Introducing the locking option for CRM records
Last modified on 06/04/2023: Record locking option in CRM is now available for all Zoho CRM users in all DCs. Note that it was an early access feature available only upon request.
Hello All,
Hope you're doing well!
We're thrilled to introduce our latest enhancement to CRM—record locking.
Certain business scenarios demand that records in your organization's modules be safe from editing or deletion once they reach a certain stage in your sales process or satisfy specific conditions.
For example, if a deal has reached the final stage—"closed won" or "closed lost"—then perhaps it shouldn't be further edited or deleted.
Alternatively, let's say a record is in its proposal or review stage. During such a stage, the details of the record need to be verified, and even though a sales rep may be the record's owner, you can't allow them to update the record while the review is ongoing.
There might also be situations where the record doesn't match certain criteria, but the user dealing with the record might want to lock the record to avoid changes. For example, when a sales rep is in touch with a prospect, they may want to temporarily lock the record while prospecting is in progress to prevent other reps from adding incorrect information to the record.
Zoho CRM's record-locking feature enables you to lock records manually or automatically when certain conditions are met.
NOTE (added on 02/03/23): The locking configuration must be set up separately for each module. You can navigate to the specific module in Modules and Fields under Customization in your setup page, and you will find the Record Locking Configuration tab.
Record locking configurations
Now that we've established why locking records can be useful or necessary, let's take a quick look at the different configuration options available:
Now that we've established why locking records can be useful or necessary, let's take a quick look at the different configuration options available:
- There might be scenarios where, say, you want members of the accounts team to be able to edit quotes, but not other profiles. You can simply lock the records for all profiles except those belonging to members of the accounts team, any other set of exceptions using the multi-select menu. Additionally, you can also choose to lock records for all profiles.
- You can lock the records that are accessible to your portal users.
- For locked records, the edit action is disabled by default, but you can restrict other types of native actions, as well as custom buttons.
- Even when a record is locked, you can configure certain fields which don't affect your business process to remain editable. For example, you might want the Description or comment fields to remain editable. You can leave a maximum of 15 fields unlocked.
What happens when a record is locked?
Once a record is locked, you will see the lock icon on the record image and in the UI of the record detail page itself. Only fields you've enabled will be available to edit.
Once a record is locked, you will see the lock icon on the record image and in the UI of the record detail page itself. Only fields you've enabled will be available to edit.
The details of the locking, such as the reason (i.e., the locking condition), locking date, and the fields available for edit will be shown on the details button available on the record detail page.
In the record's timeline, you can also see timestamped details like when the record was locked and the condition that was followed.
On the record list view, locked records are indicated by a lock icon.
Additionally, you can filter records in the list view based on the pre-defined filter option, as well as based on the system-defined custom view.
Who can unlock records and how is it done?
If a user locks a record manually, they can unlock it themselves. Admins can unlock records, too. On the other hand, automatically locked records will be unlocked only when they're no longer subject to the lock conditions or criteria.
However, deleting a rule or locking configuration will automatically unlock all records the rule or condition had previously locked.
Additional notes
- Set up to five rules per module. Each rule will have a name that is displayed on the record detail page when a record is locked.
- System actions like automation and integration syncs will still be performed on locked records, even when a user who is excluded from locking triggers those processes.
- Locked records are still displayed in list views. However, bulk actions done from list views are not allowed if the respective action is restricted under the record locking configuration.
- Record locking configuration is available for enterprise and ultimate editions of Zoho CRM. If an user downgrades from enterprise edition, locking configurations will be ineffective and all records will be unlocked.
Locked status can not be regained upon upgrading back.
That's all for this exciting new enhancement. Read more about the record locking configurations and its usage in our help doc.
Thanks and have a good one!
Note:
- Manual locking/unlocking of records is not available for the mobile app as yet.
- Auto-locking of records will get reflected on the mobile app, and locked records cannot be updated from mobile app also.
- The locking configuration must be set up separately for each module.
