# Settings refusals (/docs/settings/refusals)

When the system refuses a change it shows the message in red and saves nothing. Find the message below.
`{placeholders}` stand for the real name, number or value.

Some refusals are the same everywhere in Factory OS: signature authority, a missing reason, access letters,
signed-record locks and the training gate. They are explained once in
[Signatures and refusals](/docs/get-started/signatures-and-refusals).

A recurring rule: Settings access is not signing authority. Whoever edits a person, a role or an approval
chain cannot give themselves, or a person they sign for, the authority to sign. The messages say
`Ask another administrator.`

## Organization [#organization]

For [Organization profile and standards](/docs/settings/organization).

| Message | When | What it means | What to do |
|---|---|---|---|
| `Only the Org admin can change the organization details.` | Saving **General** or **Contact** without the Org admin role. | Company details are Org admin only. | Ask the Org admin. |
| `Only the Org admin can change this setting.` | Changing standards, operating hours or permissions without the Org admin role. | Same. | Ask the Org admin. |
| `Process capability (Cpk) is not part of this workspace's plan. Contact VIGOR to add it.` | Turning **Process capability** on without the add-on. | The add-on is off for your workspace. | Contact VIGOR. |
| `Enter the rationale for fewer than 3 lots or 30 readings, for example the procedure that sets them.` | Saving fewer than 3 lots or 30 readings with **Rationale** empty. | ISO 13485 7.5.6 asks for a rationale for each sample size. | Type the rationale, for example the procedure number. |
| `Organization name is required.` | Saving with an empty name. | The name prints on certificates. | Enter it. |
| `Choose one of the timezones.` | A timezone that is not in the list. | | Pick from the list. |
| `OEE target must be a number up to 100.` | **OEE target (%)** is not a number from 0 to 100. | | Enter a number. |
| `Enter a valid email address.` | **Email** is not an address. | | Correct it. |
| `Nothing to change.` | Saving with no field changed. | | Change a field. |
| `The details are not valid.` / `The settings are not valid.` | A field breaks a length or format rule and no more specific message applies. | | Check the field you changed. |
| `Unknown settings section` | A request for a settings section that does not exist. | Usually an old screen. | Reload. |
| `{label} belongs to {standard}, which is switched off for this organization.` | Opening a page of a standard that is off. | Hidden by **Standards you work to**. | Ask the Org admin to switch it on. |
| `{name} cannot take signed steps or steps that need training: the login is not linked to an employee.` | Turning **Require a linked, trained employee to sign** off from a login with no employee. | The change is signed under the rule it replaces. | Link your login to an employee, or ask another Org admin. |
| `The employee and training check is off, so a linked employee cannot change. Turn on Require a linked, trained employee to sign first.` | Removing or changing the employee of a login while the check is off. | With the check off, the link is how the system tells people apart. | Turn the check on, change the link, then turn it off again. |
| `This setting was changed meanwhile. Reload the page and try again.` | Two Org admins change the signing rule at the same time. | The other change was saved first. | Reload the page. |

## Shifts [#shifts]

For [Shifts, working hours and planned downtime](/docs/settings/shifts-and-calendar).

| Message | When | What it means | What to do |
|---|---|---|---|
| `Start must be a time like 08:00.` | **Start (HH:MM)** is not a time. | | Enter hours and minutes. |
| `End must be a time like 17:30.` | **End (HH:MM)** is not a time. | | Enter hours and minutes. |
| `A shift must keep at least one active day.` | Removing the last active day, or saving a shift with no day. | | Leave a day on. |
| `Send either a day or the active state.` | A quick change that names both. | Usually an old screen. | Reload. |
| `The change is not valid.` | A quick change breaks a rule. | | Reload and try again. |
| `Shift {name} already exists.` | Renaming a shift to a name in use. | | Choose another name. |
| `This record was changed by someone else. Reload it and try again.` | Saving a shift edit after someone else saved it. | | Reload and edit again. |
| `This is a controlled record. Enter the reason for the change.` | **Sign · Save** with a reason shorter than 4 characters. | Shifts are controlled. | Type the reason. |
| `Record not found` | The shift was deleted. | | Reload the list. |

## Users and invitations [#users-and-invitations]

For [Invite people and link them to employees](/docs/settings/users-and-invitations).

