Work Order permissions
Overview
Permissions control which Work Order actions and screens a user can see and use — for example, whether they can create a Work Order, close a job, edit a posted cost, or reverse a transaction. An administrator grants permissions by adding the user to a user group that includes them (Admin, then User Groups). Refer to User Group Maintenance and User Permission Definitions Chart. Use this reference to look up what a specific permission controls; it does not describe how to set up user groups or assign them.
The permission names below are the names shown on the User Group screen. On that screen they are grouped under Work Order Management, Work Order Posting, Work Order Audit Management, Templates, Work Order Estimates and Shop Management. Most Work Order permissions are granted per facility, so a user can have a permission in one facility and not another.
Being able to open a Work Order does not by itself allow acting on it. If a user sees Not Authorized on a Work Order action, the message names the missing permission and the facility that was checked; see Not Authorized error on a Work Order.
Moving from RTA Classic? Classic user settings do not carry over to Fleet360 automatically. A user who could add work order lines in Classic still needs the matching Fleet360 permission in their user group, for the facility they are working in. If one user cannot see a button or gets an error that another user does not get on the same computer, check that user’s group and facility access first; the browser or device is rarely the cause.
Some features also depend on the modules included in your subscription. If a permission listed here is not on your User Group screen, that feature is not part of your setup.
Reference content
Work Order access and lifecycle
Permission | What it allows | Notes |
|---|---|---|
Access Work Orders | View the Work Order list and open a Work Order. | Required to see Work Orders at all. Without it the Work Orders menu and screens are not available. |
Create Work Orders | Create a new Work Order. | |
Edit Work Orders | Edit a Work Order’s header information, PO information, account codes, audit information, scheduled dates and asset header fields. | The broadest edit permission on the Work Order itself. |
Close Work Orders | Close a Work Order once its jobs are complete. | Applies in both Work Order designs. |
Reopen Closed Work Orders | Reopen a closed Work Order. | Applies in both Work Order designs. |
End Technician Shift | Take actions on job cards in Shop Activity (for example ending a technician’s shift) and edit the assigned technician list on a job. | Listed under Shop Management on the User Group screen. Refer to Paperless Shop Access & Permissions. |
Delete Work Orders | Delete planned work order lines in bulk from Paperless Shop planning. | Does not delete a Work Order itself; Work Orders are closed, not deleted. |
Jobs (work order lines)
Permission | What it allows | Notes |
|---|---|---|
Add Work Order Lines | Add a job to a Work Order. | Also needed to open a job’s detail screen. The most common reason a user cannot add a line is that this permission is missing for the facility. |
Close Work Order Lines | Close an individual job. | Applies wherever a job’s Close action appears, including job cards and Shop Activity. |
Reopen Closed Work Order Lines | Reopen a closed job so another transaction can be posted to it. | Every posting type (Labor, Parts, Tires, Misc, Warranty, Outside) needs it to post to a job that is already closed. |
Delete Work Order lines | Delete (void) a job from a Work Order. | Different from closing: the job is removed rather than completed. |
Plan Work Order lines | Move a job to planned work so it can be done later. | |
Edit Closed Work Order Lines | Edit notes or attachments on a job that is already closed. | |
Edit Work Order Notes | Edit a job's free-text notes. | Editing notes on a closed job needs Edit Closed Work Order Lines instead. |
Edit Estimated Hours | Edit the estimated hours on a job. | Listed under Work Order Posting. |
Postings and transactions
Permission | What it allows | Notes |
|---|---|---|
Post Labor | Post a Labor transaction to a job. | Also controls whether the Labor tab appears in Add Posting. |
Post Parts | Post a Parts transaction to a job. | Also needed to post a requested part from Part Requests. |
Post Tires | Post a Tires transaction to a job. | Only relevant when tire posting is part of your setup; see Posting types. |
Post Miscellaneous | Post a Miscellaneous transaction to a job. | |
Post Non-File Parts | Post a part that isn't tracked in parts inventory. | Needed in addition to Post Parts. |
