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Locking and unlocking records

The major data entry forms allow the person completing them to lock their entry – preventing accidental or unauthorised changes by others. This facility is provided by Lock and Unlock buttons - which take the form of icons.

Lock image Unlock image

These icons usually appear in conjunction with a name and date field inside a box.

The person locking or unlocking the record must be a member of the appropriate security group.

  • To Lock a record - click Lock icon, and enter your User ID and Password in the pop-up form. By default, the User ID of the person that has logged in will already be there. Click OK. The name and date fields will be completed with your name and the date. The record or section will be locked. Note: these fields may have various labels according to the context.
  • To Unlock a record - click Unlock icon, and enter your User ID and Password in the pop-up form. By default, the User ID of the person that has logged in will already be there. Click OK. The name and date fields will be cleared, and the record or section available for editing.

If you cannot remember your password or wish to have your security permissions changed, please contact your system administrator.

Scope

It most cases, locking applies to a complete record. The exceptions are:

  • The Action Form is intended to manage workflow, and each stage of activity may be recorded by a different person. Therefore, each of the main tabbed sections in the Action Form has its own locking mechanism that only applies to that section
  • The Risk Assessment has a Status tabbed page which may be completed when an assessment is no longer relevant. This is likely to occur some time after the original assessment is made, and may be recorded by a different person. Therefore, the Status page is outside the scope of the assessment's main lock on the first (summary) page. It has its own separate lock.

To protect the integrity of your data, Qudos 3 will prevent any record that has a lock applied from being deleted. The record must be unlocked for the delete function to work.

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