How to Disable Users and Hide Inactive Employees in Datapel WMS

 Summary

This article explains how to properly disable a user in Datapel WMS after they have been deactivated in your accounting system (MYOB or Xero), ensuring they no longer appear in user or salesperson dropdown menus. 

✅ Expected Result

• The employee is safely disabled in Datapel WMS without deleting historical data.
• The user is blocked from logging in and removed from User Access Control.
• The employee/salesperson is removed from selection dropdown menus throughout the system.

 Background

Previously, marking an employee card as inactive in MYOB or Xero would automatically hide or disable the user in Datapel WMS upon replication. This automatic hiding function has been removed to preserve data integrity. WMS administrators must now manually manage user visibility and access levels within Datapel WMS. 

Overview of Steps

1. Step 1: Mark Employee as Inactive in Accounting System (MYOB or Xero)

2. Step 2: Update Privilege Level to Disabled in Datapel WMS

3. Step 3: Update User Email Address (Optional)

4. Step 4: Hide Account from WMS User Lists

Step 1: Mark Employee as Inactive in Accounting System

Before updating Datapel WMS, deactivate the contact or employee card in your connected accounting software.

For MYOB Users:

1. Log in to your MYOB account.

2. Navigate to the employee card and mark the employee status as Inactive.

For Xero Users:

1. Click Contacts in the top menu bar and select All Contacts.

2. Check the box next to the contact (or contacts) you want to make inactive.

3. Click the Options button at the top of the list.

4. Select Archive, then click Archive again to confirm.

Good to Know (Xero Integration):

• Transaction History: All past invoices, bills, and reports linked to an archived contact remain completely unaffected.

• Restoring: You can safely reverse archiving at any time by navigating to the Archived tab in Xero, opening the contact, and selecting Restore.

Step 2: Update Privilege Level to Disabled in Datapel WMS

1. Log in to Datapel WMS as a Superuser or Administrator.

2. Navigate to Options > User Management.

3. Locate and select the employee from the list.

4. Click Set User Privileges.

5. Change their Privilege Level to Disabled.

6. Click Record Access Rights to save.

⚠️ Note: Setting the privilege level to Disabled prevents the user from logging in, but the account name will still appear in User Access Control and selection lists until you complete Step 4.

Step 3: Update User Email Address (Optional but Recommended)

To prevent accidental re-use or confusion with new user setup:

1. While still in User Management, select the disabled user.

2. Replace their login email with a standardized placeholder (e.g., archived_user@datapel.local).

3. Click Record Access Rights to save changes.

Step 4: Hide Account from WMS User Lists

To remove the inactive employee from salesperson dropdown menus and system selection lists:

1. Go to Options > User Management.

2. Select the employee and click Set User Privileges.

3. Enable the "Hide account from Users List" checkbox.

4. Click Record Access Rights.

Verification

Once enabled, the employee will no longer appear under:

• User Access Control menu

• Salesperson selection dropdown menus across Sales and Purchase forms

• Active user picklists during transaction creation