Kaizen #109 Record Locking Configuration APIs in Zoho CRM

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 UI
These 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.
For more such posts that are part of our Kaizen series, please refer to our Kaizen collection here.

Cheers!




    • 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 FAQs

    • Kaizen #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

    • GCLID arrives not in CRM with iframe integrated ZOHO Form

      Hello amazing community, I enabled Adwords integration in ZOHO CRM. I have a ZOHO Form integrated in a wordpress. I tested iframe and Javascript. I enabled the "handover" GCLID in the ZOHO Form. When I add a GLID with http://www.example.com/?gclid=TeSter-123.

    • How to overcome Zoho Deluge's time limit?

      I have built a function according to the following scheme: pages = {1,2,3,4,5,6,7,8,9,10}; for each page in pages { entriesPerPage = zoho.crm.getRecords("Accounts",page,200); for each entry in entriesPerPage { … } } Unfortunately, we have too many entries

    • Add Webhook Response Module to Zoho Flow

      Hi Zoho Flow Team, We’d like to request a Webhook Response capability for Zoho Flow that can return a dynamic, computed reply to the original webhook caller after / during the flow runs. What exists today Zoho Flow’s webhook trigger can send custom acknowledgements

    • Bidirectional sync between Zoho Bookings and Zoho CRM - Part 1

      Hey, community members! The default integration between Zoho CRM and Zoho Bookings is unidirectional, which means that any appointments booked, rescheduled, or deleted in Zoho Bookings will be reflected in Zoho CRM. However, any modifications made to

    • Is it possible to edit placeholder text?

      In the master slides I want to make sure my templates have more meaning for the users and want to replace the standard placeholder text with something more instructional. Instead of "Click to edit Mast subtitle styles" I want to have "Click to enter reporting

    • Delay function execute

      I've got a workflow which uses a webhook to send information to Flow, which in return updates a record in Creator. Problem is, by the time this has executed, the rest of my script has run and can't find the (yet to be) updated info in the record. Is there

    • How to allow download of a file AFTER information is collected?

      I can't find this anywhere. Can someone help with what seems to be a pretty basic web function today? - File is stored in Workdrive - Prospect goes to a URL where the file is located - System requests prospect to enter "Name" and "Email" - An email is

    • Add Baseline methods to API

      There are no API methods for creating or querying baselines,  Use case: Customer is notified of the current project start date according to plan via another product/integration. We would like to auto create a baseline (Automated via API) at the point

    • Bulk Fill In & Edit PO/Bill/SO/Invoice

      Hello, I am adding stock in bulk on a PO, the system is automatically populating the Rate (price) and Tax from the item data. Problem is that the bill rate is different from the rate on the item data, so I have to manually erase each and enter the price.

    • Fixed Assets beg balance

      Hello, I trust you are well I'm a new zoho books user and I find it difficult to plug in the fixed assets balance and here's what I have done: 1- I imported the fixed assets data into the fixed assets module as per the instructions 2- the import process

    • Syncing with Google calendar, Tasks and Events

      Is it possible to sync Zoho CRM calendar, task and events with Google Calendar's tasks and events. With the increasing adoption by many major tool suppliers to sync seamlessly with Google's offerings (for instance I use the excellent Any.do task planning

    • CRM Deluge how can link attach file with workdrive file.

      Hi, We have create file at workdrive and would like to link to attachment at crm module by deluge. Right now can only upload it to attachment but can not link the file from workdrive. Thank you

    • Feature announcement: AI-powered document generator in Zoho Sign

      Hi there! We recently announced manual document creation by offering an editor within Zoho Sign. Today, we are excited to announce AI-powered document generation to help you draft agreements, purchase orders, and other important business documents in

    • Permanently deleted files

      Is there a way to get back permanently deleted files from your account if they were accidentally deleted and no longer recoverable from the recycling bin? I know I am probably screwed but I just figured I would ask.

    • Shared Mailbox in iOS app

      Hi, On the desktop I am using a Shared mailbox for our company's general mailbox that somebody else should be able to view. In the iOS app however I can't find it? Old sources on the internet says this isn't possible but that can't be right? Somebody

    • Tip #41- Simplify Compliance and Efficiency with Zoho Assist’s Data Cleanup Feature- 'Insider Insights'

      Managing device data efficiently is just as important as securing remote access. With Zoho Assist’s Data Cleanup feature, admins can easily remove outdated or unnecessary device records, keeping the console organized and secure. This action is carried

    • Revenue Management: #6 Revenue Recognition in Professional Services Industry

      If you run a consulting firm, agency, or any service-based business, you have a situation where you have signed the contract, maybe even sent the invoice, and have received some initial payments. So, can you consider this as revenue? What if the project

    • Zoho fsm scheduled maintenance dispatch

      Hi, I'm reaching out regarding an issue I'm encountering with the Scheduled Maintenance feature in Zoho FSM. I’m trying to configure it so that it automatically dispatches all maintenance jobs scheduled within the next 150 days, starting from today. However,

