Compliance Locks allow you to restrict editing specific reportable fields on a record. The locks can be set to trigger when a condition is met for that record. In this article, we will go over how to configure Compliance Locks and what fields are locked for each record type.
TABLE OF CONTENTS
Note
Compliance Locks can only be activated by ReadyTech staff. Please contact ReadyTech Support if you would like this feature enabled.
Fields That Are Locked Upon Trigger
For each record type (Party, Course, Enrolment, etc), there are fields that are important for government reporting. When a Compliance Lock is triggered for a record, the fields will be locked and cannot be edited without a manual override.
If you go to edit any fields in a record with a lock applied, they will be greyed out to prevent any of the data from changed.
The fields that would be locked for each record type are:
|
|
|
|
|
|
|
|
|
|
Configuring Compliance Locks
Compliance Locks can be configured to trigger when specific conditions are met for a record. You can enable or disable these conditions according to your requirements.
Go to Administration → Configuration → Locks.
On this page, you will see a list of conditions for each record type.
Course
- Allow Enrolment Flag Enabled: Triggers if the Allow Enrolment checkbox is checked on the Course page
- Course contains at least one enrolment: Triggers if the course has at least one enrolment in it
Enrolment
- Enrolment has First Present Attendance Recorded: Triggers if the student is marked as present for an event tied to the enrolment
- Enrolment has a Unit with Reported Status: Triggers if at least one unit has already been marked as reported
Enrolment Unit
- Unit has First Present Attendance Recorded: Triggers if the student is marked as present for an event tied to the unit
- Unit has a Reported Status: Triggers if the unit has been reported in an AVETMISS extract
- Unit has a Claimed Status: Triggers if the unit has been claimed via a claims report
Warning
Unit has a Claimed Status will not be triggered for enrolments with linked contracts that are Unmanaged. This occurs even if the unit is included in a claims report.
To get around this, you can use the Unit has a Reported Status trigger instead. This will lock the unit as expected under these circumstances.
Enrolment Unit of Study
- Course Commencement Date is populated: Triggers if the unit of study in the enrolment has a course commencement date
Party
- Party has Enrolment Record: Triggers if the party has an enrolment record tied to it
Once you have enabled the Locks you'd like to apply, click on the Save button.
Overriding Locks
Locks can be overwritten by specified User Groups. Each record type on the Locks configuration page will have a field called Override Lock User Group.
In this field, you can specify a user group that can override the locks for records of that type. Type the name of the user group and select the correct one from the list.
User groups can be configured in Administration → Security → User Groups.
Once you have entered your user groups for each record type, click on the Save button.
For users in a group that can override locks, an Unlock button will appear on the edit page for the locked record. Clicking on the button will allow the user to make edits to fields on the record.