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Saishree T K
Lane Von Pinkston
Jordan Talmor
Amit
Piyush Goyal
Sticky Posts
Announcing Early Access to "Zoho CRM for Everyone" — A new and exciting update to Zoho CRM
Zoho CRM For Everyone is now officially available to all customers, and the Early Access Program has come to a close. We want to extend our sincere thanks to everyone who participated in the program. Your valuable feedback played a key role in shaping[Early Access] Voice of the Customer (VoC) for Zoho CRM
Happy new year, everyone! We have an exciting addition to our suite of features and would like to introduce you to VoC (Voice of the Customer) for Zoho CRM, powered by Zia. 2023 is definitely the best time to be a customer with rapid innovations and advancementsAdding calls as a channel in Voice of the Customer
Dear All, We hope you're well! It's been almost a year since we opened Zoho CRM's Voice of the Customer solution up for early access. We are grateful for the reception and support you have been showing us with regards to its adoption and feedback. Since
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Upcoming Updates to the Employees Module in Zoho Payroll (US)
We've made a couple of updates to the Employees module in Zoho Payroll (latest version of the US edition). These changes will go live today. While creating an employee Currently, the Compensation Details section is part of the Basic Details step, wherePossible to Turn Off Automatic Notifications for Approvals?
Hello, This is another question regarding the approval process. First a bit of background: Each of our accounts is assigned a rank based on potential sales. In Zoho, the account rank field is a drop-down with the 5 rank levels and is located on the accountZOHO Creator subform link
Dear Community Support, I am looking for some guidance on how to add a clickable link within a Zoho Creator subform. The goal is for this link to redirect users to another Creator form where they can edit the data related to the specific row they clickedAllow Resource to Accept or Reject an Appointment
I have heard that this can be done, is there any documentation on how?Converting Sales Order to Invoice via API; Problem with decimal places tax
We are having problems converting a Sales Order to an Invoice via API Call. The cause of the issue is, that the Tax value in a Sales Order is sometimes calculated with up to 16 decimal places (e.g. 0.8730000000000001). The max decimal places allowed inCreate new Account with contact
Hi I can create a new Account and, as part of that process, add a primary contact (First name, last name) and Email. But THIS contact does NOT appear in Contacts. How can I make sure the Contact added when creating an Account is also listed as a Contact?Custom Fonts in Zoho CRM Template Builder
Hi, I am currently creating a new template for our quotes using the Zoho CRM template builder. However, I noticed that there is no option to add custom fonts to the template builder. It would greatly enhance the flexibility and branding capabilities ifPython - code studio
Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics alreadySync desktop folders instantly with WorkDrive TrueSync (Beta)
Keeping your important files backed up and accessible has never been easier! With WorkDrive desktop app (TrueSync), you can now automatically sync specific desktop folders to WorkDrive Web, ensuring seamless, real-time updates across devices. Important:How To Insert Data into Zoho CRM Organization
Hi Team I have this organization - https://crm.zoho.com/crm/org83259xxxx/tab/Leads I want to insert data into this Leads module, what is the correct endpoint for doing so ? Also I have using ZohoCRM.modules.ALL scope and generated necessary tokens.Where can I get Equation Editor por Zoho Writer?
I need to use Math Formulas in my document. Thank you.How can I get base64 string from filecontent in widget
Hi, I have a react js widget which has the signature pad. Now, I am saving the signature in signature field in zoho creator form. If I open the edit report record in widget then I want to display the Signature back in signature field. I am using readFileCreator roadmap for the rest of 2022
Hi everyone, Hope you're all good! Thanks for continuing to make this community engaging and informative. Today we'd like to share with you our plans for the near future of Creator. We always strive to strike a good balance of features and enhancementsCRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesFiltering repport for portal users
Salut, I have a weird problem that I just cannot figure out : When I enter information as administrator on behalf of a "supplier" portal user (in his "inventory" in a shared inventory system), I can see it, "customer" portal users can see it, but theZoho Inventory. Preventing Negative Stock in Sales Orders – Best Practices?
Dear Zoho Inventory Community, We’re a small business using Zoho Inventory with a team of sales managers. Unfortunately, some employees occasionally overlook stock levels during order processing, leading to negative inventory issues. Is there a way toIntegración Books para cumplir la ley Crea y Crece y Ley Antifraude (VeriFactu)
Hola: En principio, en julio de 2025, entra en vigor la ley Crea y Crece y Ley Antifraude (VeriFactu). ¿Sabéis si Zoho va a cumplir con la ley para cumplir con la facturación electrónica conectada a Hacienda? GraciasZoho One - Syncing Merchants and Vendors Between Zoho Expense and Zoho Books
Hi, I'm exploring the features of Zoho One under the trial subscription and have encountered an issue with syncing Merchant information between Zoho Expense and Zoho Books. While utilizing Zoho Expense to capture receipts, I noticed that when I submitIs Zoho Sheet available for Linux ?
