User administration

Table of contents

Introduction

In order 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 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.
API user API-användare This type of user has access to Ongoing WMS' Goods owner 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.
Automation API user Automations-API This type user has access to Ongoing WMS' Automation API. Note that this user is not maintained in Settings ⇒ Users, but rather in Settings ⇒ 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 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 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 levelDescription
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 inorders (inorders are also called "purchase orders").
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 purchase orders.

Creating a new user

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

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:

Edit buttons are on the right side of the list of users in Ongoing WMS.

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.

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 Subsection Page name (English) Page name (Swedish) Administrator Warehouse Customer Order handling, statistics and purchase order Reseller Supplier
OrderOutboundCreate orderSkapa orderYesYesYesYesYesNo
OrderOutboundOrderable articlesBeställbara artiklarYesYesYesYesYesNo
OrderOutboundOrder listOrderlistaYesYesYesYesYesNo
OrderOutboundOrder overviewOrderöversiktYesYesNoYesNoNo
OrderInboundCreate purchase orderSkapa inköpsorderYesYesNoYesNoYes
OrderInboundPurchase order listInköpsorderlistaYesYesNoYesNoYes
OrderInboundReturn order listReturorderlistaYesYesNoYesNoNo
OrderInboundInbound shipmentsInkommande sändningarYesYesNoYesNoNo
OrderShipmentsCreate shipmentSkapa sändningYesYesNoYesNoNo
OrderShipmentsShipment listSändningslistaYesYesNoYesNoNo
OrderCustomerCustomerKunderYesYesYesYesNoNo
OrderSuppliersSuppliersLeverantörerYesYesNoYesNoNo
WarehouseGoods handlingReceive goodsInleveransYesYesNoNoNoNo
WarehouseGoods handlingDeliverUtleveransYesYesNoNoNoNo
WarehouseGoods handlingPick ordersPlockuppdragYesYesNoNoNoNo
WarehouseArticlesUpdate goods infoUppdatera godsinfoYesYesNoNoNoNo
WarehouseArticlesArticlesArtiklarYesYesNoYesNoNo
WarehouseInventoryStock-takingInventeringsjusteringarYesNoNoNoNoNo
WarehouseInventoryInventory taskInventeringsuppdragYesNoNoNoNoNo
WarehouseStock movementsStock movementLagerflyttYesYesNoNoNoNo
WarehouseStock movementsMovement ordersFlyttuppdragYesYesNoNoNoNo
WarehouseWarehouseWarehouse mapLagerkartaYesYesNoYesNoNo
WarehouseLoad carrierOrders' load carriersOrdrars lastbärareYesYesNoNoNoNo
WarehouseLoad carrierLoad carriers in stockLastbärare i lagerYesYesNoNoNoNo
ProductionProductionCreate production orderSkapa produktionsorderYesYesNoYesNoNo
ProductionProductionProduction order listProduktionsorderlistaYesYesNoYesNoNo
EconomyEconomyPrice listPrislistaYesNoNoNoNoNo
EconomyEconomyInvoiceFakturorYesNoNoNoNoNo
EconomyEconomyInvoicing overviewFaktureringsöversiktYesNoNoNoNoNo
EconomyEconomyChargeDebiteraYesNoNoNoNoNo
EconomyStatisticsInvoiced / monthFakturerat / månadYesNoNoNoNoNo
EconomyStatisticsHistorical chargesHistoriska debiteringarYesNoNoNoNoNo
Goods flowGoods transactionsGoods transactionsLagertransaktionerYesYesNoYesNoNo
