Overview
There are three main rules that determine what you can do in Observability.
Team. You only see jobs owned by your Gearset team. Jobs owned by other teams are invisible, even if they monitor an org you can access.
Managing a job (edit, delete, configure). Who can do this depends on whether your licence uses RBAC. That is the only thing RBAC changes.
With RBAC: anyone holding the Manage Observability jobs permission.
Without RBAC: the job's creator, team owners, and the owner of the Org connection behind the job (or who have delegated access to the Org).
Connection access. Features that read live data from the org (Access Monitoring, Async Apex Executions) need at least Compare access to that connection, whatever your permission model.
⚠️ Only teams on Automation Starter (or higher) and Deployment Teams have RBAC.
Definitions
Permission - A user-level right that controls whether you can perform an action in Observability, for example editing a job or configuring notification rules.
Capability - A connection-level right that controls what you can do with the Salesforce connection behind a job, for example viewing Access Monitoring. It is derived from your access to that connection.
Both must pass: an action is allowed only when you hold the required permission and any capability that action depends on.
Permissions
All jobs for a team are visible to every member of that team. The ability to configure a job, and to use features that read from the connected org, is restricted by the permission model in force (RBAC or non-RBAC) and by your capability on the connection.
The matrix below summarises who can do what. Configure job covers notification rules, categorisation rules, notification methods, dashboard layout, and org limit alert thresholds. Owner (non-RBAC) means the job creator, a team owner, or the owner of the connection behind the job.
Action | RBAC: Manage jobs granted | RBAC: Manage jobs not granted | Non-RBAC: team or job owner | Non-RBAC: team member but not job owner |
View job, errors and dashboard | Yes | Yes | Yes | Yes |
Edit job | Yes | No | Yes | No |
Delete job | Yes | No | Yes | No |
Configure job | Yes | No | Yes | No |
Configure Error / Access Monitoring during setup | Connection owner only | No | Connection owner only | No |
View Access Monitoring & Async Apex Executions | Needs Compare access or higher | Needs Compare access or higher | Needs Compare access or higher | Needs Compare access or higher |
⚠️ Configuring Error Monitoring or Access Monitoring during job setup always requires ownership of the connection behind the job, even under RBAC with Manage Observability jobs granted. For team-shared connections, the team owner is treated as the connection owner.
Capabilities
Live-org features (Access Monitoring and Async Apex Executions) read data directly from the connected org, so they are gated by your capability on that connection rather than by the permission model:
Compare access or higher (Deployment access also qualifies) - can view Access Monitoring and Async Apex Executions.
No delegated access - cannot view Access Monitoring or Async Apex Executions.
Team owner on a team-shared connection - treated as having access; can view both.
Team owner on a connection that is not team-shared - follows the delegated access above. Team ownership alone grants nothing on a connection that has not been shared to the team.
Frequently asked
Why can I see the job and its errors, but not Access Monitoring or Async Apex Executions?
Access Monitoring and Async Apex Executions read live data from the connected org, so they need at least Compare access to the connection. Ask the connection's owner or your team owner to delegate Compare access or higher.
Why can't I edit or delete a job I can see?
Under RBAC, editing and deleting require the Manage Observability jobs permission. Without RBAC, they are limited to the person who created the job, team owners, and the owner of the connection behind it. Being able to view a job does not grant these.
I have Manage Observability jobs - why can't I configure Error Monitoring or Access Monitoring?
Configuring those during setup requires ownership of the connection behind the job, which RBAC does not confer. Use a team-shared connection (where the team owner counts as the owner), or ask the connection owner to set it up.