When the content of a project is finished, for example because the customer has approved and production starts, you want to prevent files from still being replaced or deleted. To do that, you lock the project. Everyone can still view and download the files afterwards. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Who can lock a project
There are two separate permissions: Project op slot zetten (Lock project) and Project van slot afhalen (Unlock project). An owner always has both. By default the Admin role also has both permissions, and the Tekenaar (draughtsman) role can lock a project but not unlock it again. You can adjust per role which role can do what. If you do not see the button, your role does not have the permission.
Locking a project
- Open the project via CRM → Projecten (CRM → Projects).
- Click Acties (Actions) at the top right and choose Op slot zetten (Lock).
- Under Reden (optioneel) (Reason (optional)), fill in why the project is being closed, for example the date on which the customer gave approval.
- Confirm with Op slot zetten.
The same button is also on the edit page of the project. After locking, the project header shows the label Op slot (Locked), and below it who locked the project, when that was and the reason given. It is also recorded in the Activiteitenlog (Activity log) on the Samenwerking (Collaboration) tab.
What is blocked
As long as the project is locked, these options disappear for all users, including owners:
- Bestanden uploaden (Upload files) on the Documenten (Documents) tab.
- Uploading a Nieuwe versie (New version) of an existing file.
- Verwijderen (Delete) a file.
- Annotaties overzetten (Transfer annotations) to a new version.
- Adding an attachment to a reply to a message in the project.
- Dragging parts or pulling them longer and shorter in the timeline of the planning. If you try anyway, you get the notice Project is op slot (Project is locked).
What is still possible
- Viewing and downloading files.
- Reading messages and replying to them, without an attachment.
- Editing the project details and changing the project status.
- Completing, reopening and editing parts in the list Planning onderdelen (Planning parts).
So the lock is meant to freeze the documents. It does not bring the planning and the administration of the project to a halt. If you also want to indicate that the work is finished, set the status to Afgerond (Completed) as well, see Project statuses and priority.
Unlocking the project
- Open the project.
- Click Acties and choose Van slot afhalen (Unlock). This button is only there if the project is locked and you have the permission Project van slot afhalen.
- Confirm with Van slot afhalen.
After that everyone can upload, add versions and delete again, as far as their role allows. The reason for the lock is cleared. The activity log still shows that the project was locked and who unlocked it again.
Not to be confused with the fixed name and customer
Separately from the lock, a second, permanent safeguard applies. As soon as a file has been uploaded to a project, the fields Naam (Name) and Klant (Customer) are fixed. That stays that way, even if you unlock the project or delete the file again.