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!




    • Recent Topics

    • open multiple notes at a time.

      Hey there, New to Notebook and liking it, but one thing that's really a bother is not being able to open more than one note at a time, either in a new window or in a new tab. Often times, I like to copy/paste from one note to another or compare drafts

    • Let’s Talk Recruit: Forms that think before you do!

      Welcome back to our Let's Talk Recruit series. In our previous post, we shared highlights from our community meetups held across India. This time, we’re talking about something that often gets overlooked but makes a huge difference once you set it up

    • PEPPOL Support Needed for Zoho Books in Europe

      I'm reaching out to discuss the urgent need for PEPPOL support in Zoho Books for European users. With Belgium mandating B2B e-invoicing via PEPPOL starting in 2026, many of us are struggling to manage invoices without this integration. While Zoho Books

    • Allow Equity Accounts to be Used for Expenses

      Currently, when entering an Expense or Bill, the Expense Account (account to be debited) allows for accounts in any of these categories to be chosen: COGS Expense Other Current Liability Fixed Asset Other Current Asset Noticeably missing are Equity Accounts.

    • メール一括配信の未送信のメールについて知りたい

      メール一括配信の後の、未送信のメールの数は添付のようにシステムから連絡がくるのですが それらの対象者を知りたい。レポートなど一覧で知りたい。 また配信対象者なのに（担当者、リード）の メールの履歴に配信したメールの件名でさえ表示されないのはどう理解したらよいのか知りたいです。 また、これらの人をレポートで一覧で出す方法を教えてください。把握したいためです。

    • How do I add the time zone for the each recipient/subscriber

      Hi, I've read that Zoho allows for emails to be sent at a certain time based on the recipient's time zone. How do I add the time zone for the each recipient/subscriber? Thanks!

    • Zoho Formsから獲得した見込み客をSaleIQでトラッキングし、そのトラッキング情報をCRMに集約することは可能でしょうか？

      Zoho formsを活用しています。 Zoho CRM、Zoho SalesIQと連携するよう設定しており、Zoho formsから獲得した見込み客の情報はCRMに連携されるのですが、トラッキング情報はZoho CRMの見込み客データ内の 関連リスト 訪問-Zoho salesIQ にデータが反映されません。※添付画像参照ください 考えられる原因や対策などありましたら教えていただけないでしょうか。 よろしくお願い致します。

    • Find and Merge Duplicates to trigger webhook

      My sales team uses the Find and Merge Duplicates feature often to cleanup records in the CRM. We use webhooks to signal to our internal tools database when new Contacts are created, updated, or deleted, in order to keep our DB in sync with Zoho CRM. However,

    • Marketer’s Space: Using Zoho CRM Data for Dynamic Content and Personalization in Zoho Campaigns

      Hello Marketers! Welcome back to Marketer’s Space. Do you want to send emails or SMS that feel less like mass messages and more like one-on-one conversations? By integrating Zoho CRM with Zoho Campaigns, you can pull in rich customer data and use it to

    • Add Attendees to Session months before the Event

      I need to manually add Attendees to Sessions right away for an event that's taking place in 6 months so that the Speaker can communicate with them in advance of the event. How can this be done?

    • Override Auto Number field?

      We are preparing to migrate from Salesforce. In Salesforce, we auto-generate a unique number on our Opportunities (Potentials). If the Opportunity results in a contract, we use that unique number as the Contract number. There are some situations where

    • Switching hosts while meeting is occuring

      We had a team meeting in Zoho Meetings this morning, but the person listed as the host had to leave the meeting early. We looked for an option to set me to host, but didn't see the option, and we incorrectly assumed that it would be like Zoom in that

    • Refund Form Can’t Reverse “Bank Charges” Line — Throws Off Reconciliation

      Zoho, When we pay a vendor, the Payment screen lets us add a “Bank Charges” amount (we post a $1 processing fee there). Perfect. But on the Refund popup there’s no matching field, so the refund can only return the net expense. If our processor sends back

    • Trigger for Validation Rules

      Currently in Zoho CRM we can set a trigger for workflows, blueprints etc in a custom deluge function But Validation Rules are missing For example if I run a custom function to update a record, it bypasses the validation rules It would be really beneficial

    • ZOHO Desk blocking emails from creating tickets

      Hi We have been noticing some issues since last week ZOHO Desk is not creating a ticket which is still in our affiliate mail box.

    • how to install desk

      how to install desk

    • How to turn off ability to share Knowledge-base article with social networks

      Is there a way to deactivate the link at the bottom of a Knowledge-base article so that it can not be shared via Facebook or Twitter?

    • Automatically Hide Unauthorized Sections from Agent Interface in Zoho Desk

      Hello Zoho Desk Team, We hope you're doing well. We’d like to submit a feature request regarding the user experience for agents in Zoho Desk who do not have permission to access certain sections of the system. 🎯 Current Behavior At present, when an agent

    • Is there a way to prevent a user from removing a payment method on a live, recurring subscription?

      As it stands, if you allow users to remove payment methods, they can do so on live subscriptions. This leaves the sub without a payment method. The user should be able to REPLACE the card with a new one, but not remove all payment methods. We have had

    • Assistance Required: Report Export to Excel and WorkDrive Upload via Deluge

      I'm working on automating a scheduled workflow in Zoho Creator that needs to run weekly. The goal is to: Export a report from Zoho Creator in Excel (.xls or .xlsx) format, and Upload the exported file to a specific folder in Zoho WorkDrive using a Deluge

    • Kanban View for Projects.

