Overview
Restricted Work Order Access lets administrators control which work orders users can see in the mobile app. Enable the permission for a role and those users will only see work orders where they have at least one assigned task — keeping their view focused and limiting access to unrelated work. It's especially useful for organizations that share the app with external parties who should only act on their own assignments.
Accessing Restricted Work Order Access
Restricted Work Order Access is configured through Permissions in the Admin section of the web app, and the resulting restrictions apply automatically when the user logs into the mobile app. For full details on setting up permissions in the web app, see the Restricted Work Order Access - Web Permissions Guide.
How to Set Up and Activate a Restricted Work Order Access Role
Setting up work order access requires creating a role with the correct permission and assigning it to the appropriate user.
In the web app, navigate to Settings > User Roles/Permissions
Click the Permissions tab
Select the role you want to restrict, or create a new role
Scroll to the Additional Permissions section at the bottom
Toggle Restrict Work Order Access, Assign Tasks Only to On
Tap Save
Ensure you assign your targeted user this user role after configuration. If you have questions, view the guide for creating and editing users.
Note: When this permission is off, users with that role will see all work orders on any board they have access to. When turned on, they will only see work orders where they are assigned to at least one task.
How to Assign Tasks to a user with these permissions
For a work order to be visible to a user with these permissions in the mobile app, they must be assigned to at least one task on that work order.
From mobile, tap the Routes tab in the bottom navigation bar
Tap All Open to view the work orders list
Tap the work order you want to open
Tap the Tasks tab (checkmark circle icon) on the work order detail screen
Click the Filter Icon and update the view to Group View
Tap the task you want to assign to open it
Click Edit
Scroll to the Assignees field and tap it
Select the targeted user from the list
Tap Save in the top right corner
Note: The targeted user does not need to be assigned to every task — being assigned to at least one task on a work order grants them visibility to the entire work order and all its tasks.
How a User with Restricted Work Order Access Views Work Orders on Mobile
Once set up, the targeted user's mobile experience is automatically filtered.
Log in to the Redlist mobile app as the targeted user
Tap Sync to pull the latest data
Tap the Routes tab in the bottom navigation bar
Tap All Open — only work orders with at least one task assigned to that user will appear
Tap any visible work order to view it, then tap the Tasks tab (checkmark circle icon) to see all tasks on that work order
Note: This restriction applies throughout the entire app. If a user navigates to an asset, they will only see work orders and tasks tied to that asset that they are assigned to.
Understanding Restricted Work Order Access
Work order visibility is based on task assignment, not work order assignment. There is no concept of assigning a user directly to a work order — task assignment is what grants access.
All tasks are visible on a work order the user can see, not just the tasks assigned to them.
Assets remain visible — restricted users can still browse assets and asset information. Only work order visibility is restricted.
Board access is still required — restricted users must have access to the board a work order is on in addition to having the restricted role.
Best Practices
Create a Dedicated Role for Restricted Users: Set up a specific role for users who need limited access rather than modifying existing roles. This makes it easy to manage permissions across all affected users at once.
Assign Tasks Before Sharing Access: Ensure tasks are assigned in the system before the user logs in so their first sync shows the correct data.
Troubleshooting
Issue: User can see all work orders instead of only assigned ones Solution: The Restrict Work Order Access, Assign Tasks Only permission may not be enabled or saved for their role.
Confirm the permission is enabled and saved for their role
Have the user tap Sync in the mobile app to pull the latest permissions
Verify the restricted role is assigned to that specific user
Issue: User cannot see any work orders Solution: The user may not have any tasks assigned, or may not have access to the board the work order is on.
Confirm at least one task on a work order is assigned to that user
Confirm the user has access to the board the work order is on
Have the user sync the mobile app again
Issue: User can see a work order but shouldn't Solution: The user may be assigned to a task on that work order unintentionally.
Review the task assignments on that work order
Remove the task assignment if it was added in error
Have the user sync to reflect the updated assignment
If needed, check the associated route to see if that task is recurring
Summary
Restricted Work Order Access gives administrators precise control over what external or limited-access users see in the Redlist mobile app by restricting work order visibility to only those with task assignments. Setting up a dedicated restricted role, assigning it to the appropriate users with the correct board access, and assigning tasks to those users is all it takes to ensure a clean, focused experience for everyone on your team.