Access & field control

Head office and dealers work on the same claims, but they shouldn’t see or change the same things. Fleetlane decides who can do what on the server, for every request, in a fixed order. Each layer can only narrow what the layer before it allowed:

1. Capabilities: what a role can do at all, such as read claims, create claims or update vehicles.
2. Scope: which records an assignment reaches, either every dealership or one.
3. Field rules: what the role sees and edits in each status, for each section and field.
4. Claim type: limits set by the claim type that no role rule can widen.

flowchart LR
  R["Request"] --> C["Capabilities<br/>what the role can do"]
  C --> S["Scope<br/>which dealerships"]
  S --> F["Field rules<br/>role, status, claim type"]
  F --> T["Claim type policy<br/>can only narrow"]
  T --> O["Response<br/>hidden values removed"]

Roles and assignments

A role is a named set of capabilities. In Settings › UI Access you pick a role and tick its capabilities in a grid of resources and actions, such as claim read, create and update.

People get roles through assignments, which you manage in Settings › Users & Roles. Users join by invitation. An assignment gives a person one role. For a dealer role it also names the dealership. Every assignment has a validity window with a start date and an optional end date.

One person can hold several assignments, such as service advisor at one dealership and warranty clerk at another. There is no primary role.

Roles per lane

Assignments belong to a lane. Access to production is managed under Settings › Users & Roles; access to a test lane is granted under Settings › Lanes › Lane access, and working there also needs the Work in lanes permission. The Fleetlane configurator role changes configuration in the lanes where it is granted but cannot promote. Roles, capabilities and field rules can themselves be changed in a test lane and promoted; people keep their assignments when they are. See Lanes.

Head office and dealer scope

Every role has a scope, set in Settings › UI Access:

• OEM – all dealerships (head office): the assignment reaches claims from every dealership.
• Dealer – memberships only: the assignment reaches only claims from the dealership it names.

A dealer assignment cannot borrow a capability from a head office role, and cannot act on another dealership’s claims. Vehicles are shared across the network: anyone who can read vehicles can look up any vehicle, whichever dealership sold it. Fleetlane refuses to change a role’s scope while people hold assignments that don’t fit the new scope.

Field rules

Field rules decide how each section and field behaves for a role in a given status. There are four states:

State	Visible	Can be changed
Editable	Yes	Yes
Required	Yes	Yes, and must be filled in
Locked	Yes	No
Hidden	No	No

Rules apply to whole sections, to individual standard fields such as repair date or mileage, and to each of your own custom fields. A custom field follows exactly the same rules as a standard one. Sections include standard details, vehicle, warranty items, partners, custom fields, text items, discussion and attachments. Hiding a section hides everything in it.

To set a rule, open a field, select the statuses you want and move them into a state. For claims, a rule can apply to all claim types or to just one. The screen shows where a claim type differs and which rule produces each result.

The most specific rule wins. A rule for a role, claim type and status beats a rule for that role and status, and that beats the role’s general rule. Fields without a rule keep their standard behaviour. The claim number is always locked and cannot be hidden.

Without the capability to update claims, no claim field is editable, whatever the field rules say.

An example

Role names and statuses below are illustrative.

Field or section	Dealer service advisor, Draft	Dealer service advisor, Submitted	Head office assessor, Submitted
Repair date	Required	Locked	Locked
Mileage	Required	Locked	Editable
Cause	Hidden	Hidden	Required
Warranty items	Editable	Locked	Editable

The dealer completes the claim in Draft. Once it’s submitted, the assessor can correct it and must record a cause the dealer never sees.

Workflow actions

Workflow execution rules sit alongside field rules. In each status, a role is Allowed or Blocked from running the lifecycle actions available there. Execution is separate from editing, so a role can move a claim forward without being able to change its fields.

Claim types can only narrow

Each claim type has a policy, set in Settings › Claim Types. Fleetlane applies it after field rules, and it can only restrict them further:

• A locked header makes standard details read-only.
• Setting items to none hides warranty items. Setting items to locked makes them read-only.
• A claim type can stop users changing the claim type or editing partners.
• Each custom field and text category is Hidden, Optional or Required for the claim type.

No role rule can reopen what the claim type closes. Required can tighten an editable field but cannot unlock a locked or hidden one. A recall type, for example, can lock its pre-filled header and items for everyone.

People with several roles

When someone holds several assignments that apply to a record, Fleetlane works out a complete decision for each assignment and then combines the results:

• A field is visible if any assignment shows it.
• A field is editable only if a single assignment can both read the record and edit that field.

Creating a claim works the same way: one assignment must permit the whole claim as submitted.

Enforced on the server

The server makes and enforces every decision; the browser only displays it.

• Hidden values are removed from responses before they leave the server, including in claim lists.
• Filtering or sorting by a field hidden from you is refused, so hidden values cannot be inferred.
• Every change is checked again, field by field. A workflow action is refused when your role is blocked in that status.
• Changes in Settings › UI Access apply from the next request, because access decisions are not cached.