User administration

Table of contents

Introduction

In order to be able to log in to Ongoing, you need a user account. In this article we describe how the administrator of the system can create and maintain the user accounts.

Permission levels

Each user has a permission level, which corresponds to the role the user has:

Permission level name (English)Permission level name (Swedish)Description
Administrator Administratör Has the highest level of access. They have access to all parts of the system and may change all settings.
Warehouse user Lagerarbetare Intended for people who work at the warehouse, but who don't need full administrator access. They are able to receive goods, make outbound deliveries, and so on.
Customer Kund Intended for customers of the warehouse. Able to create new orders, and view the state of current orders and the stock balances. They are not able to affect the stock balances nor change settings.
SOAP user SOAP-användare The only type of user which has access to Ongoing's Application Programming Interface (API). Note that this user is not maintained in Settings ⇒ Users, but rather in Settings ⇒ API for goods owners. Read more in our article API access.
Reseller Återförsäljare Similar to a Customer user, but is very restricted in what it is allowed to do. This type of user may only create orders which are to be delivered to himself, and also view his own orders. Intended for use in situations where a warehouse customer wants to delegate the responsibility for placing orders to other people (i.e. resellers). Note that a reseller user can only have access to 1 goods owner.
Supplier Leverantör Similar to a Customer user, but is very restricted in what it is allowed to do. This type of user may only create inorders.
Dashboard Dashboard A special kind of user only used when you want to permanently display a dashboard on a screen in your warehouse.

Menus

Apart from the permission level, each user also has a certain menu. The menu determines which pages a user is allowed to see. Below is a list of all standard menus. If you want to know which pages are available in each standard menu, click here. It is possible to create new, custom menus as well.

Menu name (English)Menu name (Swedish)Applicable for permission levelDescription
Administrator Administratör Administrator The only menu available for administrators. Gives full access to the system.
Warehouse No Economy Lager Ingen Ekonomi Warehouse user The only menu available for warehouse users. Gives access to the functions which a warehouse worker needs in his day-to-day job.
Customer Kund Customer The default menu for customers. Allows them to create and view orders, check stock balances and handle the article registry.
Customer With InOrder Kund utökad Customer Similar to the above Customer menu, but also allows customers to create and view inorders.
Reseller Återförsäljare Reseller Only gives access to view orders, create new orders and view which articles which can be ordered.
Supplier Leverantör Supplier Only gives access to create and view inorders.

Creating a new user

If you are an administrator and wish to create a new user, go to Settings ⇒ Users:

Then fill in the form. Below is an example of how you would create a new warehouse user called Johnny, who has access to the goods owners "ABC Computers" and "E-commerce".

Field nameMandatoryDescription
User Name Yes The user name.
Password Yes The password. If you click on "Generate", the system will automatically choose a password.
Permission level Yes The user's permission level, as discussed above.
Menu Yes The user's menu, as discussed above.
Default goods owner Yes Which goods owner is automatically chosen when the user logs in.
Language Yes Which language the user wants to view the system in.
Email No The user's email address.
Telephone No The user's telephone number.
Is read only No If a user is read-only, he will not be able to create new orders or inorders.
Send user credentials to user name No If you have checked this box and then press Create or Update, then the system will automatically mail the user's username, password, and a link to the system's login page to the user's email address.
Goods owner box Yes Here you must select which goods owners the user should have access to. If you select "All goods owners", then the user will have access to all goods owners.
IP filter No Allows you to select which IP range the user is allowed to log in from. For instance, you might wish to make sure that when administrators and warehouse workers log in, they are coming from your own network.
Warehouses box No Allows you to select which warehouses the user has access to. Only applicable if your system has more than one warehouse. If a warehouse worker doesn't have access to a particular warehouse, he will be unable to move goods to that warehouse.

Editing and deleting users

After a user has been created, you may wish to change some of its information (such as the password or email address), or even remove the user entirely. If you go to Settings ⇒ Users, the user should appear in the table at the bottom of the list:

To edit a user, click on the Edit icon to the right:

You can now change all the info on the user, like described above in Creating a new user. Finish by pressing Update or Delete:

Available pages in each menu

As described above, each user has a certain menu. The menu gives the user access to a selection of pages in the system.

Below is a list of all pages in the system, and which standard menus have access to each page. Note that there may be slight differences in your system if you have asked Ongoing for customizations to the menus.

