Troubleshoot unavailable selections

Selectors intentionally show only records that are eligible for the current organisation and action. Start with filters and lifecycle state before assuming data has been lost.

A site is missing from a selector

Likely causes, in safe-check order

1. A client, search, or site filter excludes it.
2. The site is inactive or archived, while the action offers only active destinations.
3. The site belongs to another organisation.
4. Your membership cannot read sites.

Resolution steps

1. Confirm the selected organisation.
2. Clear the client and site filters.
3. Open Assets and Sites and locations.
4. Search for the site and inspect its current status.
5. If it is temporarily inactive and should be operational, ask an authorised structure manager to review and activate it.
6. Return to the original form and reload its options.

What not to do

• Do not paste a site record ID from another organisation.
• Do not create a duplicate site because an inactive or filtered site is missing.
• Do not activate or replace a site without confirming its operational status and timezone.

When to contact an owner or administrator

Contact them when the site should be active but you cannot inspect or activate it, or when your role needs site-read access.

A location is missing or disabled

Likely causes, in safe-check order

1. No site has been selected yet.
2. The location belongs to a different site.
3. The location is inactive or archived.
4. One of its parent locations is inactive, so it is not operationally available.
5. Your membership cannot read locations.

Resolution steps

1. Select the destination site first.
2. Clear any location search or status filters.
3. Open the site's location tree in Sites and locations.
4. Check the location and every ancestor from the root down.
5. Have an authorised structure manager activate the required parent and child locations only when they are genuinely operational.
6. Reload the assignment or registration form.

What not to do

• Do not move the location to another parent merely to make it selectable.
• Do not create a duplicate child beneath an active parent.
• Do not bypass the site by supplying a location identifier directly; a location requires its own site.

When to contact an owner or administrator

Contact them when the hierarchy should be operational but you cannot change its status, or when an ancestor's intended state is unclear.

Equipment is missing from “Assign from rotation”

Likely causes, in safe-check order

1. The equipment is currently assigned to a site rather than the rotation pool.
2. Search, status, category, client, site, location, criticality, or responsible-member filters exclude it.
3. The equipment is retired or archived and cannot be selected in the ordinary assignment workflow.
4. You lack equipment-read or assignment permission.

The unassigned filter represents equipment whose current site is null. Returning a device to rotation creates that null assignment without deleting deployment history.

Resolution steps

1. Open Equipment in the correct organisation.
2. Clear filters and search by internal asset ID.
3. Inspect its Assignment and lifecycle status.
4. If it is legitimately still installed, complete the controlled return-to-rotation movement first.
5. If it is already unassigned, apply the unassigned rotation filter again and reload the list.
6. Confirm your membership has the assignment action before retrying.

What not to do

• Do not register the physical device a second time.
• Do not overwrite the existing site assignment without recording the real effective movement.
• Do not retire, archive, or alter equipment status merely to change selector results.

When to contact an owner or administrator

Contact them when the current placement is wrong but you cannot perform the controlled assignment, or when a retired/archived state needs quality review. Terminal equipment is not restored merely to make it selectable.

A category is unavailable during registration

Likely causes, in safe-check order

1. No active equipment category exists.
2. The intended category is archived.
3. Registration options failed to load.
4. You can create equipment but cannot read or manage categories.

Resolution steps

1. Read any registration alert, such as Equipment registration requires at least one active equipment category.
2. Retry loading registration options when the page reports they are unavailable.
3. Review the category list and confirm the intended category is active.
4. Ask an authorised user to create the correct category when none exists.
5. Reopen Register equipment and select the active category.

What not to do

• Do not select an unrelated category merely to save the record.
• Do not create differently spelled duplicate categories to avoid an archived category.
• Do not alter existing equipment categories without considering linked records.

When to contact an owner or administrator

Contact them when a category must be created or managed and your membership does not have category permissions.

A responsible member is unavailable

Likely causes, in safe-check order

1. The person's membership is invited, suspended, revoked, or otherwise inactive.
2. The membership belongs to another organisation.
3. A role or workflow rule makes the person ineligible for that assignment.
4. The selector options failed to load.

Historical records can continue to display an inactive or unavailable member, but new responsibility normally requires an active eligible membership in the selected organisation.

Resolution steps

1. Confirm the selected organisation.
2. Refresh the form's member options.
3. Ask an owner or administrator to check the person's membership status and role.
4. Reactivate a suspended membership only through the controlled member workflow when access should genuinely resume.
5. Select another active eligible member when operational responsibility has changed.

What not to do

• Do not invite a duplicate account to bypass an inactive membership.
• Do not assign another person's identity as a placeholder.
• Do not reactivate revoked access through informal workarounds; revocation is not reversible in the current interface.

When to contact an owner or administrator

Contact them when membership status, role eligibility, or invitation acceptance needs review. Use Troubleshoot access and missing actions when the affected person cannot open the organisation.

Related documentation

• Create sites and location hierarchies
• Register equipment
• Equipment and rotation
• Troubleshoot update conflicts