Not Authorized error on a Work Order

You tried to do something on a Work Order, such as adding a job, posting labor or parts, editing a job, or closing a job or the Work Order, and Fleet360 showed Not Authorized. The message usually has a second line in the form Missing [permission name] in facility [facility number]. You can open the Work Order, and other users may be able to do the same action without an error.

Why this happens

Being able to open a Work Order and being allowed to act on it are two different things. Facility access lets you see that facility’s Work Orders. Each action (adding jobs, posting, editing, closing, reopening, and so on) is controlled by its own permission in the user group assigned to you for that facility. When the permission is missing, the screen or button may still be available, but the save is refused and the message names the permission and the facility that was checked.

Because user groups are assigned per facility, a user can have a permission in one facility and not in another. The facility named in the message is the facility of the Work Order or job you were working on, which is not always your working facility.

Resolve this

Work through these checks in order. Steps 2 and 3 are done by an administrator; the same steps apply to any action and any facility.

1. Read the message

Note the permission name and the facility number in the second line of the error. Confirm that facility is the one the Work Order belongs to. If you work across facilities, switch to the Work Order’s facility and try again before going further.

2. Check the user group assigned for that facility

  1. From the Admin menu, open Users and open the user.

  2. On the Groups tab, look at Assigned User Groups. Each facility the user can access is listed with the user group(s) assigned for that facility.

  3. Confirm a user group is assigned for the facility named in the error. If no group is assigned there, or a more limited group is assigned there than in the user’s other facilities, click Manage and assign the correct group for that facility.

Refer to Deleting and Editing Users for editing a user.

3. Check the permission in that user group

  1. From the Admin menu, open User Groups and select the group found in step 2.

  2. Find the permission named in the message and confirm it is checked for that group. Work Order permissions are grouped under headings such as Work Order Management and Work Order Posting; use Work Order permissions to look up what each permission controls and which one an action needs.

  3. Save, then have the user log out and back in and try again.

Refer to User Group Maintenance for editing user groups.

4. If the error continues or the message is incomplete

If the user group and permission are correct for that facility and the error continues, or the message does not name a permission (for example, Missing undefined in facility …), contact your administrator or submit a support request. Include the Work Order number, the action you were attempting, the full text of the message and the user name.

You can see a Work Order in the asset’s history but cannot open it

Repair history on an asset lists every Work Order posted to that asset, including Work Orders created at other facilities - for example, before the asset moved to your facility.

A Work Order stays tied to the facility where it was created; it does not move when the asset does. Selecting the Work Order number in history opens the Work Order under that facility, and opening it requires a user group assigned to you for the Work Order’s facility that includes View Work Orders. If no group is assigned there, or the group assigned there does not include View Work Orders, the Work Order does not open - even though you can see it listed.

If users need read-only history access to Work Orders from other or former facilities: an administrator can assign a user group that includes only view-level Work Order permissions at the Company-Wide level. A Company-Wide assignment covers every facility, including facilities the user has never worked in. Whether a broad view group fits your organization is a security decision for your administrator. Refer to Deleting and Editing Users for assigning groups by facility, region or Company-Wide, and User Group Maintenance for creating a custom group.

Changing the user’s Working Facility or Default Facility is not enough on its own - the user group assigned for the Work Order’s facility must include View Work Orders.

See also

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