always create separate user groups for external users

  • Use project-specific assignments to limit visibility

  • Educate external users on how to use the platform

  • Use clear naming conventions for projects and tasks

  • Monitor access logs and adjust rights as needed

15. Common Pitfalls and How to Avoid Them

Pitfall: Giving external users default internal user rights Solution: Always select "External User" when creating accounts

Pitfall: External users accessing unrelated data Solution: Use project contact assignment and advanced permissions

Pitfall: Forgotten inactive accounts Solution: Schedule periodic user reviews and cleanup

16. Summary and Recommendations

Granting project access to external users in Dolibarr can provide immense value in terms of collaboration and efficiency. However, it must be handled with care to avoid compromising data security.

By using the third-party and user modules in tandem, assigning precise permissions, and limiting scope using project-level contacts, administrators can create a secure and efficient collaboration environment.

Proper onboarding, user group configuration, and regular audits are essential. With careful planning and execution, Dolibarr can serve as a powerful platform not only for internal project management but also for seamless collaboration with the external world.