Kaizen #109 Record Locking Configuration APIs in Zoho CRM
Hello everyone!
Welcome to Kaizen! In this post, we will discuss Record Locking Configuration APIs in Zoho CRM.
What is Record Locking?
Record Locking refers to the restrictions that you can apply to records of a module to prevent further changes to the data. You can either lock records manually or set conditions to lock them automatically.
You can add record locking configuration to a module through the module builder. Go to Setup > Customization > Modules and Fields > {Module} > Record Locking Configuration. Record Locking is supported for Leads, Accounts, Contacts, Deals, Tasks, Cases, Solutions, Vendors, Price Books, Quotes, Sales Orders, Purchase Orders, Invoices and Custom modules.
Record Locking Configuration in UIThese options are available in record locking configuration:
- You can lock all profile records or give exception to some profiles.
- You can lock the activities you choose. The Edit option is limited by default. You can also limit delete action, adding tags, changing owner, sending emails or using custom buttons.
- You can have the option of editing certain fields even when the record is locked.
Automatic record locking
Automatic record locking refers to the locking of records based on certain conditions. For instance, consider that a deal with a seller is in the closed won stage, and you want to prevent further changes to the deal record. You can achieve this using the record locking feature.
You can configure record locking for deals module to automatically lock a record when it reaches the closed won stage. You can specify rules for locking records. There can be up to five rules per module.
Manual Record Locking
Manual record locking is the intentional locking of a record by a user. To do this, the user's profile should have adequate permission. Profile permissions can be set in Setup > Users and Control > Security Control> Profiles > {Profile Name} > Module Permissions > Tools > Lock.
Record Locking Configuration APIs
Record locking configuration APIs allows you to set up the configuration needed to lock the records in modules manually or automatically via APIs.
The fields in Record Locking Configuration APIs are:
Name | Date Type | Description |
locked_for | String | Represents whether records are locked for all profiles or some profiles. Possible value : all_profiles_except_excluded_profile or all_profiles |
lock_excluded_profiles | String | Represents the profiles that are restricted from locking when locked_for value is all_profiles_except_excluded_profile |
excluded_fields | JSON Array | Represents the fields that are excluded from record locking |
feature_type | String | Represents feature type, its value is record_locking for this case |
locking_rules | JSON Array | Represents the details of rules added to lock the records in the module automatically. This array includes the name, id and criteria of locking rules. The field lock_existing_records indicates whether the existing record must be locked or not. |
restricted_actions | JSON Array | Specifies the actions that are restricted for locked records. Possible values: update, delete, tags, change_owner |
lock_for_portal_users | Boolean | Indicates whether locked records are restricted for portal users. |
restricted_communications | JSON Array | Specifies types of communication that are restricted for locked records. Possible value: send_mail |
system_defined | Boolean | Indicates whether the record configurations are system defined. |
lock_type | String | Represents the type of the record locking configuration - manual, automatic, both |
restricted_custom_buttons | JSON Array | Represents the name and id of custom buttons that are restricted for locked records. |
Add Record Locking Configuration API
Using this API, you can configure record locking for the supported modules.
Request URL:
{api-domain}/crm/{version}/settings/record_locking_configurations?module={module_API_name}
HTTP Method: POST
Let us consider the case of locking a deal automatically when it is in the closed won stage.
Request URL to configure record locking for deals module:
{api-domain}/crm/v5/settings/record_locking_configurations?module=Deals
The below request body locks the records from editing for all profiles when the Deal Stage is Closed Won (lockings_rules). The key lock_existing_records specify whether the rule should be applied for existing records. The record is locked for all profiles (locked_for) and the only field that is excluded from locking is the description field (excluded_fields). The record will be locked for portal users (lock_for_portal_users). Edit action is restricted for the lock record (restricted_actions).
Request body:
{ "record_locking_configurations": [ { "locked_for": "all_profiles", "excluded_fields": [ { "api_name": "Description" } ], "feature_type": "record_locking", "locking_rules": [ { "name": "Closed Won", "lock_existing_records": true, "criteria": { "comparator": "equal", "field": { "api_name": "Stage" }, "value": "Closed Won" } } ], "restricted_actions": [ "update" ], "lock_for_portal_users": true, "restricted_communications": null, "system_defined": false, "lock_type": "automatic", "restricted_custom_buttons": null, "lock_excluded_profiles": null } ] } |
From the response of this API you will get the id of the record locking configuration.
