Workflow – Option to Lock Register Entry

Register records can now be locked for editing as part of a workflow.

A locked record may also, optionally, be unlocked at the end of the workflow allowing for the configuration of two scenarios:

• Users must not be able to update a record while workflow is active but can edit it again once workflow completes.
• Users must never be able to edit a record once approved

Administration

A new ‘Lock/Unlock Element is available in the workflow configuration.   This element allows the administrator to configure the action – either lock or unlock:

In the example below, the workflow has been configured to lock the record immediately the workflow starts.  The record is unlocked if the workflow is rejected, allowing the user to update and re-submit the entry to workflow but left permanently locked if the workflow is approved.

Display of the Register Entry

If a register entry is locked, all of the fields will be read only and the only button available will be Close. A ‘lock’ icon will be displayed in the modal.

If the workflow is active and awaiting approval, the approve/reject buttons will display as usual allowing the approver to approve the entry but not edit it

Grid Column

In the register grid, a locked column is now available.  This allows users to filter or sort on locked records.

If a record is locked, the Delete and Close icons will be disabled in the grid.   Inline editing and bulk editing of locked records is not possible.

Workflow Managers

If a workflow manager re-starts a workflow on a locked record, the record will be unlocked before the workflow re-starts.  Note that usually the lock action will be at or near the start of the workflow so the likelihood is that the record will be immediately re-locked by the workflow.

If a workflow manager cancels a workflow on a locked record, the record will remain locked.

Actions Prevented on a Locked Record

A locked record:

• Cannot be edited
• Cannot be deleted
• Cannot be transferred to another project
• Cannot have updates made to any section (docs, links, etc.) other than comments
• Cannot be saved
• Cannot be submitted to workflow again
• Can be copied (the locked state is NOT copied
• Can have comments added (if comments are enabled)

Although the user cannot update the record once locked, the workflow can still update it.  This allows the workflow to, for example, set the status as part of the workflow.