29. Databases App (Enterprise)

The Databases app is an Enterprise module designed for Odoo Partners and Accounting Firms who manage multiple client Odoo databases. It provides a centralized dashboard to monitor KPIs, synchronize data, and manage user access across a fleet of Odoo instances.

Enterprise Only

This module requires an Odoo Enterprise license (OEEL-1). It depends on the Project module.

Who Should Use This Module?

User Type	Primary Use Case
Accounting Firms	Monitor draft entries, tax returns, and documents across 50-500+ client databases
Odoo Partners	Track client implementations, manage consultant access to databases
MSPs	Centralized monitoring and mass user management
Holding Companies	Unified view of subsidiary databases

Key Features

• Centralized Dashboard: View all client databases in one list with KPI columns
• Auto-Discovery: Automatically fetch SaaS databases from your Odoo.com account
• KPI Synchronization: Pull documents count, draft entries, and tax return statuses
• User Management: Invite or remove users across multiple databases at once
• SSO Connect: One-click login to SaaS databases via Odoo.com

Initial Setup

Step 1: Install the Module

The module is available in Enterprise under Apps. Search for "Databases" and install it.

Step 2: Configure Odoo.com API Credentials

For automatic SaaS database discovery, you need API credentials:

1. Go to Databases > Configuration > Settings
2. Find the "API credentials to Odoo.com" section

Field	Where to Get It
API User	Your Odoo.com login email (Partner Portal admin)
API Key	Generate at odoo.com/my/security under "Developer API Keys"

Important

The API user must be the Partner Portal administrator with access to client databases on Odoo.com. Regular users cannot list databases.

Step 3: Configure Project Template (Optional)

New databases created from synchronization use a template:

1. Go to Databases > Configuration > Settings
2. Select or create a Project Template
3. Configure default settings like:
   • Fetch Documents (enabled by default)
   • Fetch Draft Journal Entries (enabled by default)
   • Fetch Tax Returns (enabled by default)

Hosting Types

Each database has a hosting type that determines how it connects:

Type	Description	Auto-Discovery	Credentials Needed
Odoo Online	Databases on *.odoo.com	Yes	Uses global Odoo.com API key
Odoo.sh	Databases on Odoo.sh platform	No	Per-database API key
On Premise	Self-hosted Odoo instances	No	Per-database API key
Outside Odoo	Non-Odoo systems (link only)	No	None (URL only)

Synchronization

What Gets Synchronized

From Odoo.com (SaaS Discovery)

• Database name and URL
• API login (your email)
• Odoo version

From Each Database (KPI Sync)

Data	Source Model	Description
Documents	kpi.provider	Count of documents in inbox folder
Draft Entries	kpi.provider	Draft journal entries per journal type
Tax Returns	kpi.provider	Tax return statuses with deadlines
Users	res.users	Internal users with last login date
Version	/json/version	Database Odoo version

Tax Return Status Indicators

Status	Icon	Meaning
late	Red	Return is past deadline
longterm	White	Deadline is more than 3 months away
to_do	Yellow	Deadline is within 3 months
to_submit	Green/White	Ready but needs submission action
done	Green	All returns completed

How to Synchronize

Manual Synchronization

1. All Databases: Click the "Synchronize" button in the list view header
2. Selected Databases: Select rows, then use the "Synchronize" action
3. Single Database: Open database settings, click "Synchronize" button

Automatic Synchronization (Crons)

Two scheduled actions run daily:

Cron	Purpose
Pull from Odoo.com	Fetches new/updated databases from your Odoo.com account
Synchronize All	Pulls KPIs and users from each database

Sync Frequency

• Databases are only synced if last sync was more than 24 hours ago
• Databases with 5+ consecutive errors are skipped
• More than 20 databases triggers background processing

Adding Databases Manually

For On-Premise or Odoo.sh Databases

1. Click New in the Databases list
2. Fill in basic project info (name, responsible)
3. Go to the Database tab
4. Configure:

Field	Description
Hosting	Select "On Premise" or "Odoo.sh"
Database URL	Full URL (e.g., https://client.example.com)
Database Name	PostgreSQL database name
API Login	Admin user's email on the remote database
API Key	Generated from that user's profile

Generating an API Key on Remote Database

On the client's database:

1. Login as the admin user
2. Go to Settings > Users & Companies > Users
3. Open the admin user's profile
4. Click Action > Generate API Key
5. Copy the key (it's only shown once)

API Key Permissions

The remote user needs sufficient permissions to:

• Read res.users (for user sync)
• Call kpi.provider.get_kpi_summary() (for KPIs)
• Call res.users.web_create_users() (for inviting users)

User Management

Inviting Users to Multiple Databases

1. Select databases in list view (or open a single database)
2. Click Invite Users action
3. Select local users from your Odoo instance
4. Click Invite

What happens:

• System calls res.users/web_create_users on each remote database
• Creates accounts with the same email as login
• Password reset emails are NOT sent (no_reset_password=True)

User Matching

Users are matched by email/login. Ensure your local users have the same email addresses they'll use on client databases.

