User administration

Introduction
Permission levels
Menus
Creating a new user
Editing and deleting users
Security
Available pages in each menu
Video on how to create users in Ongoing WMS

Introduction

To be able to log in to Ongoing WMS, 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	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 can 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.
API user	Godsägar-API	This type of user has access to Ongoing WMS' Goods owner API. Note that this user is not maintained in Administration ⇒ Users, but rather in Administration ⇒ API for goods owners. Read more in our article API access.
Automation API user	Automations-API	This type user has access to Ongoing WMS' Automation API. Note that this user is not maintained in Administration ⇒ Users, but rather in Administration ⇒ API for automation. 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 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 a single 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 purchase orders.
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 level	Description
Administrator	Administratör	Administrator	The only menu available for administrators. Gives full access to the system.
Warehouse user	Lagerarbetare	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.
Order handling, statistics and purchase order	Kund (utökad)	Customer	Similar to the above Customer menu, but also allows customers to create and view purchase orders.
Reseller	Återförsäljare	Reseller	Only gives access to view orders, create new orders and view which articles can be ordered.
Supplier	Leverantör	Supplier	Only gives access to create and view purchase orders.

Creating a new user

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

Drop down menu to create a new user. Hover over settings tab and then click on 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".

Form to create new warehouse user in Ongoing WMS.

The following fields are available:

Field name	Mandatory	Description
Username	Yes	The username.
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 purchase orders.
Send user credentials to username	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 Administration ⇒ Users, the user should appear in the table at the bottom of the list:

List of users with newly created user in WMS on top of 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:

Buttons to update user in WMS, create (disabled), update, delete or clear fields when editing an existing user.

Security

It is vital that no unauthorized persons get access to Ongoing WMS.

Best practices

The following are regarded as best practices for users:

Consider turning on multifactor authentication (MFA).
Consider locking certain accounts to specific IP ranges.
Do not allow users to share accounts. If you have temporary workers in your warehouse, make sure that they all have their own accounts.
Users should have the minimal permission level required for them to carry out their work. Do not make users Administrators if they can carry out their work as a Warehouse Worker.
Only allow users to access the goods owners that are necessary for them to carry out their work.
Regularly review your users and remove those that are no longer necessary. This can be done once a month.

In Administration ⇒ Users, you can easily see which users have multifactor authentication and IP filters turned on. The below picture shows two users. The first user has both multifactor authentication and an IP filter, while the second user has neither:

How to check if a user has MFA and an IP filter turned on.

Multifactor authentication / Two-factor authentication

By default, a user may log in to Ongoing WMS if they know their username and password. You can increase security by turning on multifactor authentication (MFA). When MFA is turned on, the user must provide an additional factor (a PIN code) every 30 days.

Note that MFA is also known as two-factor authentication (2FA).

The PIN code can either be delivered to the user via e-mail, or by an authenticator app on the user's smartphone. Both Microsoft and Google provide authenticator apps. We support most authenticator apps.

From the user's perspective, it works like this:

The user attempts to login with their username and password.
A PIN code is delivered to the user. Depending on how you have configured MFA for the user, either:
1. The PIN code gets sent to the user's email address, or
2. The user opens an authenticator app on their smartphone (such as Google Authenticator or Microsoft Authenticator) and gets a PIN code from the app.
The user is asked to input the PIN code, which they must do before they are allowed to login.
If the user tries to login again from the same machine within 30 days, they will not be asked for a PIN code. After 30 days, they will be asked for a PIN code again.

To turn on MFA for a user:

Go to Administration ⇒ Users.
Click on "Manage multifactor authentication".
Locate the setting called "Multifactor authentication via email" or "Multifactor authentication via authenticator app".
Click on the Edit icon and select the users who should have MFA activated.
In the case of MFA via an authenticator app, the next time the user logs in, they will be asked to add the account to their authenticator app.

Resetting a user's authenticator app

If a user has been set up with multifactor authentication via an authenticator app, then they must have access to the app to login to Ongoing WMS. This means that if the user loses their phone or if their phone breaks, they will not be able to login to Ongoing WMS.

If that happens, the administrator of Ongoing WMS will have to reset the user's MFA setting:

Go to Administration ⇒ Users.
Find the user and click on Edit.
Click on "Reset the user's multifactor authentication key".

