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
Clone a Module??
I am giong to repurpose the Vendors module but would like to have a separate but very similar module for another group of contacts called Buyers. I have already repurposed Contacts to Sellers. Is it possible to clone (make a duplicate) module of VendorsAdvance PDF creation from CRM data
I'm trying to create a PDF export of data in the CRM. My problem is I want a pretty complicated format for the data. I'm trying to export multiple modules worth of data, with nested one-to-many relationships between the modules. Along with that, I wantHow to change the text in WhatsApp Zobot integrated to Zoho Booking?
I have integrated Zoho Bookings into Zoho SalesIQ, I want to change the text in WhatsApp when creating a booking in Zobot how to change those text?Updating Subform Record from other Form
Just wanted to ask how to properly approach this. I have 2 forms and would like to trigger an auto update on the subform once record submitted. block below only updates 1 row for each recordRow in input.AV_System { AssetRecord = Site_Asset_Services[SOR_NoZoho Books - Hide Convert to Sales Order if it can't be used.
Hi Books team, I noticed that it is not possible to convert a Quote to a Sales Order when a Quote is not yet marked as accepted. My idea is to not show the Convert to Sales Order button when it is not possible to use it, or show it in a grey inactiveHow do I bulk archive my projects in ZOHO projects
Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapilCross-Data Center Collaboration and / Or allowing users to choose DC
Dear Zoho Cliq Support Team, We are writing to request a significant enhancement to Zoho Cliq that would greatly benefit our geographically dispersed development team. Current Challenge: Currently, Zoho Cliq automatically routes users to specific dataNew Mandatory One-Click Unsubscribe Link Overshadowing Custom Unsubscribe Link
I was recently informed by Zoho CRM Support that they are now mandated by the large email service providers like Google and Yahoo to provide a one-click unsubscribe option in the header (not the body) of all mass emails. I have a custom unsubscribe linkSend / Send & Close keyboard shortcuts
Hello! My team is so close to using Zoho Desk with just the keyboard. Keyboard shortcuts really help us to be more efficient -- saving a second or two over thousands of tickets adds up quickly. It seems like the keyboard shortcuts in Desk are only forIs it possible to register webhooks in Zoho CRM using API?
Hello, I am trying to register a webhook in Zoho CRM programmatically (using the API). Specifically, I want to register a webhook that is fired when new Contacts are created in the CRM. I was able to setup a webhook using the UI, by creating a rule thatCalls where the local audio is shared, have echo
When another user is sharing their screen with audio, I get echo from my own voice. We tested this with multiple users, with different audio setups, and there's no obvious way to fix it. Is this a bug you could look into, or are we missing something?Update application by uploading an updated DS file
Is it possible? I have been working with AI on my desktop improving my application, and I have to keep copy pasting stuff... Would it be possible to import the DS file on top of an existing application to update the app accordingly?Markdown support, code cells...
Hi Zoho I'd like to vote for a feature that markdown is supported with: Headings Code highlighting Quoteblocks ... Furthermore a inline card(like inline sketch card) for special text like Code would be great. And just to add my vote as well for "Tags"!Minimise chat when user navigates to new page
When the user is in an active chat (chatbot) and is provide with an internal link, when they click the link to go to the internal page the chat opens again. This is not a good user experience. They have been sent the link to read what is on the page.How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.
How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.Reports: Custom Search Function Fields
Hi Zoho, Hope you'll add this into your roadmap. Issue: For the past 2yrs our global team been complaining and was brought to our attention recently that it's a time consuming process looking/scrolling down. Use-case: This form is a service report withZoho Projects app update: Voice notes for Tasks and Bugs module
Hello everyone! In the latest version(v3.9.37) of the Zoho Projects Android app update, we have introduced voice notes for the Tasks and Bugs module. The voice notes can be added as an attachment or can be transcribed into text. Recording and attachingzurl URL shortener Not working in Zoho social
zurl URL shortener Not working in while creating a post in Zoho socialIn the Zoho CRM Module I have TRN Field I should contain 15 digit Number , If it Contain less than 15 digit Then show Alert message on save of the button , If it not contain any number not want to sh
Hi In the Zoho CRM Module I have TRN Field I should contain 15 digit Number , If it Contain less than 15 digit Then show Alert message on save of the button , If it not contain any number not want to show alert. How We can achive in Zoho CRm Using customPower of Automation::Streamline log hours to work hours upon task completion.
Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-Zoho Bookings know-how: A hands-on workshop series
Hello! We’re conducting a hands-on workshop series to help simplify appointment scheduling for your business with Zoho Bookings. We’ll be covering various functionalities and showing how you can leverage them for your business across five different sessions.Custom report
Hello Everyone I hope everything is fine. I've tried to To change the layout of the reports, especially the summary page report, and I want to divide summary of each section in the survey but I can't For example: I have a survey containing five differentZoho Journey - ZOHO MARKETING AUTOMATION
I’ve encountered an issue while working with a journey in Zoho Marketing Automation. After creating the journey, I wanted to edit the "Match Criteria" settings. Unfortunately: The criteria section appears to be locked and not editable. I’m also unableCustom Fields in PDF outputs
I created a couple of custom fields. e.g Country of Origin and HS Tariff Code. I need these to appear on a clone of a sales order PDF template but on on the standard PDF template. When I select "appear on PDFs' it appears on both but when I don't selectHow to create a Service Agreement with Quarterly Estimate
Hello, I'm not sure if this has been asked before so please don't get mad at me for asking. We're an NDIS provider in Australia so we need to draft a Service Agreement for our client. With the recent changes in the NDIS we're now required to also includeChange Currency symbol
I would like to change the way our currency displays when printed on quotes, invoices and purchase orders. Currently, we have Australian Dollars AUD as our Home Currency. The only two symbol choices available for this currency are "AU $" or "AUD". I wouldZoho Social - Post Footer Templates
As a content creator I often want to include some information at the end of most posts. It would be great if there was an option to add pre-written footers, similar to the Hashtag Groups at the end of posts. For example, if there is an offer I'm runningAllow to pick color for project groups in Zoho Projects
Hi Zoho Team, It would be really helpful if users could assign colors to project groups. This would make it easier to visually distinguish groups, improve navigation, and give a clearer overview when managing multiple projects. Thanks for consideringZoho Books - Quotes to Sales Order Automation
Hi Books team, In the Quote settings there is an option to convert a Quote to an Invoice upon acceptance, but there is not feature to convert a Quote to a Sales Order (see screenshot below) For users selling products through Zoho Inventory, the workflowCan't find imported leads
Hi There I have imported leads into the CRM via a .xls document, and the import is showing up as having been successful, however - when I try and locate the leads in the CRM system, I cannot find them. 1. There are no filters applied 2. They are notCustom Button Disappearing in mobile view | Zoho CRM Canvas
I'm working in Zoho CRM Canvas to create a custom view for our sales team. One of the features I'm adding is a custom button that opens the leads address in another tab. I've had no issue with this in the desktop view, but in the mobile view the buttonThe connected workflow is a great idea just needs Projects Integrations
I just discovered the connected workflows in CRM and its a Great Idea i wish it was integrated with Zoho Projects I will explain our use case I am already trying to do something like connected workflow with zoho flow Our requirement was to Create a TaskZoho Projects MCP Feedback
I've started using the MCP connector with Zoho Projects, and the features that exist really do work quite well - I feel this is going to be a major update to the Zoho Ecosystem. In projects a major missing feature is the ability to manage, (especiallyemail template
How do I create and save an email templateEnhancements in Portal User Group creation flow
Hello everyone, Before introducing new Portal features, here are some changes to the UI of Portals page to improve the user experience. Some tabs and options have been repositioned so that users can better access the functionalities of the feature. FromHow do I filter contacts by account parameters?
Need to filter a contact view according to account parameter, eg account type. Without this filter users are overwhelmed with irrelevant contacts. Workaround is to create a custom 'Contact Type' field but this unbearable duplicity as the information alreadyCan I add Conditional merge tags on my Templates?
Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letteremail moderation issue when email is sent in the name of a mail group
Symptom: an email that is sent by a mail group moderator in the name of a moderated mail group is held back for approval. Reproduction: Create a moderated mail group with members and moderators. Allow that mails can be sent in the name of the group (extended settings). Send an email to the group as a group moderator, but in the name of the group. This mail is held back for moderation which is unexpected. Expected: A mail sent by group moderator to a moderated group are not held back for moderationblank page after login
blank page after logging into my email account Thanks youAlways display images from this sender – Is this feature available?
In Zoho mail, I had my "Load external images" setting set to "Ask me", and that's fine. That's the setting I prefer. What's not fine though is I always need to tick "Display now" for each email I get, regardless if I've done that multiple times from severalNext Page