Enable Manual Case Locking: User Check In and Check Out

Learn how to update your Vault’s configuration to enable the case locking feature.

About Case Locking

Case locking configuration settings were added in Vault Safety 20R2. This feature allows administrators to enable case locking and unlocking as well as filtering by the case lock state. In order to utilize this feature, the proper permissions must be set in the security profile configuration. The case locking layout rule and the Lock Manager security profile must be created before the case locking feature can be properly utilized.

Once enabled, see Manage Strict Case Locking for next steps and Lock and Unlock a Case on how to use this feature.

Path to Configure Case Locking

The steps you must perform to configure case locking depend on whether your Vault was deployed in 20R2 or an earlier release. Vaults deployed in 20R2 include much of the required configuration already, while Vaults deployed in an earlier release must perform additional configuration.

Vaults Deployed In 20R2 or Later

Vaults Deployed in 20R1 or Earlier

Add the Case Locking/Unlocking Actions to the Case Object

  1. Go to Configuration > Object Setup > Objects > Case.
  2. Go to the Actions tab.
  3. Select Create.
  4. Select the Lock Case action from the drop-down menu.
  5. Select Continue. The Create Action page is displayed.
    • Ensure the status of the action is Active.
  6. Select Save.
  7. Repeat steps 4-7 for the Unlock Case action.

Result

The Case Locking and Unlocking Actions have been added to the Case object.

Insert the Case Lock Section on the Case Page Layout

  1. Go to Configuration > Objects > Case > Layouts > Case Page Layout.
  2. Insert a Detail Form section. You may need to remove fields from any section prior to inserting new sections.
  3. Fill out the form with the following details:
    • Enter This Case is Locked in the Section Label field
    • Enter this_case_is_locked in the Section Name field
    • Select Detail Form - Two Columns from the drop-down menu
  4. Select Done. The new section has been inserted at the bottom of the page.
  5. Select Add to add the following fields to the This Case is Locked section:
    • Locked By
    • Locked Date

case-lock

Result

The Case Lock Section has been successfully inserted on the Case Page Layout.

Add the Locking Layout Rule

  1. From the Case Page Layout, select Layout Rules.
  2. Add a Layout Rule with the following details:
    • Label: Locking
    • Name: locking
  3. Under Hide the following Page Layout Items:
    • Select Sections from the Type drop-down menu
    • Enter This Case is Locked in the Values Field
  4. Under IF this Layout Rule Expression is TRUE, add the following expression:
    IsBlank(locked_date__v)
  5. Select Save.

case-layout-rule

Result

The case locking layout rule has been successfully created.

Configure Read Permissions for Locked By and Locked Date

  1. Go to Users & Groups > Permission Sets.
  2. Select a Permission Set. We recommend that you perform the following steps on each Permission Set being used in your Vault.
  3. Go to Objects > Case.
  4. Select Edit under the Object Field Permissions section.
  5. Grant Read permissions for the Locked by and Locked Date fields.
  6. Select Save. Users in this permission set can now read the Locked By and Locked Date fields.
  7. Repeat steps 1-6 for all other Permission Sets.

Result

The permissions have been configured successfully for Locked By and Locked Date for all Permission Sets.

Add the Lock Manager Permission Set to Security Profiles

  1. Go to Users & Groups > Security Profiles.
  2. Open the Security Profile to which you want to grant access to manage case locking.
  3. Under Permission Sets, select Add > Existing Permission Set.
  4. Add the Lock Manager Permission Set.

Result

Users assigned this Security Profile can now manage case locking.

Add the Case Lock and Unlock User Actions to a State

To finish enabling the feature, the case locking and unlocking action must be added as user actions for the appropriate Lifecycle States. The recommended states that case locking user actions should be added to are:

  • Triage
  • Data Entry
  • QC
  • Medical Coding
  • Medical Review
  • Revision

The correct conditions must also be set to enable the feature correctly.

Add the Case Locking User Action

  1. Go to Configuration > Object Lifecycles > Case Lifecycle.
  2. Select the state to which you want to add the user action.
  3. Under User Actions, select Edit.
  4. Select Create Rule at the bottom of the page.
  5. Select Perform with conditions.
  6. Beside If, select Locked By in the first drop-down menu.
  7. Select is blank in the second drop-down menu.
  8. Under Allow the following actions, select Lock Case.
  9. In the Action Label entry field, enter Lock Case.
  10. Select Save.

lock-cond

Result

The Lock Case user action has been successfully added to the state.

Add the Case Unlocking User Action

  1. Select Create Rule at the bottom of the page.
  2. Select Perform with conditions.
  3. Select Locked By in the first drop-down menu beside If.
  4. Select is not blank in the second drop-down menu.
  5. Select Unlock Case under the Allow the following actions heading.
  6. Enter Unlock Case in the Action Label entry field.
  7. Select Save.

unlock-cond

Result

The Unlock Case user action has been successfully added to the state.

Add the Case Unlocking Entry Action to Approved State

  1. Go to Configuration > Object Lifecycles > Case Lifecycle > Approved.
  2. Under Entry Actions, select Edit.
  3. Select Perform with conditions.
  4. Beside If, select Locked By in the first drop-down menu.
  5. Select is not blank in the second drop-down menu.
  6. Under perform actions, select Unlock Case from the drop-down menu
  7. Select Save.

lock-entry-act

Result

The case unlocking entry action has been successfully added to the Approved state for the locked case condition.