How to Tell if an Object is Locked
When the object is open, a red tag appears beneath the title that says: 'Editing locked'. When you try to click on a button that is disabled, a small message (tooltip) will appear to explain that the feature is unavailable in this status.
What You Can and Cannot Do
While the lock is active, the system changes what you can interact with to protect the integrity of the document.
🟢 What stays the same:
Viewing only: You can still see the map, right-hand side diagram content menu and all related information.
Sharing: You can still "Print," "Share," or "Favourite" the object.
Progress: You can still click "View Approval Progress" to see who has signed off.
Duplicating: You can still "Duplicate" the object if you need to start a new version based on this one.
🔴 What is restricted:
Changes to the Map: You cannot add new nodes (activities, process links, events. decisions) or move them around or edit the map in any way.
Editing Details: You cannot update or delete "Associations," "Tags," or "Custom Fields" that are found in the right-hand side diagram content menu.
AI Tools & Deleting: These buttons are completely disabled to prevent the document from being altered or removed.
Restoring History: While the history of the document can be seen, the "Restore" button is disabled that a previous version cannot be restored.
Bulk Changes: When an object is in a locked status, it cannot be selected during bulk actions.
Diagram Content Menu Summary
Most of the tabs on the right side of the screen (the diagram content menu) will still be there, but their "Update" and "Delete" buttons will be hidden or greyed out.
Sidebar Tab | Can I use it? |
SmartFlow AI | SmartFlow results can be viewed, copied, deleted as usual. Replace Document for managed documents are hidden and cannot be used. |
Process Quality Score | Unchanged visibility and functionality. |
Associations | View-only. |
Actions | Restricted. Most settings and toggles are locked. Only "View Approval Progress" and "Duplicate Process" are enabled. |
Feedback | Unchanged visibility and functionality. |
Stakeholders and RACI Matrix | View-only. |
Custom Fields | View-Only. |
Tags | View-Only. |
History | View-only. Past versions can be seen, but cannot be restored. |
Import | Hidden. You cannot import new data into a locked object. |
Shared Links | View-Only. |
Notes
You can still move objects in the Directory even if editing is locked.
Objects with Locked status are filtered out of the "Ownership Report" and are not selectable for bulk change.