Lock Rules

Key Concepts

Before diving into the screens, here's what each term means in plain English.

Lock Rules List

This page shows all lock rules configured in your workspace. Each rule controls when records in a specific module become locked and what actions are restricted.

Table Columns

Available Actions

Creating a Lock Rule

Click "Create Lock Rule" to open a dialog where you define the rule's basic settings — name, module, lock mode, and trigger type. This is step 1 of a two-step process.

Form Fields

Lock Mode Options

Trigger Type Options

Steps

1. 1Click "Create Lock Rule" on the Lock Rules page
2. 2Enter a descriptive rule name
3. 3Select the target module from the dropdown
4. 4Choose a lock mode — "Automatic" or "Manual"
5. 5Select a trigger type from the dropdown
6. 6If you selected "On Field Change", configure the field change details (see next section)
7. 7Click "Next" to proceed to the configuration page

Field Change Trigger

When you select "On Field Change" as the trigger type, additional fields appear so you can specify exactly which field change should activate the lock.

Additional Fields

Old Value Options

Example

To lock a Deal when its Stage changes to "Closed Won":

1. 1Select "On Field Change" as the trigger type
2. 2Set Target Field to "Stage"
3. 3Set Old Value to "Any" (trigger regardless of previous stage)
4. 4Set New Value to "Closed Won"
5. 5Click "Next"

Lock Rule Configuration

After clicking "Next" in the creation dialog, you land on the full configuration page. This is where you fine-tune exactly how the lock behaves — which records it affects, what actions it restricts, and who is exempt.

Page Header

Tabs

Configuration Sections

Entry Trigger

Entry Trigger Section

This section displays a read-only summary of the trigger you configured during creation. It shows the trigger type and, for field change triggers, the specific field transition.

Example Summaries

Which Records to Lock

Which Records to Lock Section

By default, the lock applies to all records that match the trigger. You can narrow it down to only records matching specific criteria.

Options

Use criteria when you want the lock to apply selectively. For example, lock only Deals with an amount greater than $100,000 when they reach "Closed Won".

Restricted Actions

Restricted Actions Section

Choose which operations are blocked when a record is locked. Select one or more actions to restrict.

Available Restrictions

Roles Exempted from Lock

Roles Exempted from Lock Section

Select roles that bypass the lock entirely. Users in exempted roles can perform all restricted actions on locked records as if the lock doesn't exist.

How It Works

• Select one or more roles from the dropdown
• Users in those roles can edit, delete, clone, and comment on locked records normally
• Typically used for admin or manager roles that need override access
• If no roles are exempted, the lock applies to everyone

Fields Exempted from Lock

Fields Exempted from Lock Section

Select specific fields that remain editable even when the record is locked. This is useful for fields that need ongoing updates regardless of the record's locked state.

How It Works

• Select one or more fields from the dropdown (shows all fields in the module)
• These fields can still be edited by any user, even when the record is locked
• Only relevant when "Edit" is selected as a restricted action
• Common exemptions: internal notes, priority, tags, or follow-up dates

Use Cases

Publishing a Lock Rule

Once you've configured all sections, click "Publish" to activate the lock rule. Published rules take effect immediately on matching records.

Steps

1. 1Review all five configuration sections to ensure they're correct
2. 2Optionally add notes in the Comments tab explaining the rule's purpose
3. 3Click "Publish" in the page header
4. 4The rule becomes active and appears with an "Active" status in the Lock Rules list
5. 5Records matching the trigger and criteria are now locked

Real-World Use Case

Finance team — protecting approved purchase orders

A company's finance team processes purchase orders. Once a PO is approved and sent to the vendor, nobody should be able to change the line items, amounts, or vendor details — but the delivery team still needs to update the Delivery Status and Tracking Number fields.

1. 1Create a lock rule named "Lock Approved POs"
2. 2Select the Purchase Orders module
3. 3Choose Automatic lock mode with trigger "On Field Change"
4. 4Set Target Field to "Approval Status", Old Value to "Any", New Value to "Approved"
5. 5In Restricted Actions, check Edit and Delete (prevent changes and accidental deletion)
6. 6Exempt the Finance Manager role (they can still make corrections if needed)
7. 7In Fields exempted from lock, select "Delivery Status", "Tracking Number", and "Internal Notes"
8. 8Publish — approved POs are now protected while delivery tracking continues uninterrupted

Common Workflows

Lock deals when they reach Closed Won

1. 1Go to Settings → Lock Rules
2. 2Click "Create Lock Rule"
3. 3Name it "Lock Closed Won Deals"
4. 4Select Deal as the module
5. 5Choose Automatic lock mode
6. 6Set trigger type to "On Field Change"
7. 7Set Target Field to "Stage"
8. 8Set Old Value to "Any"
9. 9Set New Value to "Closed Won"
10. 10Click "Next"
11. 11In Restricted Actions, check Edit and Delete
12. 12Exempt the Super Admin role
13. 13Click "Publish"

Allow managers to manually lock sensitive records

1. 1Go to Settings → Lock Rules
2. 2Click "Create Lock Rule"
3. 3Name it "Manual Lock for Accounts"
4. 4Select Account as the module
5. 5Choose Manual lock mode
6. 6Set trigger type to "On Update"
7. 7Click "Next"
8. 8In Restricted Actions, check Edit, Delete, and Clone
9. 9Exempt manager and admin roles
10. 10Click "Publish"

Lock records but keep notes editable

1. 1Go to Settings → Lock Rules
2. 2Click "Create Lock Rule"
3. 3Configure the rule name, module, lock mode, and trigger
4. 4Click "Next"
5. 5In Restricted Actions, check Edit
6. 6In Fields exempted from lock, select the notes or comments fields you want to keep editable
7. 7Click "Publish"

Disable a lock rule temporarily

1. 1Go to Settings → Lock Rules
2. 2Find the rule in the table
3. 3Toggle the Status switch to inactive
4. 4The rule stops applying to records until you re-enable it