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Record Lock Overview

Updated

Record Lock grants the first user who opens a record in edit mode exclusive editing rights to that record, preventing other users from making edits until the lock is released. Record Lock can be enabled for Level 1, Level 2, and Level 3 records, Transactions, Contacts, and Organizations. Other users who attempt to edit the locked record see a prominent notification on their screen. Record locks release automatically when the user who locked the record logs out of SmartSimple.

Who: Global administrators and system managers

When to Use Record Lock

Use Record Lock when:

  • Your organization has records that multiple users may open and edit simultaneously, creating a risk of conflicting changes.
  • You want to prevent data loss or overwriting when concurrent editing is possible on Level 1, Level 2, Level 3, Transaction, Contact, or Organization records.
NOTE  The user who has locked a record does not receive a notification indicating that the record is locked.

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How Record Lock Works

When a user opens a record in edit mode, that record is locked to that user. Other users who attempt to edit the locked record see a prominent notification on their screen.

Global administrators can override a record lock using the Undo Check Out button on the relevant record. Clicking Undo Check Out and confirming the override does not automatically place the record in Edit mode. This action removes the record lock, allowing the next user who accesses the record to lock it upon entering edit mode.

NOTE  If a global administrator overrides the lock, the original user who locked the record receives a notification when they attempt to save.

Record locks release automatically when the user who locked the record logs out of SmartSimple.

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Reporting

The history of record locks can be accessed through reporting. The UTA Record Lock recordset can be joined with the Level 1, Level 2, or Level 3 record table.

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Anonymizing User Names on Record Lock Alerts

A setting in the Security tab of the UTA Settings page conceals the user name on the Locked Record alert for designated roles. When this setting is enabled, the name of the user who locked a record is replaced with the text Another User in the alert. This setting is called Anonymize Record Lock Owner Role Settings.

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Resource

For more information about Record Lock, see:

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