The criteria JSON object inside the locking_rules JSON array consists of the comparator, field and value of the fields that form the locking rule of the configuration. If you want to give multiple conditions in one locking rule, you can use group_operator and group keys. The possible values for group_operator are AND, OR. For example, consider that you want to add a locking rule for Closed Lost deals which includes deals with Stage Closed Lost and Closed - Lost to Competition. This can be achieved by giving the locking_rules as shown below:
. . "locking_rules": [ { "name": "Closed Lost", "lock_existing_records": true, "criteria": { "group_operator": "OR", "group": [ { "comparator": "equal", "field": { "api_name": "Stage" }, "value": "Closed Lost" }, { "comparator": "equal", "field": { "api_name": "Stage" }, "value": "Closed-Lost to Competition" } ] } } ] . . |
Get Record Locking Configuration API
Use this API to retrieve the details of record locking configuration for a particular module.
Request URL:
{api-domain}/crm/{version}/settings/record_locking_configurations?module={module_API_name}
HTTP Method: GET
Request URL to retrieve the record locking configuration for deals module:
{api-domain}/crm/v5/settings/record_locking_configurations?module=Deals
{ "record_locking_configurations": [ { "created_time": "2023-10-23T03:25:06-04:00", "locked_for": "all_profiles", "excluded_fields": [ { "api_name": "Description", "id": "5843104000000002587" } ], "created_by": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "feature_type": "record_locking", "locking_rules": [ { "name": "Closed Won", "id": "5843104000001068052",//Locking rule ID "lock_existing_records": true, "criteria": { "comparator": "equal", "field": { "api_name": "Stage", "id": "5843104000000002565"// ID of Stage in fields API }, "value": "Closed Won" } } ], "restricted_actions": [ "update" ], "lock_for_portal_users": true, "modified_time": "2023-10-23T03:42:00-04:00", "restricted_communications": null, "system_defined": false, "modified_by": { "name": "John Smith", "id": "5843104000000424001" }, "id": "5843104000001068044", "lock_type": "automatic", "restricted_custom_buttons": null, "lock_excluded_profiles": null } ] } |
Update Record Locking Configuration API
Consider that you want to edit the above record locking configuration in deals module. You want to enable manual locking and also add a new rule to lock deals in stage closed lost. This can be done using the Update Record Locking Configuration API.
Request URL:
{api-domain}/crm/{version}/settings/record_locking_configurations?module={module_API_name}
OR
{api-domain}/crm/{version}/settings/record_locking_configurations/{record_locking_config_id}?module={module_API_name}
HTTP Method: PUT
Note that you should mention the ID of the record locking configuration inside the request body if you are using the endpoint that does not have the ID.
When you specify a valid locking rule ID (obtained from Get Record Locking Configuration API) in the input body, the corresponding locking rule will be updated. When ID is not mentioned it will be considered as a new rule.
In addition to adding or modifying existing locking rules in a specific record locking configuration, you can also delete locking rules using Update Record Locking API. When "_delete" key with value true is given in the input body, the locking rule will be deleted.
Example for deleting a record locking rule using update record locking configuration API
Request URL: {api-domain}/crm/v5/settings/record_locking_configurations?module=Deals
HTTP Method: PUT
{ "record_locking_configurations": [ { "locking_rules": [ { "id": 5843104000001068052,//ID of record locking rule "_delete": true } ], "id": "5843104000001068044"//ID of the record locking configuration } ] } |
Delete Record Locking Configuration API
You can use this API to delete Record Locking Configuration for a module. Please note that deleting the record locking configuration of a module unlocks all the locked records of that module.
Request URL:
{api-domain}/crm/{version}/settings/record_locking_configurations/{record_locking_config_id}?module={module_API_name}
HTTP Method:DELETE
Request URL to delete the record locking configuration for deals module:
{api-domain}/crm/v5/settings/record_locking_configurations?module=Deals
We hope you found this post on the Record Locking Configuration APIs useful. In next week's Kaizen we will cover Record Locking APIs that enable users to access locking details for locked records, to lock/unlock manually, and to edit the locked reason for manually locked records.
If you have any questions, write to us at support@zohocrm.com or let us know in the comment section.
Cheers!