### Invitations [#invitations]

| Message | When | What it means | What to do |
|---|---|---|---|
| `Only the workspace owner can send email invitations. Ask the owner, or add the person with a username.` | Sending, **Resend** or **Revoke** of an email invitation without the owner role. | Only the owner sends email invitations. An organization admin can still add people with a username. | Ask the owner, or use the **With a username** tab of **Add people**. |
| `Enter valid work email addresses.` | Every address in the list is invalid. | | Fix the addresses. |
| `Everyone on this list already has an invitation or account.` | Every valid address is already invited or has an account. | | Nothing to send. |
| `Only a pending invitation can be sent again.` | **Resend** on an invitation that is **Active**, **Revoked** or **Expired**. | | Invite again from **Add people**. |
| `Only a pending invitation can be revoked.` | **Revoke** on any other status. | | None. |
| `Invitation not found` | The invitation was removed. | | Reload. |
| `{reason} Nobody was added. {emails} already received an invitation email; the link no longer works.` | A batch failed part way. The earlier invitations were cancelled. | The emails were already sent before the failure. | Invite again. Tell the people the first link is dead. |

### Members [#members]

| Message | When | What it means | What to do |
|---|---|---|---|
| `Member not found` | Editing a person who left the organization. | | Reload. |
| `Choose an app role for this member.` | Saving a person who has no role yet. | | Choose a role. |
| `Unknown app role.` | A role that does not exist. | | Pick from the list. |
| `You cannot change your own app role. Ask another administrator.` | Changing your own role. | | Ask another administrator. |
| `You cannot change your own person. Ask another administrator to link your login.` | Changing your own person link. | | Same. |
| `You cannot change your own employee. Ask another administrator to link your login.` | Changing your own employee link. | | Same. |
| `You cannot change your own delegate. Ask another administrator.` | Changing your own delegate. | | Same. |
| `You cannot change your own approval limit. Ask another administrator.` | Changing your own limit. | | Same. |
| `You cannot change your own access expiry. Ask another administrator.` | Changing your own expiry. | | Same. |
| `You are this member's delegate, so you cannot change their person, employee, role, approval limit, access or delegate. Ask another administrator.` | Editing authority of a person who delegates to you. | The change would hand you their authority. | Ask another administrator. |
| `You cannot make yourself the delegate of another member. Ask another administrator.` | Choosing yourself as someone's **Delegate**. | | Same. |
| `You cannot change the dates of a delegation to yourself. Ask another administrator.` | Moving the **From** or **To** of a delegation to you. | | Same. |
| `A member cannot delegate to themselves.` | **Delegate** is the same person. | | Choose another person. |
| `The delegate is not a member of this organization.` | **Delegate** is not a member. | | Pick a member. |
| `The delegation must end on or after the day it starts.` | **From** is after **To**. | | Correct the dates. |
| `That employee does not exist.` | The linked employee is not in the register. | | Pick from the list. |
| `Employee {key} is already linked to {holder}. An employee belongs to one login: unlink {holder} first.` | Two logins on one employee. | See [Link a login to a person and an employee](/docs/settings/users-and-invitations#link-a-login-to-a-person-and-an-employee). | Unlink the other login. |
| `That person is already linked.` / `That employee is already linked.` | Another login took it at the same moment. | | Reload and check. |
| `At least one administrator is required. Make someone else an administrator first.` | Changing the last **Org admin** to another role. | | Make another administrator first. |
| `That legal entity does not exist.` | Switching to a legal entity that was removed. | | Pick another. |
| `Ask your administrator to give you access to the factory system.` | You are not a member of this workspace. | | Ask the Org admin. |
| `Your access to the factory system has expired. Ask your administrator to renew it.` | **Access expires** is past. | | Ask the Org admin. |