Not requiring MFA from certain IP ranges

The system can be set up so that MFA is not required when logging in from certain IP ranges. So if your warehouse has fixed IPs, you can set it up so that MFA is required when logging in from outside the warehouse, but not when logging in from inside the warehouse.

To set it up:

Go to Administration ⇒ Users.
Click on "Manage IP filters".
Create a new IP filter and make a note of its ID.
Go back to Administration ⇒ Users.
Click on "Manage multifactor authentication".
Click on the Edit icon for the correct setting.

Then click on the setting in the list to the right. Then click Edit, enter the IDs of the IP filters, then click Update:

Finish by clicking on the Update button at the bottom:

IP filters

By default, a user may log in to Ongoing WMS from any IP address. You can increase security by only allowing certain users to login from specific IP ranges. For instance, if your warehouse has a specific IP range then you can restrict all of your Warehouse Worker users so that they can only login from that IP range, thus restricting outside access.

There are two steps to setting this up. The first step is to define one or more IP filters:

Go to Administration ⇒ Users.
Click on "Manage IP filters".
Click on "Create new IP filter".
Enter a description of the IP filter (e.g. "IP addresses for my warehouse").
Enter which IP ranges should be allowed in the filter. Each IP range is described using the standard subnet notation like "192.168.0.1/32". An IP filter can contain several IP ranges.
Click on "Create".

The second step is to update the users:

Go to Administration ⇒ Users.
Find a user.
Click on the Edit icon.
Select the IP filter which you want the user to have.
Click on "Update".
Repeat for all users. You can also use the "Multiple update" to update several users at the same time.

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.

Next part »

