Lock record content upon signature
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.
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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.
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Sarah Humphries
Jon Darbyshire this would be a great improvement. We have a scenario where forms are completed by users then reviewed by a team member and marked as complete which then send a PDF copy of the final document. At this point we would like to run an automation to ‘lock’ the record from further changes based on the status of ‘complete’
Allowing admin to unlock record as needed would be fine for us if noted in activity history