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
Introducing Assemblies and Kits in Zoho Inventory
Hello customers, We’re excited to share a major revamp to Zoho Inventory that brings both clarity and flexibility to your inventory management experience! Presenting Assemblies and Kits We’re thrilled to introduce Assemblies and Kits, which replaces theCustomer Parent Account or Sub-Customer Account
Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, theyneed a packing list feature
In our business, goods listed on an invoice are packed in separate boxes and shipped off. for e.g. an invoice may have 10 items. each item could then be packed in different boxes depending on qty of each item. this packing list is as important as the invoice for purposes of shipping documents. Request you to add this feature asap.Workdrive 5.0 / API Documentation Workflows
Hi Zoho, When will the API documentation of the workflows be published? We are interested in using it to trigger manual workflows from an external application. Greetings, JustinHow to keep track of bags, cans, drums of inventory?
We buy and sell products that are packaged in bags 🛍️, cans🥫, drums🛢️, etc. with batch numbers. When we get a shipment of one of the products, how do we track we received (say) 10 cans each of 5L of a product and maybe we received 10 cans of anotherZoho Error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details
Hello There, l tried to verify my domain (florindagoreti.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details. Screenshot Given Below - please check what went wrong. ThanksHow many ZOHO-Sites does the ZOHO-One Suite allow for?
The free version of ZOHO-Sites allows for two sites, but it seems that the professional version (which is included in the ZOHO-One Suite) only allows for two websites. Is that correct? How many sites can I have within one ZOHO-One account?Webhook from Zobot to Zoho Flow fails
I'm trying to connect from zobot to zoho flow. When testing in zflow, I am receiving all entered data from the connector correctly. The SalesIQ connector's "outputreaction" is {} (is this normal or is there a problem?). But as soon as I try my chat botTransition from Sole Proprietorship to GmbH (Limited Liability Company) – Best Approach in Zoho Books / Zoho One
Hello everyone, I am currently operating under a Zoho One plan with a sole proprietorship in Switzerland. As of January 1st, 2026, I will be incorporating a new legal entity – a GmbH (Swiss equivalent of a Limited Liability Company). While the businessBest way to display complex Bookings Consultation Descriptions on Zoho Site?
I am a new user so apologies if this has been asked before. I couldn't find any answers in the forum. We offer 18 complex Consultations to our subscribers. Our current platform lets me put detail on these Consultations thoroughly (200-300 words) duringDKIM cannot be enabled for the domain as no verified default selector present
Hi Support Team, For Domain DKIM record trying to enable status. but showing error "DKIM cannot be enabled for the domain as no verified default selector present" So, please resolve the issue. Thank you.Issue Connecting My Domain to Zoho Sites Despite Purchasing It from Zoho
Hello, I am facing an issue connecting my domain to my website on Zoho Sites. Details of the issue: I purchased the domain directly from Zoho. I am already using the same domain successfully with Zoho Mail. However, when I try to assign this domain toInsert auto number from main form into subform rows
Hello. I'm trying to take from my main form "order number" which i have setup as an auto generated number into every line created in my subform. So when a row is created in my subform i want the "order number " from the main form to be inserted automatically.Dark Mode - Font Colors Don't Work
When editing a document in Dark Mode and selecting font colors, they don't show up on screen. Viewing/editing the same document in Light Mode shows them just fine.Integrate Bunq with ZOHO Bookes
We are new users of ZOHO Books, and our bank (BUNQ, in the Netherlands) isn't listed on the bank integrations. Is there a way to handle this?Access Denied
I am iOS Developer and updating our clients project and shifted ZohoDeskPortalCore SDKs from cocoapods to SPM and changed few lines of code but now i am get access denied, the help center app is unavailable. please contact administrator.Using Zoho Desk to support ISMS process
Hi, I am evaluating using Zoho Desk for security incident management. This seems to be aligned with Zoho Desk purpose as its just another type of incident. However in security incident management, ideally I can link incidents (tickets) with a risk fromBin Locations
Dear all, I am wondering if someone has the ability to develop the bin locations option for zoho inventory (integrated with zoho books) Regards, RyanTaxJar vs Avalara
Hi, I'm evaluating adoption of a sales-tax service for US based business. Anyone else have experience with TaxJar and Zoho Books? I am a Zoho One subscriber so anticipate needing to use Flow to make this work. It seems like Avalara are simply too expensiveHow to check Leads with no Task (open activity)
Hi everyone, I was wondering if there’s a way to view leads that don’t have any tasks assigned or open activities linked to them.What can we do on our end to improve the Answer bot answers?