Post Warranty Credits | Post a Warranty transaction (parts, labor, or tires sub-type). | Controls the Warranty tab in Add Posting. |
Post Outside Labor | Post an Outside (sublet) Labor transaction. | Only relevant on jobs marked Outside. |
Post Outside Parts | Post an Outside (sublet) Parts transaction. | Only relevant on jobs marked Outside. |
Post Outside Tires | Post an Outside (sublet) Tires transaction. | Only relevant on jobs marked Outside. |
Edit Labor Price During Posting | Change the labor price while posting Labor. | Separate from Post Labor. |
Edit Part Price during Posting | Change the part price while posting Parts. | Separate from Post Parts. |
Edit Tire Price during Posting | Change the tire price while posting Tires. | Separate from Post Tires. |
Can Free Form Enter Labor Price | Enter a free-form labor price instead of using the standard labor rate. | Used together with Edit Labor Price During Posting. |
Reverse Work Order Posting | Reverse a previously posted transaction. | Only available while the job is Open or Partial; see Transaction types for how a reversal is recorded. |
Work Order detail and asset fields
Permission | What it allows | Notes |
|---|---|---|
Edit Work Order Meter | Update an asset's meter reading from a Work Order. | Applies to the meter update on the Work Order and when ending a job. |
Edit Audit Purchase Order Number | Edit the PO Number field within a Work Order's audit information. | Listed under Work Order Audit Management. Other audit fields need Edit Work Orders. |
Work Order templates
Permission | What it allows | Notes |
|---|---|---|
Access Template Work Orders | Edit a Work Order template, including its line notes. | Controls the Work Order Templates screen. Listed under Templates. |
Quick Repair
Permission | What it allows | Notes |
|---|---|---|
View Quick Repair | View Quick Repair settings and use the Quick Repair option from Paperless Shop. | |
Add Quick Repair | Add a new Quick Repair configuration. | |
Delete Quick Repair | Delete a Quick Repair configuration. | |
Post Quick Repair | Post a Quick Repair from Paperless Shop. | Used together with View Quick Repair. |
Work Order Estimates
Permission | What it allows | Notes |
|---|---|---|
Access Work Order Estimates | View an estimate Work Order and its lines. | Also controls whether Estimates appear in the menu. |
Add Work Order Estimates | Create an estimate Work Order or add a line to one. | |
Edit Work Order Estimates | Edit an estimate Work Order's lines. | Also needed for estimate settings in Maintenance Settings. |
Approve Work Order Estimates | Approve a pending estimate Work Order. | |
Convert Work Order Estimates to Work Orders | Convert an approved estimate into a regular Work Order. |
Permissions with no effect on the Work Order screens
These permissions appear on the User Group screen but do not currently change what a user can see or do on the Work Order screens. Turning them on or off has no visible effect there.
Close Work Order Lines with Open PO Link
Change Vehicle Facility
Access Audit Work Order Info
Print Work Order Inspections
Related permissions
Campaigns (Access, Add, Edit, Delete Campaigns) control the Campaigns/Recalls screens, and Work Order Vmrs (Access, Add, Edit, Delete Work Order Vmrs) control VMRS code setup. They are listed near the Work Order permissions on the User Group screen but do not affect the Work Order screens themselves. VMRS codes are used in the Job VMRS field; see Job fields.
Related tasks
Create a Work Order — requires Create Work Orders.
Close or reopen a Work Order — requires Close Work Orders or Reopen Closed Work Orders.
Add a job — requires Add Work Order Lines.
Close or reopen a job — requires Close Work Order Lines, or Reopen Closed Work Order Lines when posting to an already-closed job.
Post labor to a job — requires Post Labor.
Post parts to a job — requires Post Parts (and Post Non-File Parts for non-file parts).
Post tires to a job — requires Post Tires.
Post miscellaneous charges to a job — requires Post Miscellaneous.
Reverse a transaction — requires Reverse Work Order Posting.
Update the work order meter — requires Edit Work Order Meter.
Update job notes — requires Edit Work Order Notes (or Edit Closed Work Order Lines if the job is closed).
Use work order templates — requires Access Template Work Orders to make changes.
Request estimate work order approval — requires Add Work Order Estimates or Edit Work Order Estimates; approval itself requires Approve Work Order Estimates.
Convert an approved estimate to a work order — requires Convert Work Order Estimates to Work Orders.