How to lock records in salesforce

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How ToLock Records in Salesforce

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How To Lock Records in Salesforce

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Using This Guide


A couple of standards/conventions have been followed in this guide. Here is what they mean

Important information. Take a closer look and follow as advised. You may not be able to complete the exercise successfully if you miss these instructions

General explanation/information to support actions mentioned on the slide. Will assist you in understanding what is being done and why

Actions that you need to follow to configure. Carry out these steps in the order of their serial number.

Appears on the bottom bar of the page on right hand side. Provides information on the Hardware and Software currently being used

Text with Red Background

Text with Yellow Background

1. Text with White background, red border and a number. In a callout format

Text with Green Background

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Business Requirement


■ You would want to lock the Opportunity record from further updates once it is marked as ‘Closed Won’ or ‘Closed Lost’

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Solution Overview

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➡ Use Process Builder to create a process to submit record for approval

■ Create Approval Process to automatically approve the record

■ Lock record on approval■ Test


Automatically Submit Record for Approval


1. Click on Setup

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1. Under ‘Build’ click on Create -> Workflow &

Approvals -> Process Builder

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1. Click ‘New’

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1. Specify the Process Name, API Name and Description. Click Save

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1. Click on Add Object

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1. Select the Opportunity Object

2. Select the option to start the process

3. Click Save

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1. Click Add Criteria

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1. Specify the Criteria Name

2. Specify Criteria

3. Set Conditions

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1. Set condition to OR

2. Click Save

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1. Click Add Action

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1. Select Action as ‘Submit for Approval’

2. Specify the Action Name

3. Click Save

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1. Click Activate and click OK

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1. Click Back To Setup

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Solution Overview


✓ Use Process Builder to create a process to submit record for approval

➡ Create Approval Process to automatically approve the record

■ Lock record on approval■ Test


Create Approval Process for Automatic Approval


1. In the Setup menu under ‘Build’, click on Create -> Workflow & Approvals ->

Approval Process

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1. Select the object for managing the approval process. In this case its

‘Opportunity’

2. Click on Create New Approval Process -> Use Standard Setup Wizard

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1. Enter the Approval Process Name & Description

2. Click Next

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1. Select the Entry Criteria

3. Click Next

2. Set criteria to ‘Opportunity: Stage Equals Closed Won,

Closed Lost

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1. Click Next

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1. If desired, check the box to add the approval history related list to the

Opportunity page layouts

2. Click Save

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1. Select to specify the approval step now

2. Click Go

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1. Specify the Step Name, Description & Number

2. Click Next

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1. Specify the Step Criteria as shown 3. Click Next

2. Specify ‘False’ as Formula. This will ensure that the ‘else - approve record’ action it taken

automatically for all records

These configurations will ensure that the record is automatically approved

without anyone’s intervention

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1. Select the Approver. Specify any Salesforce Admin User as

the Approver 2. Click Save

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1. Specify the Step Criteria as shown 3. Click Next

2. Specify ‘True’ as Formula

These configurations will ensure that the record is automatically approved

without anyone’s intervention

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Solution Overview



✓ Create Approval Process to automatically approve the record

➡ Lock record on approval■ Test




2. Click Activate and click OK when asked

for confirmation

1. Ensure that the ‘Final Approval Actions’ is set to ‘Lock the record

from being edited’. This will be set automatically

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Solution Overview



✓ Create Approval Process to automatically approve the record

✓ Lock record on approval➡ Test record locking


Test Record Locking


3. Click on Opportunity to test whether the records are getting locked or not

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Test Record Locking


1. Select All Opportunities from List View

2. Select an Opportunity whose Stage is NOT set

to ‘Closed Won’ or ‘Closed Lost’

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Test Record Locking


1. Click ‘Edit’ to edit the record

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Test Record Locking


2. Click Save

1. Set the Stage to ‘Closed Won’ or ‘Closed

Lost’

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Test Record Locking


1. Notice that the record gets locked as soon as the

Opportunity is set to ‘Closed Lost’

2. Hover mouse on Approval History

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Test Record Locking


1. Notice that the Opportunity record was automatically submitted for

approval and approved without any user intervention as soon as the Opportunity stage was changed

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Test Record Locking


1. To ensure that the non-administrator users cannot edit the record anymore,

login as a non-administrator user. Navigate to Setup -> Manage Users ->

Users and click on ‘Login’ for a non-admin user

Note that a Salesforce Administrator can edit locked

records

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Test Record Locking


1. Ensure that you are logged on as a non-admin user

2. Click on Opportunities tab

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Test Record Locking


1. Ensure that you are logged on as a non-admin user

1. Select All Opportunities from List View

2. Click on the Opportunity whose stage

was changed in the previous slides

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Test Record Locking


1. Click on Edit to try to edit the record

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Test Record Locking


1. And voila ! The record can’t be edited any more as it is

locked

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Putting it All TogetherSo what have we done here?■ Created a Process Builder Flow to automatically submit

the record for approval when it meets the criteria for locking the record

■ Created an Approval Process to automatically approve the record when submitted for approval

■ Set the action to lock the record when the record is approved

■ Now when the record is edited and saved, the process builder submits the record for approval and the approval process automatically approves record and locks it

■ Non-Admin users can no longer modify the record once approved

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Leave Your FeedbackHope you were able to configure the process to lock the record automatically and successfully following this guide

Please do not forget to leave your comments on my blog at URL http://www.asagarwal.com/2426/how-to-lock-records-in-salesforce

If you got stuck anywhere and were able to resolve the issue, mention that as a comment so that others can benefit from your experience

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