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

    • Converted Leads Not Showing in Lead Reports

      Converted leads are not showing in the Lead reports. How can I make converted leads visible in the report,

    • E-Invoicing in Belgium with Zoho Billing

      Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing works

    • Zoho Voice lance BYOC (Bring Your Own Carrier) : intégrez votre opérateur

      Pour accompagner sa croissance, une entreprise a besoin d’une infrastructure téléphonique flexible et évolutive. Les solutions de téléphonie s’adaptent aux exigences du centre de contact, tout en intégrant aisément les opérateurs locaux de votre choix.

    • Synchronise item image between Zoho Commerce and Zoho Books/Inventory/CRM

      Here is a blindingly simple idea to tie several Zoho products together. Zoho - please include a method to synchronise the item image (or images) from one Zoho application to another. For example, if you upload an item image in Zoho Inventory, a user should

    • Zoho Recruit Slow and Freezing on all screens

      We have had an issue with Zoho Recruit for weeks being extremely slow and at times freezing.  We have 100 mega internet, and I went into each computer and updated the virtual memory so there is more available.  Also restarted all computers daily.  Still having the issues.  Almost unable to work.

    • Prevent accidental duplicate entry of Customer Ordersome

      Zoho Support has confirmed that Zoho currently does not have any method (using Deluge, flow or any other method) to alert a user when a sales order has been entered twice using the same customer reference number (i.e. a duplicate). Most ERP platforms

    • Zoho Books | Product updates | November 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From translating email notification templates to the new transaction locking restrictions, explore the updates designed to enhance your bookkeeping experience. Making Tax Digital

    • Insert Image into Notebook page

      Prior to today, I could add images to my notebook pages. Today when I tried to do this I got an error message that said something like, "There's been a problem on our end. Try again later." So, I've tried all the ways I know how, but I can't insert an

    • 【開催報告】名古屋 ユーザー交流会 Vol.2 2025/11/21 Zoho Analytics / Inventory で実現する在庫の"未来予測"

      ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 11/21(金)に名古屋 ユーザー交流会 を開催しました。 本投稿では、当日実施したセッションの様子及び投影資料をお届けします。 会場にて参加できなかった皆さまも、ぜひご参照ください。 （Zoho 社員セッションの登壇資料については、11/28(金)開催の東京回の開催報告で共有いたします） 今年2回目の開催となる名古屋 ユーザー交流会では、株式会社エンツナクリエイト 野末さんによる Zoho Analytics / Inventory

    • AI feature in Zoho Desk suggesting answers based on past ticket threads

      Hi I would like to suggest something that would be very useful : instead of suggesting answers based on the Knowledge Base, I think it would be great if Zia could analyze the history of all customer and agents threads, to suggest answers in new tickets.

    • Is there a way to automatically add Secondary Contacts (CCs) when creating a new ticket for specific customers?

      Some of our customers want multiple contacts to receive all notifications from our support team. Is there a way to automatically add secondary contacts to a ticket when our support team opens a new ticket and associates it with an account? This would

    • Improved RingCentral Integration

      We’d like to request an enhancement to the current RingCentral integration with Zoho. RingCentral now automatically generates call transcripts and AI-based call summaries (AI Notes) for each call, which are extremely helpful for support and sales teams.

    • Edit Pinned Comments in Zoho Desk

      It's great that private comments can now be pinned to the top of the ticket but what would be extremely helpful would be to allow for the pinned comment to be edited vs. having to find the comment in the ticket to edit it.

    • Updating Secondary Contact (CCs)

      We use Zoho Forms to capture the user request and integrated with Zoho Desk to raise tickets. Active Microsoft login is captured in our Zoho forms and registered as Primary contact in Zoho desk ticket. We also an have an option to raise ticket on behalf

    • Show Custom Button in Portal Listview Canvas

      I have created a custom button that shows in a list view of deals (internally I can see it). I have permissions to allow this button on the portal. But it is not displaying in the canvas list? Before I do too much leg work, is this function allowed?

    • Email Opt Out Question

      Has the problem where if a customer is emailed opt out prevents you sending standard emails? For me this feature is simply to stop any email marketing and should not block people from receiving emails via Zoho mobile, which makes no sense.

    • blank page after login

      blank page after logging into my email account Thanks you

    • WriterTh

      After every space Writer goes to capital letters mode in my Android tablet. The cap mode stays till the second letter is typed in the word then it comes to normal mode.

