Cannot Edit or Delete a Document (Locked Docs)
If you cannot click the Edit or Delete buttons for a document, it usually means the document is locked.
Locked documents are protected from modification to help keep your business records accurate.
Why Documents Are Locked
Documents may be locked once they have been finalised or sent to a customer. This prevents accidental changes to important records such as invoices or quotes.
When a document is locked:
- Edit will be disabled
- Delete will be disabled
- A padlock icon will appear in the Actions column
This ensures that documents used for accounting or record-keeping are not accidentally modified.
Unlocking a Document
If you need to make changes to a locked document, it must first be unlocked.
- Go to My Business → File Archive
- Locate the document you want to modify
- Click the padlock icon in the Actions column
Once unlocked, the Edit and Delete buttons will become available.
After making your changes, you can lock the document again by clicking the padlock icon once more.
Role Permissions (RBAC)
Your ability to unlock documents depends on your Role-Based Access Control (RBAC) policy.
If your user account does not have permission to manage documents, the padlock icon may not appear or may not allow unlocking.
In this case, you will need to contact your site administrator or business owner and ask them to grant the required permissions.
RBAC permissions can be managed in:
My Business → Settings → Role Based Access Control
Tip
Locking documents is a useful safeguard that helps protect your financial records and prevents accidental edits once documents have been issued to customers.