Removing Users from Databases

1. Select databases or open a single database
2. Click Remove Users action
3. Select users to remove
4. Click Remove

What happens:

• System searches for users by login on remote database
• Sets active = False (deactivates, doesn't delete)
• Removes from local tracking

User List in Database Settings

Each database shows its users in the Database tab under "User Management":

• Name and login
• Last authentication date
• Link to local user (if matching email exists)
• Trash icon to remove individual users

Connecting to a Database

Click the Connect button on any database row to open it:

Hosting Type	Connection Method
Odoo Online	SSO via Odoo.com (redirects to /my/databases/connect/{uuid})
On Premise (17.2+)	Opens {url}/odoo
On Premise (older)	Opens {url}/web
Outside Odoo	Opens the stored URL directly

Security Model

User Groups

Group	Access Level
Databases User	View databases where they have an account
Databases Administrator	View all databases, manage settings, see API keys

Record Rules

• Users see only databases where their login matches a databases.user record
• Administrators see all databases with a hosting type set
• Regular Project Managers cannot see database-type projects

Field Visibility

Field	Visible To
database_api_login	Databases User and above
database_api_key	Databases Administrator only

Troubleshooting

Common Error Messages

Error	Cause	Solution
"We are missing the database name, the api login or the api key"	Incomplete credentials	Fill all required fields in Database tab
"Invalid apikey"	Wrong Odoo.com API key	Regenerate at odoo.com/my/security
"Timeout"	Database unreachable or slow	Check network, verify URL is correct
"As it seems to be configured we have left it as is"	On-premise DB also found in SaaS list	Normal behavior - your credentials are preserved

Database Not Syncing

Check the database_nb_synchro_errors field:

• After 5 consecutive errors, the cron skips the database
• Fix the underlying issue (credentials, network, permissions)
• Reset the error count by successfully syncing manually

Users Not Appearing

Ensure the remote database user has permission to read res.users. The API call filters for share=False (internal users only).

Limitations

Technical Limitations

Limitation	Details
kpi.provider required	Remote database needs this model (available in base_setup since Odoo 16)
API permissions	Remote user needs access to create/deactivate users for user management
JSON API fallback	Falls back to XML-RPC if /json/2/ endpoints unavailable
15-second timeout	API calls timeout after 15 seconds

Functional Limitations

Limitation	Details
Odoo only	Cannot sync KPIs from non-Odoo systems
One-way sync	Only pulls data, doesn't push changes
Email matching	Users matched by email only
Daily sync limit	Cron only syncs databases once per 24 hours
Immediate sync limit	More than 20 databases runs in background

Data Model

project.project (extended)
├── database_hosting: Selection (saas/paas/premise/other)
├── database_url: Char (unique, required if hosting set)
├── database_name: Char
├── database_version: Char
├── database_api_login: Char
├── database_api_key: Char (managers only)
├── database_kpi_properties: Properties (dynamic KPIs)
├── database_user_ids: One2many → databases.user
│   ├── login: Char
│   ├── name: Char
│   ├── latest_authentication: Datetime
│   └── local_user_id: Many2one → res.users (computed)
├── database_nb_documents: Integer
├── database_nb_users: Integer (computed)
├── database_last_synchro: Datetime
└── database_nb_synchro_errors: Integer

Best Practices

1. Use Templates: Configure fetch settings in the project template so all new databases inherit them

2. Let Crons Handle Sync: Rely on daily automated synchronization rather than manual syncing

3. Consistent Emails: Ensure consultant emails match between your central instance and client databases

4. Rotate API Keys: Periodically rotate API keys for security, especially for on-premise databases

5. Monitor Error Counts: Check databases with high error counts and investigate

6. Use Tags: Tag databases by consultant, industry, or status for easy filtering

7. Limit Manual Access: Use the Databases app to connect rather than bookmarking URLs - it ensures proper SSO flow

Example Workflows

Daily Monitoring for Accounting Firms

1. Open the Databases app each morning
2. Review KPI columns for yellow/red indicators
3. Click on databases with pending items
4. Use "Connect" to access the client database
5. Handle documents, draft entries, or tax returns

Onboarding a New Consultant

1. Create a local user for the consultant
2. Select relevant client databases in the list
3. Click Invite Users
4. Select the new consultant
5. Consultant now has accounts on all selected databases

Offboarding a Consultant

1. Open any database's form view
2. Go to Database tab > User Management
3. Find the consultant and click the trash icon
4. Confirm removal from all databases where they appear

Adding a New On-Premise Client

1. Get API credentials from the client's database:
   • Generate API key from admin user profile
   • Note the database name and URL
2. Create new database from template
3. Fill in credentials in Database tab
4. Click Synchronize to pull initial data