Topic Participants
Mable Mary M P
Sticky Posts
Kaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
Recent Topics
Edit Permission during and after approval?
When a record is sent for approval Can a user request for edit permission from the approver? We don't want to give edit permissions for all the records under approval Only on a case-by-case basis How can we achieve this?Zoho web and mobile application not workingn
Both zoho forms web and mobile application aren't working. I have checked my network connections and they are fine.Introducing the revamped What's New page
Hello everyone! We're happy to announce that Zoho Campaigns' What's New page has undergone a complete revamp. We've bid the old page adieu after a long time and have introduced a new, sleeker-looking page. Without further ado, let's dive into the mainPrevent stripping of custom CSS when creating an email template?
Anyone have a workaround for this? Zoho really needs to hire new designers - templates are terrible. A custom template has been created, but every time we try to use it, it strips out all the CSS from the head. IE, we'll define the styles right in the <head> (simple example below) and everything gets stripped (initially, it saves fine, but when you browse away and come back to the template, all the custom css is removed). <style type="text/css"> .footerContent a{display:block !important;} </style>Bulk Moving Images into Folders in the Library
I can't seem to select multiple images to move into a folder in order to clean up my image library and organize it. Instead, I have to move each individual image into the folder and sometimes it takes MULTIPLE tries to get it to go in there. Am I missingLatest updates in Zoho Meeting | Breakout rooms and End to end encryption
Hello everyone, We’re excited to share a few updates for Zoho Meeting. Here's what we've been working on lately: Introducing Breakout Rooms for enhanced collaboration in your online meetings and End-to-end encryption to ensure that the data is encryptedSystematic SPF alignment issues with Zoho subdomains
Analysis Period: August 19 - September 1, 2025 PROBLEM SUMMARY Multiple Zoho services are causing systematic SPF authentication failures in DMARC reports from major email providers (Google, Microsoft, Zoho). While emails are successfully delivered dueAccidentally deleted a meeting recording -- can it be recovered?
Hi, I accidentally deleted the recording for a meeting I had today. Is there a way I can recover it?To Zoho customers and partners: how do you use Linked Workspaces?
Hello, I'm exploring how we can set up and use Linked Workspaces and would like to hear from customers and partners about your use cases and experience with them. I have a Zoho ticket open, because my workspace creation fails. In the meantime, how isHow to access email templates using Desk API?
Trying to send an email to the customer associated to the ticket for an after hours notification and can't find the API endpoint to grab the email template. Found an example stating it should be: "https://desk.zoho.com/api/v1/emailtemplates/" + templateID;Update Portal User Name using Deluge?
Hey everyone. I have a basic intake form that gathers some general information. Our team then has a consultation with the person. If the person wants to move forward, the team pushes a CRM button that adds the user to a creator portal. That process isUnable to retrieve Contact_Name field contents using Web API in javascript function
Hello, I've added a field in the Purchase Order form to select and associate a Sales Order (Orden_de_venta, lookup field). I've also created a client script to complete some fields from the Sales Order (and the Quote), when the user specifies the relatedUpdating Woocommerce Variation Products Prices Via Zoho CRM
I can update product prices with this flow: But I can't update variant products. I got a code from Zoho for this, but I couldn't get it to work. It needs to find the product in the CRM from the SKU field and update the variation with the price there.Emails Disappearing From Inbox
I am experiencing the unnerving problem of having some of the messages in my inbox just disappear. It seems to happen to messages that have been in there for longer than a certain amount of time (not sure how long exactly). They are usually messages that I have flagged and know I need to act on, but have not gotten around to doing so yet. I leave them in my inbox so I will see them and be reminded that I still need to do something about them, but at least twice now I have opened my inbox and foundPower of Automation :: Automatic removal of project users once the project status is changed.
A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks andCustomizing Form Questions per Recipient Group in Zoho Campaigns/Forms
Hello everyone, I would like to ask if it’s possible in Zoho Campaigns or Zoho Forms to send out a campaign where the form questions can be customized based on the group of recipients. Use case example: I have prepared 20 questionnaire questions. ForAutomatic category assignment
Hi, I’d like to ask if there is a way to automatically assign an expense category based on the recognized Merchant. What would be the simplest way to set up automatic category assignment? Alternatively, is there an option to first choose the categoryZoho Books - France
L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilitéEvery time an event is updated, all participants receive an update email. How can I deactivate this?
Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happeningHaving Trouble Opening The Candidate Portal
Recently am having trouble opening the Candidate Portal. It keeps loading but cannot display any widgets. Tried Safari, Chrome and Edge. Non of them work. Please solve the problem ASAP.Forms - Notification When Response Submitted
How do I set it up to generate an email notification when a response (class request) is submitted?How to disable user entry on Answer Bot in Zobot
Hi, I have an Answer Bot in my Zobot, here is the configuration: I only want the user to choose 1 of the 4 the options I have provided: When no answer found, user chooses 'I'll rephrase the question' or 'Ask a different question When answer is found,More admin control over user profiles
It's important for our company, and I'm sure many others, to keep our users inline with our branding and professional appearance. It would be useful for administrators to have more control over profile aspects such as: Profile image User names Email signaturesPlease Make Zoho CRM Cadences Flexible: Allow Inserting and Reordering Follow-Up Steps
Sales processes are not static. We test, learn, and adapt as customers respond differently than expected. Right now, Zoho Cadences do not support inserting a new step between existing follow-ups or changing the type of an existing primary step. If I realizeChanging the Default Search Criteria for Finding Duplicates
Hey everyone, is it possible to adjust the default search criteria for finding and merging duplicate records? Right now, CRM uses some (in my opinion nonsensical) fields as search criteria for duplicate records which do nothing except dilute the results.Clear Tag & Linking Between Quotes and Sales Orders
Hi Zoho Team, In Zoho Books, when a quote is converted into a sales order, it would be extremely useful to have: A clear tag/indicator on the quote showing that it has been converted into a sales order. A direct link in the sales order back to the originatingZoho Books Sandbox environment
Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need aAdd Direct Ticket Link to Zoho Help Center Portal in Email Replies
Hi Zoho Support Team, We hope you're doing well. We’d like to request a small but valuable improvement to enhance the usability of the Zoho Help Center portal (https://help.zoho.com/portal/en/myarea). Currently, when someone from Zoho replies to a support[Webinar] Deluge Learning Series - AI-Powered Automation using Zoho Deluge and Gemini
We’re excited to invite you to an exclusive 1-hour webinar where we’ll demonstrate how to bring the power of Google’s Gemini AI into your Zoho ecosystem using Deluge scripting. Whether you're looking to automate data extraction from PDFs or dynamicallyConnecting Zoho Inventory to ShipStation
we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. UriSubform edits don't appear in parent record timeline?
Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a userNew in Cadences: Option to Resume or Restart follow-ups when re-enrolling records into a Cadence, and specify custom un-enrollment criteria
Managing follow-ups effectively involves understanding the appropriate timing for reaching out, as well as knowing when to take a break and resume later, or deciding if it's necessary to start the follow-up process anew. With two significant enhancementsIm Stuck in an EDIT ONLY WITH WIZARD issue
So I found Wizards to be a really helpful tool in minimizing the exposure of redundant, superfluous fields to staff that would never otherwise have to edit those fields. My issue is, that when the record (in this case a lead) is created with a wizard,Account upgrade
Good evening, I upgraded my account and paid for it. From standard to professional. Unfortunately after the paiment my account was not upgraded. Please your advise. Best Regards Erik van StaverdenHow to set ALL default dates of my organization to DD-MM-YYYY format?
All replies to this question comes from a time where the UI was different. It's extremely frustrating not being able to find how to do this simple setting change. I want everything and everyone in my organizations to have DD-MM-YYYY date format by default.How can I sync from Zoho Projects into an existing Zoho Sprints project?
Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make thatCan we generate APK and IOS app?
Dears, I want to know the availability to develop the app on zoho and after that .. generate the APK or IOS app and after that I added them to play store or IOS store.. Is it possible to do this .. I want not to use zoho app or let my customers use it. thanksZoho Subform Workflows onAdd of Row
Suppose I have a form with attached workflows onLoad. If I use the form as a subform, will it inherit the workflows or do I need to create new ones onAdd of row?Session Expired
I constantly get "Session Expired" and need to relogin or close and open the application again. This gets really frustrating during the day. Is this something that can be solved? This really makes me want to leave the app as it is no go to need to reopenSuper Admin removal
I brought a sub, and I gave the Super admin rights to a person who is no longer with us, so I need to change, and I need to make myself the Super adminNext Page