Lock Entities from Automations or State

Ideas & Features
1

I love that it’s now possible to lock entities!

Next step would be to allow using Automations and Workflow States (like Done) to lock entities automatically.

Thanks!

5 Likes
2

I am out of votes. But was just looking into doing this via automation. so +1

1 Like
3

Yeeeess needed. This is one of my primary use cases.

When a task is set to “done” it should be locked. In my case it would be to prevent anyone from adjusting sales commissions after a deal has closed. But really its just good practice.

This is a feature in Hubspot Deals object and works really well.

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If you toggle on Control deal editing access you get these options:

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You could add these settings to the field settings page for “State”. You can then define which user types can edit Entities at every given State.

If a user accidentally moves it to Complete stage and therefore can’t edit, they have to go to the Super Admins to ask them to unlock it (move it back to prior stage).

Which side note: it’s really confusing that the “Workflow” field is then called “State” after it’s created and its the same thing?

4

You might want to consider using per entity permissions, combined with auto-granting to make sure the right people can make the right edits at any given time.

5

Thanks Chris.

I had a good look through this but it seems like a really complicated workaround.

If I understand correctly I would have to create 2 entities for the same deal and link them:

  • First entity is editable by everyone
  • Second entity is editable by Admins
  • Link both entities

Is that correct?

This is a bit confusing for the DB structure and I can see would probably(?) have unintended complications when trying to create reports or views. Maybe not I haven’t tried it yet but I’ll try to test it.

6

No need to create multiple entities.
You would create a field which links specific users to the entity based on it’s state. And then use permissions settings to grant access to the people who are linked.

In your example, you could link the user database to the State field, and then choose which users should have rights for that state. Then a formula in the Task db to get this field from the State, and use permissions to control access.

Of course, you need to make sure that users don’t get access to the database in general, and only via this field.