Managing Locked Records

Locking a record, such as a project or a proposal, changes the record and all of its subordinate records to read-only mode for all users. While locked, the record continues to be listed on related components, but is marked as locked.

The Locked Entities Overview contains a list for each entity in the system for which records can be locked. To access the Locked Entities Overview, click the Locks link in the System Administration component.

Locked Projects

The Locked Projects section of the Locked Entities Overview contains a list of all the locked projects in the system. Each row in the list represents one locked project record.

To view a locked project record, click anywhere in that project row. You can view information in these fields:

• Project ID

• Project Description

• Reason

• Locked Date

To unlock a locked project (and delete the locked project record), select Delete from the Actions menu on the appropriate row. To reverse the delete action, click the Undo button.

When you are finished, click the Save button. The system displays a message to confirm that your changes were saved.

Locking a Project

To lock a project and add it to the list of locked projects, follow these steps:  

1. In the Locked Projects section of the Locked Entities Overview, click the Select button.
   
   The system displays a modal window for selecting projects.

2. If required, click in the Reason field and type the reason that the project needs to be locked.

3. Locate the project you want to lock by typing criteria in the Quick Find search box, or click Show first 10.
   
   The system lists all the projects that meet your search criteria.

4. Click the row for each project you want to lock. You can lock more than one project at a time if the reason for locking them is the same for all.
   
   The system adds a check mark beside each project you select and shades the row. To cancel a selection, click the selected row again.

5. Click the Lock Projects button.
   
   The system closes the modal window and adds the new locked projects to the list on the Locked Entities Overview. To delete a newly added locked project record, click the Delete button at the end of the appropriate row.

6. When you are finished, click the Save button.
   
   The system displays a message to confirm that your changes were saved.

Locked Proposals

The Locked Proposals section of the Locked Entities Overview contains a list of all the locked proposals in the system. Each row in the list represents one locked proposal.

To view a locked proposal record, click anywhere in that proposal row. You can view information in these fields:

• Proposal ID

• Proposal Description

• Reason

• Locked Date

To unlock a locked proposal (and delete the locked proposal record), select Delete from the Actions menu on the appropriate row. To reverse the delete action, click the Undo button.

When you are finished, click the Save button. The system displays a message to confirm that your changes were saved.

Locking a Proposal

To lock a proposal and add it to the list of locked proposals, follow these steps:  

1. In the Locked Proposals section of the Locked Entities Overview, click the Select button.
   
   The system displays a modal window for selecting proposals.

2. If required, click in the Reason field and type the reason that the proposal needs to be locked.

3. Locate the proposal you want to lock by typing criteria in the Quick Find search box or click Show first 10.
   
   The system lists all the proposals that meet your search criteria.

4. Click the row for each proposal you want to lock. You can lock more than one proposal at a time if the reason for locking them is the same for all.
   
   The system adds a check mark beside each proposal you select and shades the row. To cancel a selection, click the selected row again.

5. Click the Lock Proposals button.
   
   The system closes the modal window and adds the new locked proposals to the list on the Locked Entities Overview. To delete a newly added locked proposal record, click the Delete button at the end of the appropriate row.

6. When you are finished, click the Save button.
   
   The system displays a message to confirm that your changes were saved.

Related topics:

Checking Out a Project to Estimator