      At our organization, we describe active projects with various statuses like "In Proofing" or "Printing" or "Mailing". In the Projects view, one can set these project statuses by selecting from the appropriate drop-down. While this works, it's difficult to view and comprehend the progress of all of your projects relative to each other in a table. Creating a Kanban view for projects where I can move them from one status to another allows me to see where each project is in the order of our workflow.

    • Useful enhancements to Mail Merge in Zoho CRM

      Dear Customers, We hope you're well! We're here with a set of highly anticipated enhancements to the Mail Merge feature in Zoho CRM. Let's go! Mail Merge in Zoho CRM integrates with Zoho Writer to simplify the process of customizing and sharing documents

    • How can I see the actual copy sent to the specific contact?

      I have setup a journey in Marketing Automation and created addition of contact in a specific list as the trigger, emails are sending to the contacts, but I can't see the actual copy sent to any specific contact in the list. Please guide me, where can

    • Client Script for Task Module

      When do we expect the client script for the tasks module?

    • Formula Fields inside of Blueprint Transitions

      We would like to have formula fields inside of blueprint transitions. We type in currency fields and would like to see the result inside of a formula field. Our use case: Send out a price for XY 1. Filling out cost fields 2. See gross profit

    • inventory based on bills and not physical stock

      Hello, I have noticed a very annoying issue with zoho books/inventory. I use composite items. If I have an sub assembly item on back order, I am unable to make up the composite item, even when I have received the goods and it is in my stock. I have to convert the PO into a BILL in order for the item to show as 'Accounting Stock'. The problem is that the supplier Invoice is not shipped with the goods, but can follow even a week later. So I have to make the bill have a 'dummy name and number' until

    • Using Zoho Inventory for managing Item compatibilities

      Use case: Using Zoho Inventory for managing (as an example) aftermarket car parts, where a single part can suit many makes, models and years. How do most businesses assign and manage compatibility for each part? Do ZI users typically do this using multi-select

    • Unable to enter manual journal entries in AR/AP.

      Hi there, i am facing some problem relating to AR/AP. I want to make some entries in AR/AP through manual journal. for example. some time I send cash 500 to Mr. A (Customer) for any purpose and then after 2 or 3 days Mr. A returned back 700 to me and

    • Questions regarding WorkDrive

      Here are my questions regarding WorkDrive: Does WorkDrive have a limit on the number of downloads? What will happen if a file is downloaded excessively? Does WorkDrive have any restrictions on download speeds? Are there any limitations on downloading

    • How to record tips from customers

      I run a cleaning service business and on occasion customers include a tip with their check payment. How can I record the amount paid for service and the tip separately? Any amount over the invoice is looked at as an overpayment and suggest a credit note

    • Multi-currencies in Zoho Books

      I'd like to request multiple currencies in Zoho Books. I have customers paying in USD, CAD, CNY. I need to bill customers in these currencies too. I can set up a base currency, and then set up a exchange-rate table to convert these currencies.

    • I want refund of Zoho standard subscription on WEB payment

      Hi, Kindly help to refund the WEB payment made on 13/07/2025 for Zoho standard annual subscription. I didn't find the software useful for my project. Regards

    • Is Conditional display of field(s) possible in a Canvas Customer Portal?

      Is Conditional display of field(s) possible in a Canvas Customer Portal? How?

    • Automate Backups

      This is a feature request. Consider adding an auto backup feature. Where when you turn it on, it will auto backup on the 15-day schedule. For additional consideration, allow for the export of module data via API calls. Thank you for your consideration.

    • View Linked Subscription on Invoice list

      When looking at the list of invoices in billing is it possible to see the subscription that an invoice is for. This would allow you to see if it's a subscription a customer is behind on, or they simply haven't paid a one time invoice.

    • Recording Credit Card Fees when Recording Payment for Bills

      It seems I am unable to record credit card fees when paying a bill. I pay close to 100% of my bills with a company credit card via online portals. I'm happy for the CC fess to be recorded as Bank Charges but it will not allow that field to be used if

    • Workerly/Zoho One Pricing

      Hi What is the pricing model that is suppose to be as a Zoho One user? If i use the services of a freelancers or temp workers (Sometimes for a few hours a week/month), I need to purchase a zoho one license for each of them as well as workerly licenc

    • DKIM

      I have my DKIM in Titan, which is another email service provider. I get this notification on my portal. What shall I do? ( Improve the deliverability of emails sent from Zoho Social by adding DKIM (DomainKeys Identified Mail) records to your DNS settings.

    • Show All Notes For A Single Record

      I would like to be able to view a list of all Notes for a particular record. We can add several (unlimited) Notes for the Leads, Contacts, Accounts and Potentials records. The subject line and some of the note content for up to 10 notes is visible on the first page. You can select the arrow to view additional notes in the list. I would like a button next to the New Note button that says View All. This would bring up a printable list of all notes listed in descending order by Modified Time (newest

    • Zoholics Europe 2025: Build Smarter with the Zoho Creator Low-code Workshop!

      Why should you attend? This year, Zoholics Europe 2025, Zoho’s official user conference, is your opportunity to connect directly with the teams behind the tools you use every day. Don’t miss one of the most requested sessions: dedicated, hands-on workshop

    • Next Page