Create Warehouse User Accounts

Updated: 2026-09-21

1. When to Use This Guide

When creating a GWMS account for a warehouse employee, configure their role, assigned warehouses, and customer permissions separately. The role controls available menus and actions. Warehouse and customer assignments determine which business data the employee can access.

Use this guide for receiving, putaway, outbound, customer service, and supervisor positions. Employees in the same position can share a role, with separate warehouse and customer assignments. To change an existing employee's access, edit their account in User Management instead of creating another one.

Customer-type accounts work with their own business data and obtain available warehouses through quotations. They do not use the employee assignments described here.

2. Instructions

Before You Start

• Your account can open GWMS-System Management-Role Management and GWMS-System Management-User Management.
• A super administrator must configure warehouse and customer assignments. If these fields are disabled for your administrator account, ask a super administrator to edit them.
• Confirm the employee's position, warehouses, and customers. Prepare their user name, nickname, department, and initial password.

2.1 Understand the Setup Flow

Access to the Customer List menu does not grant access to customer data. Review warehouse and customer assignments separately. An empty warehouse selection does not mean all warehouses.

2.2 Find or Create a Staff Role

Menu path: GWMS-System Management-Role Management

1. Search existing roles by Role Name, role type, role ownership, Status, or Creation Time.
2. Reuse a suitable role if one exists. Otherwise, click Add.

Legend: 1. Role Management entry; 2. Role filters; 3. Add button; 4. Role names and types in the list.

1. In the role dialog, enter Role Name, choose the role type for the position, and set Role order.
2. For a warehouse staff role, select WMS as the role ownership and normally leave Status as Normal.
3. Expand Menu Permissions and select the menus and actions required for the position. Select all / Select none applies to the menu tree; it does not assign customers or warehouses to users.
4. Click Confirm to save. Search by role name to find the saved role in the list.

Legend: 1. Role details; 2. Menu permission controls and tree; 3. Confirm to save the role.

The role dialog title may appear as 添加角色. Role type and role ownership may appear as 角色类型 and 角色归属 in the English interface.

2.3 Find or Add a User

Menu path: GWMS-System Management-User Management

1. Search by department, User Name, Phone Number, Status, or Creation Time to avoid duplicate accounts.
2. Click Add for a new employee. For an existing account, use its row's edit icon.

Legend: 1. User Management entry; 2. User filters; 3. Add button; 4. Actions for existing accounts.

2.4 Configure Role, Customers, and Warehouses

1. Complete the required fields marked with *, including User Nickname, Affiliated department, User Name, and User Password. Select the staff role under Role.
2. Choose one customer access mode under Customer permissions:
   • All customers: enable All Customer Permissions.
   • Selected customers: disable All Customer Permissions, then click the customer field and follow the next section.
   • No customer access yet: disable All Customer Permissions and leave the customer list empty.
3. Explicitly select the employee's assigned warehouses under Warehouse. Select each warehouse they manage. Leaving this field empty means no warehouse access.
4. Review the role, warehouse assignments, and customer scope. Click Confirm at the bottom of the user form to save.
5. Ask the employee to sign out and sign in again. Open Customer List and the relevant business pages to verify that visible customers and warehouses match their responsibilities.

All Customer Permissions is enabled by default for a new user. Disable it for an employee who manages only selected customers. All-customer access remains subject to warehouse scope and the role's data scope.

Legend: 1. Staff role; 2. Customer permissions, with All Customer Permissions disabled and one customer selected; 3. Warehouse selection, still empty in this example and to be completed according to the employee's responsibilities before saving.

Result: The employee can use the menus allowed by their role and handle data within their assigned warehouses and customers. Missing either required scope can leave related lists empty.

2.5 Select Specific Customers

1. Disable All Customer Permissions and click the customer field to open Select Customer Permissions.
2. Search by customer code or name, select the required customers, and check the selected count.
3. Click Confirm in the customer dialog. The selected customer codes appear in the user form.
4. Review warehouses and the remaining fields, then click Confirm at the bottom of the user form to save. Confirming only the customer dialog does not save the user.

Legend: 1. Customer code or name search; 2. Customer checkboxes, Select All, and selected count; 3. Confirm to return to the user form.

Select All in this dialog adds every customer in the current available list to the selected set. It is different from All Customer Permissions: customers created later require a separate assignment. Re-enabling All Customer Permissions clears the previous selected-customer list.

3. Additional Notes

3.1 What Each Permission Controls

Setting	Controls
Role Management → Menu Permissions	Available menus and actions
User Management → Warehouse	Warehouses assigned to the employee
User Management → Customer permissions	Customers the employee can handle

For ordinary warehouse staff, a customer's quotation warehouses must also overlap the employee's assigned warehouses, and the role's data scope must allow access. Assigning a role or selecting a customer does not replace warehouse authorization.

3.2 All, Selected, and No Access

User form setting	Meaning
One or more warehouses selected	Access to the selected warehouses
Warehouse left empty	No warehouse access; this does not mean all warehouses
All Customer Permissions enabled	No selected-customer restriction; other applicable data scopes still apply
All Customer Permissions disabled, customers selected	Access only to the selected customers
All Customer Permissions disabled, customer list empty	No customer access

The current form has no All Warehouse Permissions option. A super administrator must explicitly select the warehouses an employee manages. Review assignments again when new warehouses are added.

3.3 Change an Existing Employee's Access

In User Management, find the employee and click the row's edit icon. Adjust their role, customers, and warehouses, then save. Changes to a role's menu permissions affect users assigned to that role. Employees in the same position can share a role, but their warehouse and customer scopes still require separate assignments.

4. FAQ

Q1: Why are menus missing after the account is created?

A1: Check the user's assigned role and confirm that the target menus and actions are selected under the role's Menu Permissions. Save the changes, then ask the employee to sign out and sign in again.

Q2: Does leaving Warehouse empty grant access to all warehouses?

A2: No. When configuring an ordinary warehouse employee with the current form, an empty warehouse selection means no warehouse access. Ask a super administrator to select the assigned warehouses and configure customer permissions separately.

Q3: Why can't I edit Warehouse or Customer permissions?

A3: A super administrator manages these assignments. Ask one to edit the employee's account. Customer-type accounts use their own business data and quotation-based warehouse scope instead of these staff settings.

Q4: Why is Customer List empty even though I can open it?

A4: Check the following in order:

1. Clear filters such as customer code and status, then search again.
2. Confirm that you are signed in with the intended warehouse employee account, rather than a customer-type account.
3. Ask a super administrator to edit the employee in User Management and check their Warehouse assignments.
4. Check Customer permissions: All Customer Permissions must be enabled, or the target customer must be selected. Disabling the option with no selected customers means no customer access.
5. Confirm that the target customer's quotation warehouses overlap the employee's assigned warehouses.
6. Save, sign out, and sign in again. If the customer is still unavailable, check the role's data scope.

For example, an employee is assigned to a warehouse, and the target customer has a quotation for that warehouse. If the employee has All Customer Permissions disabled and no selected customers, the customer remains invisible. After confirming that the customer falls within the employee's responsibilities, select the target customer, save the user, and sign in again to verify access.