## Roles and permissions [#roles-and-permissions]

For [Change what a role can see and do](/docs/settings/roles-and-permissions).

| Message | When | What it means | What to do |
|---|---|---|---|
| `Only the Org admin can change this setting.` | Changing a cell without the Org admin role. | | Ask the Org admin. |
| `You cannot raise the access of your own role ({role}: {app} {was} → {now}). Ask another administrator.` | Raising a cell of your own role. | | Ask another administrator. |
| `Only the Org admin can see and change roles and permissions.` | Opening the page without the Org admin role. | A notice instead of the matrix. | Ask the Org admin. |

## Master data [#master-data]

For [Master data](/docs/settings/master-data).

| Message | When | What it means | What to do |
|---|---|---|---|
| `You cannot change your own role, department or status. Ask another administrator.` | Editing your own **Employees & roles** record. | A role, department or status would change your own gates. Your name is still yours to correct. | Ask another administrator. |
| `This is a controlled record. Enter the reason for the change.` | Saving a controlled table record without a reason. | | Type a reason. |
| `{key} is used by {records}. Remove those first.` | Deleting a record that others use. | | Change those records first. |
| `{field} {ref} is already used by {key}.` | Saving master data with an **Internal reference** another record of the table has (letter case and spaces aside). | Each internal reference names one record. | Use another reference, or open that record. |

## Numbering and approvals [#numbering-and-approvals]

For [Numbering, purchase approvals and the change board](/docs/settings/numbering-and-approvals).

| Message | When | What it means | What to do |
|---|---|---|---|
| `Letters, digits, - and / only, up to 16 characters.` | A prefix with other characters or longer than 16. | | Fix the prefix. |
| `{key} is not a numbered document.` / `That document is not numbered.` | A prefix for a document with no numbering. | Usually an old screen. | Reload. |
| `You cannot add or move a level you can sign yourself ({chain}: {level}, {role} ({person})). Ask another administrator.` | Adding or moving a level in an approval chain or the change board that you, or someone you sign for, can sign. | Settings access is not signing authority. | Ask another administrator. |
| `You cannot leave {chain} with only levels you can sign yourself. Ask another administrator.` | The chain would be signed only by you. | | Same. |
| `You cannot leave the change board route with only levels you can sign yourself (changes with: {conditions}). Ask another administrator.` | The board would be signed only by you for those conditions. | | Same. |
| `You cannot add or change a purchase approval level you can sign yourself ({document}: {level}, {role} ({person})). Ask another administrator.` | Same, for purchase approvals. | | Same. |
| `You cannot leave {requisition or purchase order} approval with only levels you can sign yourself ({type}, from RM {amount}). Ask another administrator.` | Purchase approval at that amount would be signed only by you. | | Same. |
| `Each purchase approval level needs its own id.` | Two levels with the same id. | Usually an old screen. | Reload. |

## My settings [#my-settings]

For [My settings](/docs/settings/my-settings).

| Message | When | What it means | What to do |
|---|---|---|---|
| `The signature could not be saved.` | **Save signature** failed. | | Try again. |
| `The request failed.` | A preference could not be saved. The switch goes back. | | Try again. |
| `No signature specimen on file for this user. Set one from the user menu (My signature).` | A signed step before you set a signature. | | Set it in **My signature**. |

<NextSteps>

<NextStep href="/docs/settings/organization" title="Organization profile and standards" description="Back to the first task." />

<NextStep href="/docs/get-started/signatures-and-refusals" title="Signatures and refusals" description="Messages shared by every flow." />

<NextStep href="/docs/settings/users-and-invitations" title="Invite people" description="The people task." />

</NextSteps>

{/* Sources: apps/api/src/modules/mes/settings-config/{hooks,invitations.service,profile.service,shifts.service,master-data.service}.ts, core/{settings.service,settings-authority,members.service,numbering.service,store}.ts, packages/contracts/src/mes/settings-config/{api,shifts,emails}.ts. About 70 messages covered. */}