    • zoho.inventory.getRecords returns no records

      I running a custom function (Deluge) in Zoho Flow with a connection to Zoho Inventory. To debug the problem, I created the test function below. It returns "Number of contacts fetched: 0". This confirms that there's no issue with the org ID or connection

    • Zoho Campaigns Event timestamps do not propagate to Zoho CRM

      We have integrated Zoho CRM and Zoho Campaigns. But when looking at Contact records, the Campaign event data is missing the actual timestamps: especially when a particular email was sent. They're not in the Campaigns related list, and the cannot be found

    • Feature announcement - Simplifying document creation with Zoho Sign

      Hi there, We are pleased to announce the release of our document creation feature, enabling you to create, edit, and finalize documents like agreements, purchase orders, and contracts without relying on external tools or applications. <br> This

    • Integrating File Attachments in Zoho Flow Email Notifications

      Hi, I would like to be able to send an email once an entry is made in a form, and in this email, I would like to attach a file that has been added to the form using the ImageUpload (or FileUpload) widget. So, I started by creating a flow that will trigger

    • Zoho project purchases

      Hi Folks, I think having a purchase module in projects will help in putting together a project p and L. Project wise purchases and expenses.  Do let me know your thoughts.

    • Create Tasklist with Tasklist Template using API v3

      In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way to

    • How can I restore all the deleted Time entries of a Task in Zoho Projects

      How can I restore all the deleted Time entries of a Task in Zoho Projects? Query: In Zoho Projects, I cloned a task and deleted the time entries from the cloned task. However, this also deleted the time entries from the original task. How can I restore

    • Is there a way to make an account inactive in ZoHo Desk

      We have a few Clients "Accounts" that we no longer do business with. It would be beneficial for them to not show up in lists. However, we want to go back and view tickets, time, etc.

    • How to set the value of the Phone field importing contacts in Zoho Desk

      Hi everyone, i'm new in Zoho Desk, we're setting up the environment and i'm importing contacts from another CRM using a file CSV and i'm getting a problem with phone numbers (italian): the leading zero is cut away, also if the value is inside double quotes.

    • Set Custom Icon for Custom Modules in new Zoho CRM UI

    • Deprecation Notice: OpenAI Assistants API will be shut down on August 26, 2026

      I recieved this email from openAI what does it means for us that are using the integration and what should we do? Earlier this year, we shared our plan to deprecate the Assistants API once the Responses API reached feature parity. With the launch of Conversations,

    • How to center a field inside a section?

      I’ve been trying to center a field inside a section in Zoho Canvas. When I align it visually, it looks centered in the editor, but after clicking Save, the field appears misaligned on the actual canvas. I also tried setting the field to full width, but

    • Kaizen #192 - Implementing Custom Token Persistence in Python SDK

      Welcome back to another week of Kaizen! Last week, we discussed how to implement Login with Zoho using OAuth 2.0 and saw how to bring it to life in a real-world application with the Zoho CRM Python SDK. We also discussed how Zylker Academy built a custom

    • Showing the map along with mileage expense

      When you use the GPS to track mileage, it shows you the map of the actual path travelled. It would be very useful and practical to save that map with the mileage expense, so that when the report is created, it provides a map of each mileage expense associated

    • Enable Validation Rule for Multi-Select Picklist Field

      Zoho, Please allow validation rules for multi-select fields.

    • File Upload field not showing in workflow

      Hi, I have added a field on Zoho CRM. I want to use it in a workflow where that particular field is updated based on another field, however it is not showing up in the field list to select it in the workflow. Why is this please?

    • CRM Custom function updating a module record shows the Super Admin user as the record modifier

      Dear Zoho CRM Team, Is there any way to update this so that when a custom function has updated a record the Super Admin user doesn't become the modifier? This happens on the record as a modifier and shows up in the audit logs. It would be more useful

    • Best practice importing items and matching assemblies

      Hi, I was wondering what would be the best practice to import items and composite items (assemblies) From my backup, what should I import first? The items or the composite items? I am on Zoho one, using inventory and books. Kind regards, Sabine

    • Best way to fetch employee names from Zoho People into Zoho Creator Inventory Stock Form field Employee Name Lookup

      Hi Team, I have a requirement in my Zoho Creator application (Inventory Stock Adjustment) where I need to fetch employee names from Zoho People and use them as a lookup in a form. Currently, I am considering using an integration field to fetch this data

    • get file api is returning Junk data

      I am working on extension development where at one point I need to retrieve attachments on records I found out I can use only invokeconnection and not invokeurl in extension development The invoke connection returns the image in raw binary format. When

    • Need help with message box

      End user updates many records at once. Each have unique serial number. They want a confirmation box that says starting number, ending number and qty. Is there any way to do this? I been searching and asking support but seems like no great solution.

    • [Webinar] The Transformative Power of Gen BI

      Traditional decision-making tools are no longer enough. The integration of generative AI into business intelligence (BI) is proving to be a true game changer—enabling businesses to make faster, smarter, and better informed decisions. Early adopters of

    • Next Page