Section	Subsection	Page name (English)	Page name (Swedish)	Administrator	Warehouse	Customer	Order handling, statistics and purchase order	Reseller	Supplier
Order	Outbound	Create order	Skapa order	Yes	Yes	Yes	Yes	Yes	No
Order	Outbound	Orderable articles	Beställbara artiklar	Yes	Yes	Yes	Yes	Yes	No
Order	Outbound	Order list	Orderlista	Yes	Yes	Yes	Yes	Yes	No
Order	Outbound	Order overview	Orderöversikt	Yes	Yes	No	Yes	No	No
Order	Inbound	Create purchase order	Skapa inköpsorder	Yes	Yes	No	Yes	No	Yes
Order	Inbound	Purchase order list	Inköpsorderlista	Yes	Yes	No	Yes	No	Yes
Order	Inbound	Return order list	Returorderlista	Yes	Yes	No	Yes	No	No
Order	Inbound	Inbound shipments	Inkommande sändningar	Yes	Yes	No	Yes	No	No
Order	Shipments	Create shipment	Skapa sändning	Yes	Yes	No	Yes	No	No
Order	Shipments	Shipment list	Sändningslista	Yes	Yes	No	Yes	No	No
Order	Customer	Customer	Kunder	Yes	Yes	Yes	Yes	No	No
Order	Suppliers	Suppliers	Leverantörer	Yes	Yes	No	Yes	No	No
Warehouse	Goods handling	Receive goods	Inleverans	Yes	Yes	No	No	No	No
Warehouse	Goods handling	Deliver	Utleverans	Yes	Yes	No	No	No	No
Warehouse	Goods handling	Pick orders	Plockuppdrag	Yes	Yes	No	No	No	No
Warehouse	Articles	Update goods info	Uppdatera godsinfo	Yes	Yes	No	No	No	No
Warehouse	Articles	Articles	Artiklar	Yes	Yes	No	Yes	No	No
Warehouse	Inventory	Stock-taking	Inventeringsjusteringar	Yes	No	No	No	No	No
Warehouse	Inventory	Inventory task	Inventeringsuppdrag	Yes	No	No	No	No	No
Warehouse	Stock movements	Stock movement	Lagerflytt	Yes	Yes	No	No	No	No
Warehouse	Stock movements	Movement orders	Flyttuppdrag	Yes	Yes	No	No	No	No
Warehouse	Warehouse	Warehouse map	Lagerkarta	Yes	Yes	No	Yes	No	No
Warehouse	Load carrier	Orders' load carriers	Ordrars lastbärare	Yes	Yes	No	No	No	No
Warehouse	Load carrier	Load carriers in stock	Lastbärare i lager	Yes	Yes	No	No	No	No
Warehouse	Production	Create production order	Skapa produktionsorder	Yes	Yes	No	Yes	No	No
Warehouse	Production	Production order list	Produktionsorderlista	Yes	Yes	No	Yes	No	No
Warehouse	Production	Production articles and recipes	Produktionsartiklar och recept	Yes	Yes	No	Yes	No	No
Economy	Economy	Price list	Prislista	Yes	No	No	No	No	No
Economy	Economy	Invoice	Fakturor	Yes	No	No	No	No	No
Economy	Economy	Invoicing overview	Faktureringsöversikt	Yes	No	No	No	No	No
Economy	Economy	Charges overview	Debiteringsöversikt	Yes	No	No	No	No	No
Economy	Economy	Charge	Debitera	Yes	No	No	No	No	No
Economy	Statistics	Invoiced / month	Fakturerat / månad	Yes	No	No	No	No	No
Economy	Statistics	Historical charges	Historiska debiteringar	Yes	No	No	No	No	No
Goods flow	Goods transactions	Goods transactions	Lagertransaktioner	Yes	Yes	No	Yes	No	No
Goods flow	Goods transactions	Received goods	Mottaget gods	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods transactions	Delivered goods	Levererat gods	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods transactions	Returned goods	Returnerat gods	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods transactions	Produced and consumed goods	Producerat och konsumerat gods	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods transactions	Inventory adjustments	Inventeringsjusteringar	Yes	Yes	No	Yes	No	No
Goods flow	Goods flow	All goods	Allt gods	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods flow	Order rows	Orderrader	Yes	Yes	Yes	Yes	No	No
Goods flow	Goods flow	Purchase order rows	Inköpsorderrader	Yes	Yes	No	Yes	No	No
Goods flow	Stock values	Goods in stock	Gods i lager	Yes	Yes	Yes	Yes	No	No
Goods flow	Stock values	Goods / stock location	Gods / lagerplats	Yes	Yes	Yes	Yes	No	No
Statistics	Warehouse	Stock turnover	Lageromsättning	Yes	Yes	Yes	Yes	No	No
Statistics	Warehouse	Warehouse statistics	Lagerstatistik	Yes	No	No	No	No	No
Statistics	Warehouse	Statistics / day	Statistik / dag	Yes	No	No	No	No	No
Statistics	Warehouse	Statistics / month	Statistik / månad	Yes	No	No	Yes	No	No
Statistics	Warehouse	Statistics / goods owner	Statistik / godsägare	Yes	No	No	No	No	No
Statistics	Warehouse	Degree of occupancy	Fyllnadsgrad	Yes	No	No	No	No	No
Statistics	Warehouse	Dashboard	Dashboard	Yes	No	No	No	No	No
Statistics	Articles	Article statistics	Artikelstatistik	Yes	Yes	No	Yes	No	No
Statistics	Articles	Article statistics / month	Artikelstatistik / månad	Yes	Yes	No	Yes	No	No
