Introducing the locking option for CRM records

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:

  • Users can lock records manually from the record details page if they have lock permissions.


  • You can set up automatic locking by setting some default criteria. Create conditions, name them, and decide whether to apply the conditions and lock existing records, or to restrict the conditions only for newly created records.

  • 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.



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.


      • Recent Topics

      • 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

      • 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

      • Backorder process review - Automating Removal of Sales Order from "On Hold" When PO is Received

        Hello Zoho Inventory Team, Currently, sales orders in On Hold status are released only when the bill for the purchase order is created. In our workflow, it would be much more efficient if the sales order could automatically move out of On Hold as soon

      • How to access the saved Query using API?

        I have created a query in setting. Is it possible to access it from a API? What's the endpoint? I tried /v8/queries/important_deals but didnt' work.

      • création d'une base de données

        base de donnee d'un lycée

      • User Session variables to recall after form submit & redirect to menu

        Hey, Forgive me if this is a simple answer I have overlooked. I have built a big onboarding process for my SAAS platform which is built and managed by an external Dev team. I am hoping to embed my new creator app on the SAAS platform. I have a menu page

      • Next Page