What each role can do with work orders

Your role decides what you can do with a work order. Everyone can only see work orders at facilities they created or are assigned to. Within those facilities, you see all the work orders, not only your own.

For what each role can do across all of Flex CMMS, see Roles and permissions.

Compare roles

What you want to do	Admin	Manager	Technician	Tenant	Viewer
See, search and filter work orders	Yes	Yes	Yes	Yes	Yes
Read notes	Yes	Yes	Yes	Yes	Yes
Preview and download attachments	Yes	Yes	Yes	Yes	Yes
Open the Audit Log	Yes	Yes	Yes	Yes	Yes
Print or save as PDF	Yes	Yes	Yes	Yes	Yes
Create a work order	Yes	Yes	Yes	Yes	No
Change task type, status, priority, due date or location	Yes	Yes	Yes	Yes	No
Close or reopen a work order	Yes	Yes	Yes	Yes	No
Assign a work order to someone	Yes	No	No	No	No
Remove an assignment	Yes	Yes	Yes	Yes	No
Add notes	Yes	Yes	Yes	Yes	No
Delete notes	Any note	Own notes	Own notes	Own notes	No
Upload attachments	Yes	Yes	Yes	Yes	No
Delete attachments	Own files	Own files	Own files	Own files	No
Send or cancel a waiting update email	Yes	Yes	Yes	Yes	No
Change a facility’s completion rules	Yes	Yes	No	No	No
Change a work order’s description	No	No	No	No	No
Delete a work order	No	No	No	No	No

A disabled facility or a locked closed work order can limit these further. See Disable a facility and Lock closed work orders.

What Tenants see

Tenants have the same work order access as Technicians. They can see every work order at their facilities, including ones they didn’t create, and they can create, edit, close and add to any of them.

What Viewers see

Viewers can look but not change anything. They can read every work order at their facilities, including its notes, attachments and Audit Log, and they can print.

The screens look a little different for Viewers:

• There’s no Add Work Order button.
• The summary window has View details in place of Edit.
• Edit still appears in the right-click menu, but the window that opens is read-only and says “You have view-only access to work orders.”
• The Notes and Attachments tabs show a message in place of the add and upload options.
• If an update email is waiting, Viewers can see the timer, but Send Now and Cancel Email won’t work.

Related

• Roles and permissions
• Assign users to a facility
• View and find work orders