Data Locking in ResourceFirst

Locks Set by an Administrator

Periods

There are two checkboxes that can be set for periods:

Locked – If checked, the period column is locked on all period data entry pages

Active – Applies to Weekly time periods only: If NOT checked, time tracking is disabled in Timesheets for the period
(actual time entry on the Labor Assignments page is NOT prevented by the Active flag)

OBS Nodes

There are two checkboxes that can be set for each OBS node:

Locked – If checked, prevents modifying, deleting, and adding objects in the node (such as projects, resources, assignments, requests, assets, and Teams)

Active – If unchecked, the node and all related records are not visible/loaded in ResourceFirst but remain in the database (the node CAN be made active by an administrator)

Note:  Administrators can update resources in locked nodes, preventing the need to unlock the node before changes.
(This also applies to POST/PUT calls from the API when the token is for an administrator.)

Project, Effort, and Scenario States

(Set via Admin–>Lists, and then the appropriate state list item)

Project, Assignment, and Scenario states are each set up as Lists in ResourceFirst, and each has checkboxes that can impact the ability to enter certain data. A project, assignment, or scenario can be locked implicitly by having its state field set to a state that is locked.

Project State

Lock Forecast:

Assignments cannot be added or modified on a project with a locked Project State. Assignments CAN be deleted if the user has proper rights.

Lock Actual:

Timesheets cannot be entered on a project with a locked Project State.

Assignment State

Assignments cannot be added or modified on a project with a locked Assignment State.

Assignments with an Assignment State value that is locked CAN be deleted and CAN be copied to another project.

Scenario Status

Project Data Locked:

Projects cannot be added or modified on a scenario with a project data locked Scenario Status.

The scenario owner CAN delete projects from a locked scenario.

Forecast Locked:

Assignments cannot be added or modified on a scenario with a forecast locked Scenario Status.

Read-Only Fields

Fields can be marked as “Read Only.”

For instance, if an external field value is imported by an API and you want to prevent changes to it in ResourceFirst, you can check the “Read Only” checkbox in the Column Details pane.

The Column Details pane is visible to the right after clicking on a field.

Locks Set by Users

Some locks can be set directly by users with sufficient rights. If the lock fields are not visible in a view, the user can expose them by modifying or creating a custom view.

Individual Project Locks

Forecasts or actuals on a given project

Individual Assignment Locks

Forecasts AND actuals with the Locked field on a given labor or financial assignment (field name configured as “ALocked” in this screenshot).

Locks Set by Managers of OBS Nodes

[Decommitted]

A user with Project, Resource, or Financial Administrator rights (P3, R3, F3) has access to the toolbar Administration icon, but the menu list is different from the list for (system) Administrators.

The user sees the same options for managing OBS nodes as an Administrator, but is limited to the project, resource, or financial node indicated by the right level (P3, R3, F3).

See OBS Nodes above for the behavior of these options.

Effect of Data Locking on Imports

Some data locks impact the ability to import data:

• You cannot import updates to a locked assignment.
• You cannot import new or updated projects, resources, or assignments to a node that is locked.
• You cannot import assignments for a project that is in a project state that is locked.
• You cannot import assignments for a project that has its “Lock Forecast” flag set.
• You CAN import Scenarios (provided they are not in a locked state) to a node that is locked.
• You CAN import Scenario assignments (provided they are not in a locked scenario), even if the equivalent non-scenario project or assignment is locked.