Goods flowGoods transactionsReceived goodsMottaget godsYesYesYesYesNoNo
Goods flowGoods transactionsDelivered goodsLevererat godsYesYesYesYesNoNo
Goods flowGoods transactionsInventory adjustmentsInventeringsjusteringarYesYesNoYesNoNo
Goods flowGoods flowAll goodsAllt godsYesYesYesYesNoNo
Goods flowGoods flowOrder rowsOrderraderYesYesYesYesNoNo
Goods flowGoods flowPurchase order rowsInköpsorderraderYesYesNoYesNoNo
Goods flowStock valuesGoods in stockGods i lagerYesYesYesYesNoNo
Goods flowStock valuesGoods / stock locationGods / lagerplatsYesYesYesYesNoNo
StatisticsWarehouseStock turnoverLageromsättningYesYesYesYesNoNo
StatisticsWarehouseWarehouse statisticsLagerstatistikYesNoNoNoNoNo
StatisticsWarehouseStatistics / dayStatistik / dagYesNoNoNoNoNo
StatisticsWarehouseStatistics / monthStatistik / månadYesNoNoYesNoNo
StatisticsWarehouseStatistics / goods ownerStatistik / godsägareYesNoNoNoNoNo
StatisticsWarehouseDegree of occupancyFyllnadsgradYesNoNoNoNoNo
StatisticsWarehouseDashboardDashboardYesNoNoNoNoNo
StatisticsArticlesArticle statisticsArtikelstatistikYesYesNoYesNoNo
StatisticsArticlesArticle statistics / monthArtikelstatistik / månadYesYesNoYesNoNo
StatisticsArticlesHistorical stock balanceHistoriska lagersaldonYesYesYesYesNoNo
StatisticsOtherStatistics / userStatistik / lagerarbetareYesNoNoNoNoNo
StatisticsOtherStatistics / user / time periodStatistik / lagerarbetare / tidsperiodYesNoNoNoNoNo
RegistersRegistersGoods ownersGodsägareYesNoNoNoNoNo
RegistersRegistersGoods owner groupsGodsägargrupperYesNoNoNoNoNo
RegistersRegistersReturn causesReturorsakerYesNoNoNoNoNo
RegistersRegistersAdjustment causesJusteringsorsakerYesNoNoNoNoNo
RegistersRegistersTerms of paymentBetalningsvillkorYesNoNoNoNoNo
RegistersRegistersTerms of deliveryLeveransvillkorYesNoNoNoNoNo
RegistersRegistersWay of deliveryLeveranssättYesNoNoNoNoNo
RegistersRegistersAddress classesAdressklasserYesNoNoNoNoNo
RegistersTransportersTransport companiesTransportföretagYesNoNoNoNoNo
RegistersTransportersTransport agreementsTransportavtalYesNoNoNoNoNo
RegistersAutomationTransporter assignmentTransportörstilldelningYesNoNoNoNoNo
RegistersAutomationReturn transporter assignmentReturtransportörstilldelningYesNoNoNoNoNo
RegistersAutomationWarehouse assignmentLagertilldelningYesNoNoNoNoNo
RegistersAutomationAutomate processesAutomatisera processerYesNoNoNoNoNo
RegistersGroupsCustomer groupsKundgrupperYesNoNoNoNoNo
RegistersGroupsSupplier groupsLeverantörsgrupperYesNoNoNoNoNo
RegistersTypesOrder typesOrdertyperYesNoNoNoNoNo
RegistersTypesOrder line typesOrderradstyperYesNoNoNoNoNo
RegistersTypesOrder classesOrderklasserYesNoNoNoNoNo
RegistersTypesPurchase order typesInköpsordertyperYesNoNoNoNoNo
RegistersTypesPurchase order line typesInköpsorderradstypYesNoNoNoNoNo
RegistersTypesShipment categoriesSändningskategorierYesNoNoNoNoNo
RegistersArticlesGoods statusGodsstatusarYesNoNoNoNoNo
RegistersArticlesArticle categoriesArtikelkategorierYesNoNoNoNoNo
RegistersArticlesArticle groupsArtikelgrupperYesNoNoNoNoNo
RegistersArticlesArticle classesArtikelklasserYesNoNoNoNoNo
RegistersArticlesItem classesIndividklasserYesNoNoNoNoNo
RegistersArticlesItem categoriesIndividkategorierYesNoNoNoNoNo
RegistersArticlesArticle colorsArtikelfärgerYesNoNoNoNoNo
RegistersArticlesArticle sizesArtikelstorlekarYesNoNoNoNoNo
RegistersImportImport purchase orderImportera inköpsorderYesYesNoNoNoNo
