Updating Lock Status in Ownership Data

Locked and Unlocked Status

The Ownership Management screen includes a column that displays the Locked/ Unlocked status of the Ownership settings for each entity.

If Enhanced Organization by Period Has Not Been Enabled

If Enhanced Organization by Period has not been enabled, the Locked/Unlocked status is based on their Approval Unit status. In the Approvals process, there is one Approval Unit for all instances of a shared entity. As a result, when data for one instance is Locked in Approvals, all instances are Locked. The same Locking logic is applied to Ownership Management. When data is locked for an Approval Unit POV, Ownership Management settings are also locked for the same Approval Unit POV.

Ownership settings data will be Locked when the matching Approval Unit is Locked or the parent of the matching Approval Unit is Locked. Under these conditions neither data nor Ownership data / settings can be entered or changed.

Ownership settings / data will be Unlocked when the matching Approval Unit is not Locked (any status other than Locked) and the parent of the matching Approval Unit is not Locked. Under these conditions, both data and Ownership data / settings can be entered or changed.

If Enhanced Organization by Period Has Been Enabled

If Enhanced Organization by Period has been enabled, the Locked/Unlocked status is maintained on the Ownership Management screen, separately from the matching Approval Unit. Each instance of a shared entity has its own Locked/Unlocked status.

Ownership settings must be Locked before the matching Approval Unit is Locked and can be Unlocked after the matching Approval unit is unlocked (any status other than Locked).

If the Ownership settings are Unlocked, the matching Approval Unit must be any status other than Locked. If the Ownership settings are Locked, the Approval Unit may be Locked.

Changes to Ownership Management settings are only allowed for Unlocked entities to ensure that changes cannot be made that impact Entity data for which the Approval Unit is already Locked. Ownership settings cannot be imported for an entity that is Locked (<parent / entity>).

If you want to disable this functionality when Enhanced Organization by Period is not enabled, you can add a substitution variable named LinkOwnershipandDataLocking and set it to False. When set to False, locking and unlocking requirements will not be applied.

Locking and Unlocking Status Configuration Task

The Locking and Unlocking Status Update in Ownership configuration task updates the Lock status in Ownership data based on the Data Lock status in the Approvals process, If Ownership data for a Point of View is unlocked and any data for the same Point of View is locked in the Approvals process, the Ownership data status will be updated to Locked.

This configuration task is only available if you have enabled the Enhanced Organization by Period feature in the application.

To run the configuration task, you must be a Service Administrator.

To update the Lock status in Ownership data:

  1. On the Home page, click Application and then click Configuration.

  2. Click Locking and Unlocking Status Update in Ownership

  3. click Launch.

  4. The task is launched as a job and can take a long time based on the amount of data. You can view the status in the Jobs console.