Record Sets

Most Users only need access to a limited selection of records in your fleet, and Record Sets allow you to tailor who sees what in Fleetio.

Record Sets define the Vehicles, Contacts, and Parts/Inventory to which a User has access.

Record Sets affect a User's entire Fleetio experience, from Dashboards to Reports. 

Users will only be able to see the records they are authorized to access on all pages, reports, and dashboards in Fleetio.

View and Edit Record Sets

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Record Sets in the User Access section.

Record Sets are divided by type, so there are tabs for Vehicles, Contacts, Part Locations, and Inspection Forms.

Standard Record Sets, which include Full or No access, can't be edited or deleted. These standard sets are found in each Record Set type.

Configure Record Sets

To add a Record Set, click the + Add Record Set button in the top right.

When adding a Record Set, you can only select Some access since there are already default Full or No access Record Sets. Some "conditions" are used to limit which records a User can access.

EXAMPLE:
User Joe is an Administrator and can access all Vehicles. User Jane is a Regular User and has access to a subset of Vehicles - only those in the Chicago Group.
When Joe logs in and views the Dashboard, he sees aggregate numbers (e.g. Total Costs for Service Entries) for all Vehicles in the account. Meanwhile, Jane will see aggregate numbers for only the Vehicles she can access.

Start by giving your Record Set a Name, and an optional Description.

Next, use the drop-down to select the Record Type that this Record Set applies to.

Each Record Type has different Conditions that can be selected to define the level of access. These Record Types and Conditions are explained in more detail below.

Vehicles Record Type

Conditions:

• All vehicles
• Vehicles in this contact's group
  User can only access Vehicles in their assigned Group (if the User's Group changes, the Vehicles they can access will change as well)
• Vehicles assigned to this contact
  User can only access Vehicles currently assigned to them (good for drivers when moving Vehicles around often)
• Specific vehicles
  Choose specific individual Vehicle(s) a User can access
• Vehicles in these groups
  Choose specific Groups of Vehicles a User can access
• Vehicles with status(es)
  User can access Vehicles whose current status matches any of the selected values (great for providing guest access to only certain Vehicle statuses like "In Shop")
• Vehicles with specific custom field values
  User can access all Vehicles with a custom field containing any of the selected custom field values. See Custom Fields as Vehicle Conditions below to learn more.
• No vehicles

Secondary Conditions for Vehicle Record Sets

While selecting conditions for the Some access level on Vehicle sets, you can employ secondary conditions that provide an extra layer of selection logic.

When a secondary condition is used, only Vehicles that match both the primary condition and the secondary condition will be added to the set.

Custom Fields as Vehicle Conditions

Using a Custom Field as a vehicle condition allows you to define which Vehicles a user can manage or view based on specific custom field values.

You can use any of your existing drop-down or checkbox Custom Fields as Vehicle Conditions, or create a new Custom Field for this purpose.

The steps below demonstrate adding a new Custom Field as a Vehicle Condition using the following example:

• You currently utilize two different Telematics subscriptions, but you want a user to only have access to view and manage vehicles from "Subscription A" and not "Subscription B"

To configure a Record Set for this user:

1. Start by creating a Custom Field called "Telematics Subscription" with a drop-down data type and values of "Subscription A" and "Subscription B".
   1. Assign the appropriate "Subscription A" or "Subscription B" value for this Custom Field to each of your Vehicles.
2. Create a new Record Set.
3. In the Manage section of the Add Record Set window, click + Add Condition and select Vehicles with specific custom field values.

4. In the first drop-down, select the "Telematics Subscription" Custom Field you created
5. In the second drop-down, select "Subscription A"

6. Repeat steps 3 -5 in the View section of the Add Record Sets window.

7. Click the Save button to save the new Record Set.
8. When editing or adding a user, the new Record Set will now be available under the Vehicles drop-down in their User Type and Permissions:

Tools Record Type

Conditions:

• All tools
• Tools in this contact's group
  User can only access Vehicles in their assigned Group (if the contact's Group changes, the Vehicles they can access will change as well)
• Specific tools
  Choose specific individual Tool(s) a user can access
• Tools in specific groups
  Choose specific Groups of Tools a user can access
• No tools

Contacts Record Type

Conditions:

• All contacts
• Contacts in this contact's group
  User can only access Contacts in their assigned Group (if the User's Group value changes, the Contacts they can access will change as well)
• Contacts in these groups
  Choose specific Groups of Contacts a User can access
• No contacts

Part Locations Record Type

Conditions:

• Part Locations
  Control the Part Locations where a User can adjust inventory.

Inspection Forms Record Record Type

Inspection form record sets control User ability to view inspection submissions, create and submit inspection forms, and view inspection item failures.

Conditions:

• Inspection Forms
  Control the Inspection Forms that a User can view and submit

Set Default Record Sets

If you have certain Record Sets that are common across your organization, set them as the default option. Then, when a new User is added, your default selections will be populated in the Record Sets section. You can select a default Record Set for each Record Set type (Vehicles, Contacts, Part Locations, Inspection Forms)

1. Go to your Account Menu and select Settings.

2. Click Record Sets in the User Permissions & Access section.
3. Hover over the Record Set you want to make the default, click the More Actions Button, and select Set as Default.

Default Record Sets can't be deleted. Set a new default set and remove any Users in order to delete a Record Set.

Bulk Manage Record Sets

If you need to modify the Record Sets for multiple Users at once, you can make the change in bulk.

1. Go to your Account Menu and select User Management.

2. Select the checkboxes for Users to update, click the Actions Drop-down Menu (c), and select Update Contacts.

3. Update the Role, if needed, and designate the appropriate access level for each Record Set type. Any drop-down left blank will not be updated. This operation will overwrite all current record sets for the selected Users and cannot be undone.

4. Click Update when complete.

Troubleshooting

My account shows Users with a Limited Access Record Set. What does that mean?

• This means your account predates certain Record Sets enhancements, and your configured permissions do not fit into a standard Record Set. You can either leave your Users in this Record Set or create new Record Sets and then migrate the Users. The easiest way to move Users is to bulk manage them.

A User with edit Permissions is trying to complete a Bulk Update action, but some records have locked checkboxes.

• If a User has edit Permissions but also has Record Sets that limit them to view-only access for certain records, then those view-only records will be locked, disabling any edit or bulk action activity. Users must be given a Record Set with Manage access to those records in order to perform bulk actions.