RegistersImportImport orderImportera orderYesYesNoNoNoNo
RegistersImportImport articlesImportera artiklarYesYesNoNoNoNo
RegistersImportImport kit articlesImportera paketartiklarYesYesNoNoNoNo
RegistersImportImport customersImportera kunderYesYesNoNoNoNo
RegistersImportImport suppliersImportera leverantörerYesYesNoNoNoNo
RegistersImportImport dangerous goodsImportera farligt godsYesYesNoNoNoNo
SettingsSystem registersUsersAnvändareYesNoNoNoNoNo
SettingsSystem registersUser groupsAnvändargrupperYesNoNoNoNoNo
SettingsSystem registersOrder statusesOrderstatusarYesNoNoNoNoNo
SettingsSystem registersPurchase order statusesInköpsorderstatusarYesNoNoNoNoNo
SettingsSystem registersProduction order statusesProduktionsorderstatusarYesNoNoNoNoNo
SettingsSystem registersReportsRapporterYesNoNoNoNoNo
SettingsSystem registersCountriesLänderYesNoNoNoNoNo
SettingsSystem registersCurrenciesValutorYesNoNoNoNoNo
SettingsSystem registersPallet ownersPallägareYesNoNoNoNoNo
SettingsSystem registersPackaging typesLastbärareYesNoNoNoNoNo
SettingsSystem registersMovement typesFlyttuppdragstyperYesNoNoNoNoNo
SettingsShipment registersShipment typesSändningstyperYesNoNoNoNoNo
SettingsShipment registersShipment statusSändningsstatusarYesNoNoNoNoNo
SettingsShipment registersPallet item statusPallstatusarYesNoNoNoNoNo
SettingsShipment registersCustoms statusTullstatusarYesNoNoNoNoNo
SettingsShipment registersLoad statusLastadstatusarYesNoNoNoNoNo
SettingsShipment registersVehicle typesFordonstyperYesNoNoNoNoNo
SettingsShipment registersVehicleFordonYesNoNoNoNoNo
SettingsShipment registersTrip categoryTurkategoriYesNoNoNoNoNo
SettingsShipment registersGoods categoryVaruslagYesNoNoNoNoNo
SettingsWarehouseLocationsLagerplatserYesNoNoNoNoNo
SettingsWarehouseAislesGångarYesNoNoNoNoNo
SettingsWarehouseZonesZonerYesNoNoNoNoNo
SettingsWarehouseWarehousesLagerYesNoNoNoNoNo
SettingsWarehouseLocation typesLagerplatstyperYesNoNoNoNoNo
SettingsWarehousePicking cartsPlockvagnarYesNoNoNoNoNo
SettingsUnitsGoods unitsLagringsenheterYesNoNoNoNoNo
SettingsUnitsProfit centersResultatenheterYesNoNoNoNoNo
SettingsUnitsInvoice unitsFaktureringsenheterYesNoNoNoNoNo
SettingsDangerous goodsUN numbersUN-nummerYesNoNoNoNoNo
SettingsDangerous goodsClassesKlasserYesNoNoNoNoNo
SettingsDangerous goodsPackage typesFörpackningsgrupperYesNoNoNoNoNo
SettingsDangerous goodsProper shipping namesKorrekta sändningsnamnYesNoNoNoNoNo
SettingsLogsWSI logWSI-loggYesNoNoNoNoNo
SettingsLogsArticle eventsArtikelhändelserYesNoNoNoNoNo
SettingsLogsResponse timesSvarstiderYesNoNoNoNoNo
SettingsLogsPrint logUtskriftsloggYesNoNoNoNoNo
SettingsLogsError logFellogYesNoNoNoNoNo
SettingsOtherHelpHjälpYesYesYesYesYesYes
SettingsOtherTranslationÖversättningYesNoNoNoNoNo
SettingsOtherPrinter settingsSkrivarinställningarYesNoNoNoNoNo
SettingsOtherYour contractDitt avtalYesNoNoNoNoNo
SettingsOtherYour invoicing infoDina fakturainställningarYesNoNoNoNoNo
SettingsIntegrationAPI for goods ownersAPI för godsägareYesNoNoNoNoNo
SettingsIntegrationAPI for automationAPI för automationYesNoNoNoNoNo
SettingsIntegrationIntegrationsIntegrationerYesNoNoNoNoNo
SettingsIntegrationWebhooksWebhooksYesNoNoNoNoNo
SettingsIntegrationWSI importWSI-importYesNoNoNoNoNo
SystemNoneChange passwordÄndra lösenordNo1YesYesYesYesYes

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