Lock record content upon signature | Voters

Lock record content upon signature

Andy Levesque

I need a way to ensure that the content of a record is locked and verifiable at the time a user adds their signature. This would provide a clear and protected snapshot of what the person signed in agreement of, making the signature more defensible if questioned.

Created by Canny AI

April 15, 2025

Jon Darbyshire

Andy Levesque Thank you for providing this request. Please let me know if the following would support your use case. We add a new "Lock" capability within records that can be enabled manually or via an automation. When in a 'Locked" state, all fields in the record can only be viewed and not edited. Only an Admin or Solution Manager would be able to "Unlock" a record to allow editing again. When the lock is turned on or off, this would be noted in the Activity History.

Andy Levesque

Jon Darbyshire this would not meet the definition of immutable, but I believe this would improve the signature viability assuming that there is the following:

Clear indication that the most recent lock was triggered by signature or that a lock was removed and re-applied (and indicating that it was not applied by signature). This should not be modifiable, even by admin. Otherwise an admin could remove the lock, make a change, and relock may make it appear that the signature is still valid unless the timeline is inspected. No users, including admins, should have the ability to make it appear that the signature was valid when it is not. OR, when a record is unlocked, the signature field shows "invalidated" or is cleared all-together.
Ability to list which fields are locked and which are not. For example, we may still want to add relations or update a status to a locked record. These signatures will likely be their own documents table and it may be relevant to related this document to other records even after the document was signed.