Section Page name (English) Page name (Swedish) Administrator Warehouse No Economy Customer Customer With InOrder Reseller Supplier
Order Create Order Skapa Order Yes Yes Yes Yes Yes No
Order Orderable Articles Beställbara artiklar Yes Yes Yes Yes Yes No
Order Order List Orderlista Yes Yes Yes Yes Yes No
Order Create Inorder Skapa Inköpsorder Yes Yes No Yes No Yes
Order Inorder List Inköpsorderlista Yes Yes No Yes No Yes
Order Customer Kunder Yes Yes Yes Yes No No
Order Suppliers Leverantörer Yes Yes No Yes No No
Warehouse Receive Goods Inleverans Yes Yes No No No No
Warehouse Deliver Utleverans Yes Yes No No No No
Warehouse Pick Orders Plockuppdrag Yes No No No No No
Warehouse Return Orders Returordrar Yes No No No No No
Warehouse Update Goods Info Uppdatera Godsinfo Yes Yes No No No No
Warehouse Articles Artiklar Yes Yes No Yes No No
Warehouse Stock-taking Inventeringsjusteringar Yes No No No No No
Warehouse Stock Movement Lagerflytt Yes Yes No No No No
Warehouse Movement Orders Flyttuppdrag Yes Yes No No No No
Warehouse Warehouse Map Lagerkarta Yes Yes No Yes No No
Economy Price list Prislista Yes No No No No No
Economy Invoice Fakturor Yes No No No No No
Economy Invoicing Overview Faktureringsöversikt Yes No No No No No
Economy Debit Debitera Yes No No No No No
Economy Invoiced / Month Fakturerat / Månad Yes No No No No No
Goods Flow Goods Transactions Lagertransaktioner Yes Yes No Yes No No
Goods Flow Received Goods Mottaget Gods Yes Yes Yes Yes No No
Goods Flow Delivered Goods Levererat Gods Yes Yes Yes Yes No No
Goods Flow Inventory Adjustments Inventeringsjusteringar Yes Yes No Yes No No
Goods Flow All Goods Allt Gods Yes Yes Yes Yes No No
Goods Flow Order rows Orderrader Yes Yes Yes Yes No No
Goods Flow Goods in Stock Gods i Lager Yes Yes Yes Yes No No
Goods Flow Goods / Stock Location Gods / Lagerplats Yes Yes Yes Yes No No
Statistics Stock Turnover Lageromsättning Yes Yes Yes Yes No No
Statistics Warehouse Statistics Lagerstatistik Yes No No No No No
Statistics Warehouse Statistics / Day Lagerstatistik / Dag Yes No No No No No
Statistics Statistics / Month Statistik / Månad Yes No No No No No
Statistics Statistics / Goods owner Statistik / Godsägare Yes No No No No No
Statistics Degree of Occupancy Fyllnadsgrad Yes No No No No No
Statistics Dashboard Dashboard Yes No No No No No
Statistics Article Statisics Artikelstatistik Yes Yes No Yes No No
Statistics Historical Stock Balance Historiska Lagersaldon Yes Yes Yes Yes No No
Statistics Financial Followup Ekonomisk Uppföljning Yes No No No No No
Statistics Picking Statistics Plockstatistik Yes No No No No No
Statistics Statistics / User Statistik / Lagerarbetare Yes No No No No No
Misc Unifaun Online Unifaun Online Yes Yes No No No No
Misc Uniaun Web-TA Uniaun Web-TA Yes Yes No No No No
Misc Shipcloud Shipcloud Yes Yes No No No No
Misc Scanning Scanning Yes Yes No No No No
Registers Goods Owners Godsägare Yes No No No No No
Registers Transport Companies Transportföretag Yes No No No No No
Registers Transport Agreements Transportavtal Yes No No No No No
Registers Transporter Prioritization Transportörsprioritering Yes No No No No No
Registers Return Causes Returorsaker Yes No No No No No
Registers Adjustment Causes Justeringsorsaker Yes No No No No No
Registers Address classes Adressklasser Yes No No No No No
Registers Customer Groups Kundgrupper Yes No No No No No
Registers Supplier Groups Leverantörsgrupper Yes No No No No No
Registers Goods Status Godsstatusar Yes No No No No No
Registers Article Categories Artikelkategorier Yes No No No No No
Registers Article Groups Artikelgrupper Yes No No No No No
Registers Article Classes Artikelklasser Yes No No No No No
Registers Item Classes Individklasser Yes No No No No No
Registers Article Colors Artikelfärger Yes No No No No No
Registers Article Sizes Artikelstorlekar Yes No No No No No
Registers Order Types Ordertyper Yes No No No No No
Registers InOrder Types Ordertyper (Inköpsorder) Yes No No No No No
Registers InOrderLine Types Inköpsorderradstyp Yes No No No No No
Registers Import Inorder Import Inköpsorder Yes Yes No No No No
Registers Import Order Import Order Yes Yes No No No No
Registers Import Articles Import Artiklar Yes Yes No No No No
Registers Import Customers Import Kunder Yes Yes No No No No
Registers Import Dangerous Goods Import Farligt Gods Yes Yes No No No No
Registers WSI Import WSI Import Yes Yes No No No No
Settings Reports Rapporter Yes No No No No No
Settings Users Användare Yes No No No No No
Settings Countries Länder Yes No No No No No
Settings Currencies Valutor Yes No No No No No
Settings Order Statuses Orderstatusar Yes No No No No No
Settings Inorder Statuses Inköpsorderstatusar Yes No No No No No
Settings Pallet Owners Pallägare Yes No No No No No
Settings Package Types Lastbärare Yes No No No No No
Settings Goods Owner Groups Godsägargrupper Yes No No No No No
Settings User Groups Användargrupper Yes No No No No No
Settings Locations Lagerplatser Yes No No No No No
Settings Aisles Gångar Yes No No No No No
Settings Create Aisle Skapa gång Yes No No No No No
Settings Zones Zoner Yes No No No No No
Settings Warehouses Lager Yes No No No No No
Settings Location Types Lagerplatstyper Yes No No No No No
Settings Goods Category Varuslag Yes No No No No No
Settings Goods Units Lagringsenheter Yes No No No No No
Settings Profit Centers Resultatenheter Yes No No No No No
Settings Units Enheter Yes No No No No No
Settings Dangerous Goods - UN Numbers Farligt gods - UN-nummer Yes No No No No No
Settings Dangerous Goods - Classes Farligt gods - Klasser Yes No No No No No
Settings Dangerous Goods - Package Types Farligt gods - Förpackningsgrupper Yes No No No No No
Settings Help Hjälp Yes Yes Yes Yes Yes Yes
Settings Translation Översättning Yes No No No No No
Settings WSI Import WSI Import Yes No No No No No
Settings Printer settings Skrivarinställningar Yes No No No No No
Settings API for goods owners API för godsägare Yes No No No No No
Settings WSI Log WSI Log Yes No No No No No
Settings Article Events Artikelhändelser Yes No No No No No
Settings Error Log Fellog Yes No No No No No
System Change password Ändra lösenord No1 Yes Yes Yes Yes Yes

1. Administrators may change the password of any user, see this article.