Restricting access to warehouses in a Warehouse Management System (WMS) isn't just about limiting who can go where; it's a smart move that boosts security, improves efficiency, and strengthens accountability across your operations.
If you have multiple warehouses in ShipHero, you can control which warehouses each user can access. When a user is limited to specific warehouses, the dashboard will only show those warehouses in its filters. The dashboard's data (like orders and products) will also be filtered to display information only from those accessible warehouses.
This article explains how to set up a users warehouse access and the known limitations of this setting.
How to set a User's Default Warehouse
How to Set the Allowed Warehouses
Additional Warehouse Restriction Settings
Troubleshooting User Access Issues
For more information on users visit our article: Creating and Managing Users
How to set a User's Default Warehouse
On the user settings page you can change a user's default or assigned warehouse. To do this select the designated warehouse from the Default Warehouse dropdown.
In the mobile and packing applications the user will see the orders and inventory assigned to this warehouse lcoation. The assigned warehouse can be changed within the Shipping.ShipHero.com settings page as well as on teh Mobile application.
Continue to the sections below to learn more about allowing access to speicifc warehosue and restricting a user from changing the deafult warehouse their user is assigned to.
How to Set the Allowed Warehouses
The setting to restrict a user's warehouse is found in the user's settings page and needs to be enabled per user.
- Go to the user's settings page.
- Scroll to the Allowed Warehouses section.
- Select the warehouses you want them to work in.
- Hit Save.
Note: If you don't select any warehouses, the user will have access to all of them.
Additional Warehouse Restriction Settings
- To stop a user from changing their active warehouse within the mobile or packing apps. To do this enable the Do not allow user to change their warehouse while shipping option.
- Only users with permission to change user settings will be able to update the warehouse the user is assigned to.
Troubleshooting User Access Issues
Sometimes, despite setting up warehouse restrictions, users might encounter issues. Here are some common scenarios and troubleshooting steps:
Common Scenarios:
- Users unable to view RMAs: A user may not be able to see Return Merchandise Authorizations (RMAs) even if they have access to the associated warehouse. This could indicate a permission issue specific to RMA viewing.
- Restricted warehouses still appearing: A user might still see warehouses they're supposed to be restricted from, either in lists or filters. This suggests that the restrictions haven't fully applied or there's an override from other permissions assigned to their user.
Troubleshooting Steps:
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Verify User Roles and Permissions:
- Double-check the user's assigned roles to ensure they have the necessary permissions for the tasks they need to perform (e.g., viewing RMAs, Reports, etc.).
- Confirm that the specific warehouse restrictions are correctly applied on the user's settings page, as outlined in the "Allowed Warehouses" section above.
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Check Account/Warehouse Settings Propagation:
- Sometimes, changes to user or warehouse settings take a moment to fully apply across the system. Wait a few minutes and have the user try again.
- If possible, try re-saving the user's settings to force the system to re-evaluate the permissions.
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Clear Caches/Cookies:
- Have the user clear their browser's cache and cookies, then try logging in again. Old session data can sometimes cause conflicts with new permissions.
- If using a mobile or packing app, try clearing the app's data or reinstalling it.
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Open a ticket with Support:
- If the above steps don't resolve the issue, it's best to contact support. Provide them with details about the user, the specific issue, and the troubleshooting steps you've already taken. This will help them diagnose and resolve the problem more efficiently.