JiffyTrade uses a double-locking system to protect document integrity.

This ensures your business records cannot be accidentally modified, altered, or permanently removed after key lifecycle events.

1️⃣ Manual Locking

Users can manually lock documents to prevent further editing.

Manual locking is useful for:

• Finalised invoices
• Completed jobs
• Documents already agreed with customers
• Internal approval workflows

Once manually locked:

• The document cannot be edited
• Unlocking requires appropriate permission (controlled via RBAC)

2️⃣ Automatic System Locking

In addition to manual locking, JiffyTrade automatically locks documents at critical moments.

Documents are automatically locked when:

• A document is sent to a customer
• A quote is converted into an invoice
• A reminder email is sent
• An invoice is marked as paid

This automatic protection ensures:

• Sent documents cannot be edited retroactively
• Paid invoices cannot be altered
• Converted quotes preserve original pricing
• Your financial records remain consistent

3️⃣ Why This Matters

Altering sent or paid documents can create serious accounting inconsistencies.

The locking system protects:

• Your business credibility
• Your tax records
• Your audit trail
• Your customer agreements
• Your legal defensibility

Once a document has been issued externally, it should not change silently.

4️⃣ Deleting Locked Documents

Locked documents:

• Cannot be edited
• May still be moved to Trash (depending on permissions)

However:

Permanent deletion can be restricted using RBAC.

This prevents:

• Accidental destruction of financial records
• Staff permanently removing invoices
• Loss of audit history

5️⃣ Strengthening Protection with RBAC

You can reinforce document protection using:

My Business → Settings → Permissions (RBAC)

For maximum security, configure:

• Only Plugin Super Administrators can permanently delete documents
• Only Plugin Super Administrators can mark invoices as paid
• Only authorised roles can send documents to customers

This ensures:

• The paper trail cannot be lost
• Trashed documents remain recoverable
• Only authorised users can remove records permanently
• Financial records remain accurate

RBAC adds a second layer of protection on top of locking.

6️⃣ Best Practice Recommendation

For most businesses, we recommend:

✔ Allow staff to create and edit documents
✔ Allow staff to move documents to Trash
✔ Restrict permanent deletion to Plugin Super Administrators
✔ Restrict unlocking permissions to senior roles

This ensures:

• Operational flexibility
• Strong audit protection
• Reduced risk of accidental damage
• Controlled financial authority

🔐 Summary

JiffyTrade’s double-locking system exists to protect your records — not restrict your workflow.

When combined with a properly configured RBAC policy, it creates a secure, audit-safe document environment suitable for professional business use.