Permit Record Locking

The Permit Record Locking feature prevents unauthorized edits to permit applications after certain workflow stages, such as after payment or during administrative review. This ensures data integrity and prevents accidental changes during critical processing phases.

Key Points

• Locked records cannot be edited by citizens/applicants
• Staff members can lock and unlock records as needed
• Visual indicators clearly show lock status (red = locked, green = unlocked)
• Audit trail tracks all lock/unlock actions for compliance

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For Citizens (Applicants)

Understanding Lock Status

When viewing your permit application, you'll see a lock indicator icon in the record header:

When Records Are Typically Locked

Your permit record may be locked in these situations:

1. After Payment - Once you've paid the permit fees, the record locks to prevent changes that might affect the fee calculation
2. During Staff Review - When permitting staff are reviewing your application, it may be locked to prevent conflicting edits
3. After Approval - Approved permits are typically locked to maintain the official record
4. Compliance Hold - If there's a compliance issue, staff may lock the record pending resolution

What Happens When Your Record Is Locked

When attempting to access a locked record, you will see:

Dialog Message:

"This record is currently locked and cannot be edited. The record may have been locked by an administrator or is undergoing review."

Available Actions:

• Go Back - Returns you to your Applications list
• View Only - You can still view your application details, but editing is disabled

What You CAN Do with a Locked Record

Even when your record is locked, you can still:

• View all submitted information
• Download attached documents
• View payment history
• Check application status
• View inspection schedules
• Contact permitting staff for questions

What You CANNOT Do with a Locked Record

While locked, you cannot:

• Edit any form fields
• Upload new documents
• Change contact information on the application
• Modify property details
• Cancel or withdraw the application (contact staff instead)

Need to Make Changes to a Locked Record?

If you need to update information on a locked record:

1. Contact County Staff - Use the contact information on your permit dashboard
2. Explain the Change - Describe what needs to be updated and why
3. Staff Will Assist - If appropriate, staff can either:
   • Unlock the record temporarily for your edits
   • Make the changes on your behalf
   • Create a revision request for you to complete

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For County Staff

Understanding Lock Controls

Staff members with appropriate permissions can lock and unlock permit records to control applicant access.

How to Lock a Record

1. Open the permit record you want to lock
2. Click the three-dot menu (more actions) in the record header
3. Select Lock Record
4. Review the confirmation dialog:

   "Are you sure you want to lock this record? The applicant will not be able to make any edits while the record is locked."

5. Click Confirm to lock the record

How to Unlock a Record

1. Open the locked permit record
2. Click the three-dot menu (more actions) in the record header
3. Select Unlock Record
4. Review the confirmation dialog:

   "Are you sure you want to unlock this record? The applicant will be able to edit the application."

5. Click Confirm to unlock the record

Visual Lock Indicators

When to Lock Records

Recommended Lock Points:

• After payment has been processed
• When detailed staff review begins
• During inter-department routing
• After final approval is granted
• When compliance issues are identified
• During legal or audit holds

When NOT to Lock:

• During initial application submission
• When additional information is requested from the applicant
• When the applicant needs to make corrections

Lock Availability Requirements

The lock/unlock option is only available when:

• The entity type supports locking (isLockSupported=true)
• You have permission to manage this entity type
• The record is in an appropriate workflow state

API Enforcement

The lock status is enforced at the API level:

• Citizens attempting to edit a locked record via API receive a 403 Forbidden response
• This ensures security even if someone attempts to bypass the UI

Audit Trail

All lock/unlock actions are logged for compliance:

• Who performed the action (staff member name)
• When the action occurred (timestamp)
• What record was affected (permit ID/number)
• Action Type (lock or unlock)

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Troubleshooting

For Citizens

Q: My record is locked but I need to make an urgent change. What do I do? A: Contact permitting staff immediately using the contact information on your permit dashboard. Explain the urgency and the change needed. Staff can either unlock the record or make changes on your behalf.

Q: Why was my record locked without warning? A: Records may be locked automatically after certain workflow events (like payment) or manually by staff during review. Check your email for any notifications about your application status.

Q: How do I know when my record will be unlocked? A: Contact permitting staff for information about your specific case. Lock duration depends on the review process and workflow stage.

For Staff

Q: I can't see the Lock/Unlock option in the menu. Why? A: The lock feature must be enabled for this entity type. Check with your administrator if isLockSupported=true for this permit type. Also verify you have the appropriate permissions.

Q: Can I lock multiple records at once? A: Currently, locks must be applied individually to each record. Bulk locking is not available.

Q: What happens to pending automations when I lock a record? A: Existing automations continue to run. The lock only affects user-initiated edits, not system processes.

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Related Features

• Portal Record Views
• Audit Logs & History
• Payment Management