Statistics	Articles	Historical stock balance	Historiska lagersaldon	Yes	Yes	Yes	Yes	No	No
Statistics	Other	Statistics / user	Statistik / lagerarbetare	Yes	No	No	No	No	No
Statistics	Other	Statistics / user / time period	Statistik / lagerarbetare / tidsperiod	Yes	No	No	No	No	No
Statistics	Other	Lobby	Lobby	Yes	Yes	No	No	No	No
Statistics	Other	Customer lobby	Kundlobby	Yes	No	Yes	Yes	No	No
Registers	Registers	Return causes	Returorsaker	Yes	No	No	No	No	No
Registers	Registers	Adjustment causes	Justeringsorsaker	Yes	No	No	No	No	No
Registers	Registers	Terms of payment	Betalningsvillkor	Yes	No	No	No	No	No
Registers	Registers	Terms of delivery	Leveransvillkor	Yes	No	No	No	No	No
Registers	Registers	Way of delivery	Leveranssätt	Yes	No	No	No	No	No
Registers	Registers	Address classes	Adressklasser	Yes	No	No	No	No	No
Registers	Transporters	Transport companies	Transportföretag	Yes	No	No	No	No	No
Registers	Transporters	Transport agreements	Transportavtal	Yes	No	No	No	No	No
Registers	Automation	Transporter assignment	Transportörstilldelning	Yes	No	No	Yes	No	No
Registers	Automation	Return transporter assignment	Returtransportörstilldelning	Yes	No	No	No	No	No
Registers	Automation	Warehouse assignment	Lagertilldelning	Yes	No	No	No	No	No
Registers	Automation	Automate processes	Automatisera processer	Yes	No	No	No	No	No
Registers	Groups	Customer groups	Kundgrupper	Yes	No	No	No	No	No
Registers	Groups	Supplier groups	Leverantörsgrupper	Yes	No	No	No	No	No
Registers	Types	Order types	Ordertyper	Yes	No	No	No	No	No
Registers	Types	Order line types	Orderradstyper	Yes	No	No	No	No	No
Registers	Types	Order classes	Orderklasser	Yes	No	No	No	No	No
Registers	Types	Purchase order types	Inköpsordertyper	Yes	No	No	No	No	No
Registers	Types	Purchase order line types	Inköpsorderradstyp	Yes	No	No	No	No	No
Registers	Types	Purchase order classes	Inköpsorderklasser	Yes	No	No	No	No	No
Registers	Types	Shipment categories	Sändningskategorier	Yes	No	No	No	No	No
Registers	Types	Production order types	Produktionsordertyper	Yes	No	No	No	No	No
Registers	Articles	Goods status	Godsstatusar	Yes	No	No	No	No	No
Registers	Articles	Article categories	Artikelkategorier	Yes	No	No	No	No	No
Registers	Articles	Article groups	Artikelgrupper	Yes	No	No	No	No	No
Registers	Articles	Article classes	Artikelklasser	Yes	No	No	No	No	No
Registers	Articles	Item classes	Individklasser	Yes	No	No	No	No	No
Registers	Articles	Item categories	Individkategorier	Yes	No	No	No	No	No
Registers	Articles	Article colors	Artikelfärger	Yes	No	No	No	No	No
Registers	Articles	Article sizes	Artikelstorlekar	Yes	No	No	No	No	No
Registers	Import	Import purchase order	Importera inköpsorder	Yes	Yes	No	No	No	No
Registers	Import	Import order	Importera order	Yes	Yes	No	No	No	No
Registers	Import	Import articles	Importera artiklar	Yes	Yes	No	No	No	No
Registers	Import	Import kit and produkction articles	Importera paket- och produktionsartiklar	Yes	Yes	No	No	No	No
Registers	Import	Import customers	Importera kunder	Yes	Yes	No	No	No	No
Registers	Import	Import suppliers	Importera leverantörer	Yes	Yes	No	No	No	No
Registers	Import	Import dangerous goods	Importera farligt gods	Yes	Yes	No	No	No	No
Registers	Import	Movement orders	Flyttuppdrag	Yes	Yes	No	No	No	No
Registers	Import	Update goods info	Uppdatera godsinfo	Yes	Yes	No	No	No	No
Administration	Goods owners and users	Goods owners	Godsägare	Yes	No	No	No	No	No
Administration	Goods owners and users	Goods owner groups	Godsägargrupper	Yes	No	No	No	No	No
Administration	Goods owners and users	Goods owner classes	Godsägarklasser	Yes	No	No	No	No	No
Administration	Goods owners and users	Users	Användare	Yes	No	No	No	No	No
Administration	Goods owners and users	User groups	Användargrupper	Yes	No	No	No	No	No
Administration	Statuses	Order statuses	Orderstatusar	Yes	No	No	No	No	No
Administration	Statuses	Purchase order statuses	Inköpsorderstatusar	Yes	No	No	No	No	No
Administration	Statuses	Production order statuses	Produktionsorderstatusar	Yes	No	No	No	No	No
Administration	Statuses	Return order statuses	Returnorderstatusar	Yes	No	No	No	No	No
Administration	System registers	Reports	Rapporter	Yes	No	No	No	No	No
Administration	System registers	Number series	Nummerserier	Yes	No	No	No	No	No
