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Ebla Lock

Smart record locking for EspoCRM based on a Boolean field. Automatically switch records to Read-Only mode when a defined condition is met.

Overview

Ebla Lock is a lightweight extension that adds record-level locking functionality to EspoCRM using an existing Boolean field.

Instead of creating complex workflows or custom logic, administrators can simply select a Boolean field from the Entity settings to control whether a record should remain editable or become locked.

When a record is locked, users can still open and view it, but editing is blocked unless they have a specific override permission.

This extension works with:

  • Standard entities such as Accounts, Contacts, Leads, Opportunities, and Cases
  • Custom entities

How It Works

  1. Create or use an existing Boolean field in your entity.
  2. Go to Administration > Entity Manager.
  3. Open the desired entity.
  4. In Record Locked Field Name, select the Boolean field that should control the lock state.
  5. Save the entity configuration.
  6. Rebuild the system if needed.

Ebla Lock Entity Manager Placeholder

Only Boolean fields are available in the Record Locked Field Name dropdown.

If the selected Boolean field is enabled on a record, that record becomes locked for regular users.

Locking Logic

  • If the selected Boolean field = true -> The record becomes Read-Only for users without override permission
  • If the selected Boolean field = false -> The record remains Editable under normal ACL rules

The Boolean field can be controlled manually or automatically using workflows, formulas, BPM, or other automation tools.

Permission Override

Ebla Lock adds a new permission called Lock Record Update Permission to:

  • Roles
  • Portal Roles

Permission behavior:

  • Yes -> The user can edit locked records
  • No -> The user cannot edit locked records
  • Not Set -> Treated as no access unless another assigned role grants Yes

Administrators always bypass the lock and can edit records normally.

After installation, the extension attempts to add this permission field to the Role and Portal Role detail layouts automatically. If you do not see it, add Lock Record Update Permission manually in Layout Manager.

Ebla Lock Role Permission Placeholder Lock Record Update Permission on Portal Role

What Users Experience

When a record is locked:

  • The record remains visible
  • The user cannot switch it into edit mode unless they have override permission
  • A direct save attempt is also blocked on the backend
  • The user receives the message: Locked record cannot be modified

This means the extension protects records both in the interface and during save operations.

The selected lock field also does not need to be placed on every layout for the lock check to work correctly.

Configuration Notes

  • The lock controller field must be a Boolean field
  • Each entity can use its own Boolean field as the lock trigger
  • You can change the selected lock field later from Entity Manager
  • The extension is suitable for both manual locking and automation-driven locking
  • The feature locks the whole record for editing; it is not a field-level permission tool

Use Cases

  • Lock approved records
  • Prevent editing of closed deals
  • Protect finalized financial data
  • Freeze contracts after confirmation
  • Restrict modifications after managerial validation
  • Preserve historical data integrity

Features

  • Boolean-based record locking
  • Simple entity-level configuration
  • Works with standard and custom entities
  • Role-based override permission
  • Portal role support
  • Admin bypass for locked records
  • Frontend and backend protection
  • Compatible with workflow and automation-driven lock flags
  • Lightweight and performance-friendly

Installation

  1. Navigate to Administration > Extensions.
  2. Upload the Ebla Lock package.
  3. Install the extension.
  4. Check Roles or Portal Roles if you need override access for specific users.
  5. Configure Record Locked Field Name in Administration > Entity Manager for each entity you want to protect.
  6. Rebuild the system if needed.

Ebla Lock helps maintain data integrity and control editing permissions in a clean, simple, and efficient way.

Copyright (c) Eblasoft Bilişim Ltd.

Change Log