Record Locking

Record Locking allows you to lock the records you create in your organisation. Once locked, only users with sufficient permissions will be able to update records. This is useful for protecting important information and preventing accidental changes.

List of modules that support record locking:

Module	Supported Preferences
Items	• Allow or Restrict Actions • Allow or Restrict Fields
Quotes	• Allow or Restrict Actions • Allow or Restrict Fields
Sales Orders	• Allow or Restrict Actions
Invoices	• Allow or Restrict Actions
Credit Notes	• Allow or Restrict Actions
Custom Modules	• Allow or Restrict Actions • Allow or Restrict Fields
Employees and Contractors	• Allow or Restrict Actions

Create a Lock Configuration

A lock configuration allows admins to define which actions are permitted or restricted after records are locked, and which roles can perform them.

To create a lock configuration:

Go to Settings in the top right corner.
Choose the module for which you want to create the lock configuration.
Navigate to the Record Locking tab.
Click + New Lock Configuration in the top right corner.
Enter the Lock Configuration Name and provide a Description if required.
In Allow or Restrict Actions, choose if you want to Restrict All Actions, Restrict Selected Actions, or Allow Selected Actions.
If you select Restrict Selected Actions or Allow Selected Actions, you can choose the specific actions to restrict or allow from the dropdown below the option.
In Allow or Restrict Fields, choose if you want to Restrict All Fields, Restrict Selected Fields, or Allow Selected Fields.
If you select Restrict Selected Fields or Allow Selected Fields, you can choose the specific fields to restrict or allow from the dropdown below the option.

Note: The option to Allow or Restrict Fields will not be displayed if you select Restrict All Actions in the previous step or select Restrict Selected Actions and choose the Edit option in the previous step.

In Lock Records For, choose:
- All Roles: If you want the records to be locked for everyone in the organisation.
- All Roles Except: If you want to allow only users with specific roles to make updates.Then select the roles that can update locked records.
Click Save.

A new lock configuratuion will be created.

Lock a Record

After creating lock configurations for the required modules, you can lock individual records once they reach a point where further updates should only be made by permitted users.

To lock a record:

Go to the module containing the record you want to lock.
Select the record you want to lock.
Click the More icon on the record’s Details page and select Lock.
Select the Lock Configuration and enter the Reason for Locking the record.
Click Lock.

Once a record is locked, a Lock icon will be displayed next to the record number. You can click the Lock icon to know why it was locked. Information such as the reason for locking, the user who locked it, the date and time of locking, and the selected lock configuration will be displayed.

Unlock a Locked Record

If required, users with sufficient permissions can unlock a locked record. Here’s how:

Go to the module containing the record you want to unlock.
Select the record you want to unlock.
Click the More icon on the record’s Details page and select Unlock.
Enter the reason for unlocking the record and click Unlock.

The record will be unlocked, and the users in your organisation with permission to edit records in the module will be able to update them.

Edit a Lock Configuration

To edit a lock configuration:

Go to Settings in the top right corner.
Select the module in which you created the lock configuration.
Navigate to the Record Locking tab.
Hover over the lock configuration you want to edit, click the dropdown next to the lock configuration, and select Edit.
Make the necessary changes and click Save.

The lock configuration will be updated.

Mark a Lock Configuration as Inactive

If you don’t need a lock configuration, but you don’t want to delete it, you can mark it as inactive. Here’s how:

Go to Settings in the top right corner.
Navigate to the module in which you created the lock configuration.
Select the Record Locking tab.
Hover over the lock configuration you want to mark as inactive, click the dropdown next to the lock configuration, and select Mark as Inactive.

Note: If you used the lock configuration to lock records, those records will remain locked even if you mark the configuration as inactive. However, the lock configuration will not be listed when locking records after the configuration has been marked as inactive.

Mark an Inactive Lock Configuration as Active

To mark an inactive lock configuration as active:

Go to Settings in the top right corner.
Navigate to the module in which you created the lock configuration.
Select the Record Locking tab.
Hover over the inactive lock configuration you want to mark as active, click the dropdown next to the lock configuration, and select Mark as Active.

The lock configuration will be marked as active, and you can use it to lock records.

Delete a Lock Configuration

Warning: If you delete a lock configuration, records locked using it will be unlocked, and users in your organisation can make changes to them.

To delete a lock configuration:

Go to Settings in the top right corner of the page.
Navigate to the module in which you created the lock configuration.
Select the Record Locking tab.
Hover over the inactive lock configuration you want to delete, click the dropdown next to the lock configuration, and select Delete.
Click Delete again in the pop-up.

The lock configuration will be deleted.