Administration	System registers	Countries	Länder	Yes	No	No	No	No	No
Administration	System registers	Currencies	Valutor	Yes	No	No	No	No	No
Administration	System registers	Pallet owners	Pallägare	Yes	No	No	No	No	No
Administration	System registers	Packaging types	Lastbärare	Yes	No	No	No	No	No
Administration	System registers	Goods category	Varuslag	Yes	No	No	No	No	No
Administration	System registers	Movement types	Flyttuppdragstyper	Yes	No	No	No	No	No
Administration	System registers	Pick order types	Plockuppdragstyper	Yes	No	No	No	No	No
Administration	Shipment registers	Shipment types	Sändningstyper	Yes	No	No	No	No	No
Administration	Shipment registers	Shipment status	Sändningsstatusar	Yes	No	No	No	No	No
Administration	Shipment registers	Pallet item status	Pallstatusar	Yes	No	No	No	No	No
Administration	Shipment registers	Pallet item classes	Lastbärarklasser	Yes	No	No	No	No	No
Administration	Shipment registers	Customs status	Tullstatusar	Yes	No	No	No	No	No
Administration	Shipment registers	Load status	Lastadstatusar	Yes	No	No	No	No	No
Administration	Shipment registers	Vehicle types	Fordonstyper	Yes	No	No	No	No	No
Administration	Shipment registers	Vehicle	Fordon	Yes	No	No	No	No	No
Administration	Shipment registers	Trip category	Turkategori	Yes	No	No	No	No	No
Administration	Warehouse	Locations	Lagerplatser	Yes	No	No	No	No	No
Administration	Warehouse	Aisles	Gångar	Yes	No	No	No	No	No
Administration	Warehouse	Zones	Zoner	Yes	No	No	No	No	No
Administration	Warehouse	Warehouses	Lager	Yes	No	No	No	No	No
Administration	Warehouse	Location types	Lagerplatstyper	Yes	No	No	No	No	No
Administration	Warehouse	Location overview	Lagerplatsöversikt	Yes	No	No	No	No	No
Administration	Warehouse	Picking carts	Plockvagnar	Yes	No	No	No	No	No
Administration	Units	Goods units	Lagringsenheter	Yes	No	No	No	No	No
Administration	Units	Profit centers	Resultatenheter	Yes	No	No	No	No	No
Administration	Units	Invoice units	Faktureringsenheter	Yes	No	No	No	No	No
Administration	Dangerous goods	UN numbers	UN-nummer	Yes	No	No	No	No	No
Administration	Dangerous goods	Classes	Klasser	Yes	No	No	No	No	No
Administration	Dangerous goods	Package types	Förpackningsgrupper	Yes	No	No	No	No	No
Administration	Dangerous goods	Proper shipping names	Korrekta sändningsnamn	Yes	No	No	No	No	No
Administration	Article materials for sustainability reporting	Material	Material	Yes	No	No	No	No	No
Administration	Article materials for sustainability reporting	Material units	Materialenheter	Yes	No	No	No	No	No
Administration	Article materials for sustainability reporting	Energy sources	Energikällor	Yes	No	No	No	No	No
Administration	Article materials for sustainability reporting	Environmental certifications	Miljöcertifieringar	Yes	No	No	No	No	No
Administration	Logs	Integration log	Integrationslogg	Yes	No	No	No	No	No
Administration	Logs	API log	API-logg	Yes	No	Yes	No	No	No
Administration	Logs	Article events	Artikelhändelser	Yes	No	No	No	No	No
Administration	Logs	Response times	Svarstider	Yes	No	No	No	No	No
Administration	Logs	Print log	Utskriftslogg	Yes	No	No	No	No	No
Administration	Logs	Mail log	Maillogg	Yes	No	No	No	No	No
Administration	Logs	Error log	Fellogg	Yes	No	No	No	No	No
Administration	Integration	API for goods owners	API för godsägare	Yes	No	No	No	No	No
Administration	Integration	API for automation	API för automation	Yes	No	No	No	No	No
Administration	Integration	Integrations and e-mails	Integrationer och mejlutskick	Yes	No	Yes²	Yes²	No	No
Administration	Integration	Webhooks	Webhooks	Yes	No	No	Yes³	No	No
Administration	Integration	Customer import	Anpassad import	Yes	No	No	No	No	No
Administration	Other	System settings	Systeminställningar	Yes	No	No	No	No	No
Administration	Other	Printer settings	Utskriftsinställningar	Yes	No	No	No	No	No
Administration	Other	Your contract	Ditt avtal	Yes	No	No	No	No	No
Administration	Other	Translation	Översättning	Yes	No	No	No	No	No
Administration	Other	Help	Hjälp	Yes	Yes	Yes	Yes	Yes	Yes
System	None	Change password	Ändra lösenord	No¹	Yes	Yes	Yes	Yes	Yes

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

2. For customer users, this page is located in the Systems section.

3. For users with this menu, this page is located in the Systems section.

Video on how to create users in Ongoing WMS