Zoho Inventory

Record Locking

Record Locking allows you to lock the records (items, sales orders, invoices, credit notes, and custom module transactions) in your organization. Once locked, only users with roles that have sufficient permission will be able to update records. This is useful for protecting important information and preventing accidental changes.

Note:

  • This feature is available only in specific plans of Zoho Inventory. Visit the pricing page to check if it’s available in your current plan.
  • Record Locking is available in Items, Invoices, Sales Orders, Credit Notes, and Custom Modules.

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:

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.
The New Lock Configuration pop-up. Allow or restrict actions and fields, and choose which users and roles can edit locked records using a lock configuration.

The modules and the preferences supported for them are listed below:


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:

The Lock Record pop-up. Select the Lock Configuration and enter the Reason for Locking to a lock a record.

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.

The Details page of a record. Click View Details at the top of a locked record to know why a record was locked.

Unlock a Locked Record

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

The Unlock Record pop-up. If you're a user with the permission to unlock locked records, enter the reason for unlocking the record in this pop-up.

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


Edit a Lock Configuration

To edit a lock configuration:

The Record Locking tab of a module's Preferences page. Hover a lock configuration, click the dropdown, and select Edit to make changes to a lock configuration.

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:

The Record Locking tab of a module's Preferences page. Hover a lock configuration, click the dropdown, and select Mark as Inactive to disable a lock configuration.

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:

The Record Locking tab of a module's Preferences page. Hover a lock configuration, click the dropdown, and select Mark as Active to re-enable a disabled lock configuration.

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 organization can make changes to them.

To delete a lock configuration:

The Record Locking tab of a module's Preferences page. Hover a lock configuration, click the dropdown, and select Delete to delete a lock configuration.
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