    • Does Thrive work with Zoho Billing (Subscriptions)?

      I would like to use Thrive with Zoho Billing Subscriptions but don't see a way to do so. Can someone point me in the right direction? Thank you

    • Zoho writer unable to merge documents to PDF with basic fonts in Hebrew or fonts from my computer

      I created several forms that will be merged into PDF files through Zoho Writer and I am unable to receive the PDF in the basic fonts of the Hebrew language or in the fonts I have on my computer. The writer exports to PDF an exchange font that looks very

    • I have already created some Bots, Commands, and Widgets in Cliq, but I am still not seeing the “Create Extension” option in my account. Could you please help me enable or access this option?

    • RTL Support for Webforms in Zoho CRM

      Dear Zoho CRM Support Team, We are writing to request an enhancement to the webform builder functionality within Zoho CRM. Currently, to create a webform in a right-to-left (RTL) language, the entire CRM instance must be set to RTL, which can be inconvenient

    • Unveiling Zoho Sites 2.0 - A new dimension in website building

      Dear Zoho Sites Users, We are thrilled to announce the launch of Zoho Sites 2.0 today! This refresh represents a significant step forward in the capabilities of Zoho Sites and is crucial for creating a lasting and positive impact on our customers' businesses.

    • Add Custom Reports To Dashboard or Home Tab

      Hi there, I think it would be great to be able to add our custom reports to the Home Tab or Dashboards. Thanks! Chad

    • Cliq iOS can't see shared screen

      Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

    • Support www.camcard.com

      Hi, Is it possible CRM Zoho have integrations with https://camcard.com/? Thanks Br, Andy

    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

    • CRM 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 files

    • How we cut CRM updates from ~20 minutes down to 2, our real workflow

      Updating the Zoho CRM after every call used to be one of the biggest time sucks for our team. By the time you write your notes, clean them up, fill in the fields, and log everything properly… you’ve easily lost 15–20 minutes per call. We started experimenting

    • How can I assign courses to Spaces?

      How can I make courses show up here in this space?:

    • How to assign one Manual to multiple Spaces?

      Hello, I have two spaces, one called tech knowledge and the other one called HR knowledge. I have a manual that is called HR tech. I want to assign this manual to HR knowledge and tech knowledge. How should I do that?

    • Arattai App Features Update

      1. Offline Messaging & Sync Enable users to compose messages without internet and deliver them automatically via peer-to-peer methods (Bluetooth/WiFi Direct) when nearby users are available. This would be a game-changer for rural India with unreliable

    • Zoho CRM mobile app update: Reports module for Android app

      Hello everyone You can now access the Reports module in your Zoho CRM Android app. With this update, you can view any report created in CRM web app in your mobile app. <br> Once you open the report, you can tap on any record to view its details.

    • Zoho Books Sandbox environment

      Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need a

    • How to add Product Add-Ons, Mandatory Forms, and Auto-Save Address in Zoho Commerce

      Hi all, I need help setting up several behaviors in Zoho Commerce. I can’t find the correct configuration options, so I want to confirm whether these are supported or if there is a workaround. 1. Product-Specific Add-Ons (Example: GWB Subscription) When

    • Not able to link email text.

      Kindly check Zoho Sites. I am unable to turn a text into a email link. The save button does not work. Kindly try yourself to see it not responding to save.

    • Zoho Workdrive - Communication / Chat Bar

      Hi Team, Please consider adding an option to allow admins to turn on or off the Zoho Communication Bar. Example of what I mean by Communication Bar: It's such a pain sometimes when I'm in WorkDrive and I want to share a link to a file with a colleague

    • Zoho CRM - Writing Assistant Tone

      Hi Zoho CRM Team, Text in my emails often gets underlined in yellow because I tend to use a more informal tone with my client's, like using "I'm" instead of "I am". Is there some way for me to tell the system that this is my preferred writing tone, so

    • Work Order Assignment for Engineers Handling Their Own Requests

      I’m setting up FSM for a business where there are multiple engineers, but each engineer handles their own process end-to-end receiving the service request, creating the work order, and completing the field service job. I noticed that I must create an

    • Proposal for Creating a Unique "Address" Entity in Zoho FSM

      The "Address" entity is one of the most critical components for a service-oriented company. While homeowners may change and servicing companies may vary, the address itself remains constant. This constancy is essential for subsequent services, as it provides

    • Next Page