Is Zoho Sheet available for Linux ?Offline support for mobile app
Accessing your files and folders from your mobile devices is now quicker and simpler, thanks to the power of offline support. Whether on an Android or iOS device, you can use the Offline function to save files and folders, so you can review them evenZoho Sheet for Desktop
Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?Create static subforms in Zoho CRM: streamline data entry with pre-defined values
Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next coupleBUTTONS SHOWN AS AN ICON ON A REPORT
Hi Is there any way to create an action button but show it as an icon on a report please? As per the attached example? So if the user clicks the icon, it triggers an action?Dropshipping Address - Does Not Show on Invoice Correctly
When a dropshipping address is used for a customer, the correct ship-to address does not seem to show on the Invoice. It shows correctly on the Sales Order, Shipment Order, and Package, just not the Invoice. This is a problem, because the company beingRFQ MODEL
A Request for quotation model is used for Purchase Inquiries to multiple vendors. The Item is Created and then selected to send it to various vendors , once the Prices are received , a comparative chart is made for the user. this will help Zoho booksWill zoho thrive be integrated with Zoho Books?
titleProduct Updates in Zoho Workplace applications | August 2025
Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this August. Zoho Mail Delegate Email Alias Now you can let other users send emails on your behalf—not just from your primaryNotebook audio recordings disappearing
I have recently been experiencing issues where some of my attached audio recordings are disappearing. I am referring specifically to ones made within a Note card in Notebook on mobile, made by pressing the "+" button and choosing "Record audio" (or similar),Error While Sign in on Zoho Work Drive
Dear Team, I hope this email finds you well. I have recently created a Zoho account and started using it. But while I am trying to log in to Zoho work drive it won't log me in its crashing every time I try it. I have tried it on android app, phone browserUnable to send message; Reason:554 5.1.8 Email Outgoing Blocked
Hi, I sent few emails and got this: Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked And now I have few days since I cant send any email. Is there something wrong I did? Also can someone fix this pleaseWant to use Zoho Books in Switzerland. CHF support planned?
Hi, We're a Swiss company using other Zoho suite software and I discovered Zoho Books and other accounting SaaS when looking for an accounting tool. Do you intend to cover Switzerland and CHF based accounting anytime soon? RoyZoho sheet desktop version
Hi Zoho team Where can I access desktop version of zoho sheets? It is important as web version is slow and requires one to be online all the time to do even basic work. If it is available, please guide me to the same.Weekly Tips : Teamwork made easy with Multiple Assignees
Let's say you are working on a big project where different parts of a single task need attention from several people at the same time—like reviewing a proposal that requires input from sales, legal, and finance teams. Instead of sending separate remindersBest way to share/download presentation files in Zoho without losing formatting?
Hello Zoho Community, I often work with PPT/PDF files in Zoho Docs and share them with colleagues. While PDFs usually give a direct download option, I’ve noticed that PPT/PPTX files sometimes only open in the viewer without a clear download link. Is thereCelebrating Connections with Zoho Desk
September 27 is a special day marking two great occasions: World Tourism Day and Google’s birthday. What do these two events have in common (besides the date)? It's something that Zoho Desk celebrates, too: making connections. The connect through tourismWhat is Resolution Time in Business Hours
HI, What is the formula used to find the total time spent by an agent on a particular ticket? How is Resolution Time in Business Hours calculated in Zohodesk? As we need to find out the time spent on the ticket's solution by an agent we seek your assistanceUpload API
I'm trying to use the Upload API to upload some images and attach them to comments (https://desk.zoho.com/DeskAPIDocument#Uploads#Uploads_Uploadfile) - however I can only ever get a 401 or bad request back. I'm using an OAuth token with the Desk.tickets.ALLZoho Desk KB article embedded on another site.
We embed KB articles from Zoho Desk on another site (our application). When opening the article in a new tab, there is no issue, but if we choose lightbox, we are getting an error "To protect your security, help.ourdomain.com will not allow Firefox toHow use
Good morning sir I tried Zoho MailAdding Overlays to Live Stream
Hello folks, The company I work for will host an online event through Zoho Webinar. I want to add an overlay (an image) at the bottom of the screen with all the sponsors' logos. Is it possible to add an image as an overlay during the live stream? If so,Next Page