Hi, I'm using the Answer bot card in the Codeless bot builder. I've input several questions and their answers in the FAQ section to feed the Answer bot. The text is all in French, as this is the language our customers communicate in. I've tried testingTaxes for EU B2B Transactions
Currently, ZC doesn't seem to have a procedure for validating VAT numbers of businesses purchasing in another EU state, and removing local VAT is valid. This is essential for all inter EU B2B trade.How to upload file to Connect using API?
Hi there. I looked at the API documentation and nowhere did it mention how to use the API method to upload a file even though it is mentioned that it is possible to be done so. Please help.Items Landed Cost and Profit?
Hello, we recently went live with Zoho Inventory, and I have a question about the Landed Cost feature. The FAQ reads: "Tracking the landed cost helps determine the overall cost incurred in procuring the product. This, in turn, helps you to decide theGroup Tax in Service Line Items
Hi FSM Team! I noticed that when you update a tax in the service line item the group tax is not showing up as an option. Let me know what can be done thank you!FSM Improvement Idea - Show an Import button when there is no data
I am setting up FSM for a client and I noticed that there is no option to import data, see screenshot below. Even when you click Create Contact there is only an option to Import from Zoho Invoice. It is only after you add at lease 1 record that the ImportZoho FSM API Delete Record
Hi FSM Team, It would be great if you could delete a record via API. Thank you,OAUTH_SCOPE_MISMATCH Error for Marketing Automation APIs with CRM Plus Account
I'm trying to integrate Marketing Automation journey triggering via API but getting OAUTH_SCOPE_MISMATCH errors. I need clarification on API access for CRM Plus users.Access token generate from the refresh token not working for API
Dear Sir/Madam, When I use my refresh token to obtain new access_token, that token return INVALID_TOKEN when the same API is called. I made sure that my api site is correct and match the auth web site. However the original access_token work fine.Function #4: Schedule Customer Statements
Regularly sending statements to customers is an imperative part of many business processes as it helps foster strong customer relationships and provides timely guidance on payments. While you can generate the statement of accounts and have it sent overLimiting search or dependencies with an asterisk "*".
I have a form with several dependency fields with options still developing for each field. Since these options were developing and not yet ready to be a selection in the field, I placed a filter for the dropdown field. In this filter, I selected fieldsCross Data Center Support for 1:1 Chats with External Users
Hello Zoho Cliq Team, We hope you're doing well. We appreciate the recent enhancement that enables cross data center collaboration in external channels, which has already improved communication across distributed teams. However, we’ve noticed that thisSupport Bots and Automations in External Channels
Hello Zoho Cliq Team, How are you? We actively use Zoho Cliq for collaboration, including with our external developers. For this purpose, external channels are a key tool since they work seamlessly within the same interface as all of our other channelsAnswer Bot and Personalized Questions
Hi there, I have the same problem using the SalesIQ Answer Bot and the Zoho Desk Answer Bot (which really need different names, to be honest, in order to avoid confusion...) Customers that visit our website ask questions in the form of "What do you do?"Handling Greetings/Small Talk at the Beginning of a Zobot Conversation
Hello everyone, I’m currently configuring a **Zobot** in Zoho SalesIQ and everything is working as expected, except for one specific scenario at the very beginning of the conversation. My target audience has the habit of starting with a **greeting orRegex in Zoho Mail custom filters is not supported - but it works!
I recently asked Zoho for help using regex in Zoho Mail custom filters and was told it was NOT supported. This was surprising (and frustrating) as regex in Zoho Mail certainly works, although it does have some quirks* To encourage others, here are 3 regexImporting a new list into campaigns
I'm in the middle of switching my email platform to campaigns. I have a list that I want to import, and it overlaps with my existing Zoho CRM list. The fields in my Zoho CTM are more robust. Will this new list that I upload into my campaigns overwritewhen I email a invoice how can i see it was sent and also were i can go to see all emails sent
when I email a invoice how can i see it was sent and also were i can go to see all emails sent?Export Invoices to XML file
Namaste! ZOHO suite of Apps is awesome and we as Partner, would like to use and implement the app´s from the Financial suite like ZOHO Invoice, but, in Portugal, we can only use certified Invoice Software and for this reason, we need to develop/customize on top of ZOHO Invoice to create an XML file with specific information and after this, go to the government and certified the software. As soon as we have for example, ZOHO CRM integrated with ZOHO Invoice up and running, our business opportunitiesShowing description in timesheet and timelogs.
I am wondering if it’s possible in version 5 of Zoho People to have the description show by default or with a manipulation on the user’s part. Let me show you what I mean. As you can see this is the view for the users. Now if they want to see the fullNext Page