Overview
Restricted Work Order Access is a role-level permission that limits what users can see to only the work orders they're directly assigned to. Enable it for a role and those users won't see, edit, or interact with any work order unless they have a task on it — keeping technicians focused on their own work without exposing unrelated work.
Accessing Role Permissions
Navigate to Settings > User Roles/Permissions
Select the Permissions tab.
How to Enable or Disable Restricted Work Order Access for a Role
From the Roles dropdown, select the role you want to configure
Wait for the permissions table to load
Scroll down below the main permissions table to find the Additional Permissions section
In the Restricted Work Order Access (Assigned Tasks Only) row, select On to restrict visibility or Off to allow normal access
Click Save
Note: The Additional Permissions section only appears after a role has been selected and the permissions table has fully loaded.
Understanding Restricted Work Order Access
When On is selected for a role:
Users in that role will only see work orders where they are assigned to at least one task
Work orders they are not assigned to will not appear in their view, even if they would otherwise have permission to see them
When Off is selected:
Users in that role have normal work order visibility based on their standard permissions — no additional filtering is applied
Best Practices
Communicate the Change: When enabling this for an existing role, let affected users know their open work orders will change — work orders they previously had access to may no longer appear.
Test with a Single Role First: If you're unsure of the impact, enable the restriction on a test role or a single non-critical role before rolling it out more broadly.
Troubleshooting
Issue: A user can't see a work order they expect to be able to access
Solution: Check whether Restricted Work Order Access is On for their role — if so, they will only see work orders they have an active task assignment on.
Go to Admin > Users > Permissions and check the role assigned to that user
If Restricted Work Order Access is set to On for their role, the user will only see work orders they are assigned to — confirm they have an active task assignment on the missing work order
If they should have broader access, set the toggle to Off and save
Issue: Changes to the On/Off toggle are not saving
Solution: Changes are not applied automatically — you must click Save after making the change.
After changing the toggle, confirm the Save button appears in the action bar at the bottom of the page
Click Save — changes are not applied automatically
If the save fails, try refreshing the page and making the change again
Summary
Restricted Work Order Access gives administrators control over work order visibility at the role level, so users only see the work orders they're directly responsible for. Turn it on or off per role from the Permissions tab under Admin > Users — changes take effect immediately.