Who is this article for?

  Users wanting to know about this checkbox

Objectives, Risks, Controls and Tests (ORCTs) can be set to Locked.  This article describes the related functionality, and explains why a user trying to delete a record might see the message "[record type]: Template requires a value to be entered for this type of [record type]".

1. Setting records to Locked
2. Functionality
3. Deleting templates where Locked child records exist

1. Setting records to Locked

An Objective, Risk, Control or Test record can be set to Locked. 

The ability to do this is controlled by a role permission.  Normally, this is reserved for users with higher roles:

Library template ORCTs can also be set to Locked, in which case the Audit versions of the records will inherit the Locked property.  

Audit ORCTs can be set to Locked independently of the Library version, depending on the user's role.

2. Functionality

When a record is Locked, a user cannot:

• Edit the Definition section.
• Break link with the parent library record.
• Delete the record.

In effect, the user is forced to deal with the record as defined, they cannot change or remove it.

3. Deleting records where Locked child records exist

Deleting a parent ORCT in an Audit

In an Audit, if you attempt to delete a parent record and a child record is Locked, you will get a message describing the problem.  For example, you have a Risk with a child Test that is Locked:

If you try to delete the Risk, you will get the information message:

Test:  You cannot delete this Test because Locked is set to True 

If you try to delete the parent Objective then you will see the same message.  The next step is to review the Tests and identify which is Locked before deciding how to proceed.

Deleting a Library ORCT

If any Audit contains an ORCT record that was got from the Library and is Locked, even if it is only one record, then the template in the Library cannot be deleted.

If you try to delete a Library ORCT template and a Locked version or child exists in an Audit, then you will see a message like:

[record type]: Template requires a value to be entered for this type of [record type].

This can be confusing, because you might be trying to delete a parent but it is the child that is locked.

For example, you could be trying to delete an Objective template, but get one of these messages:

Risk: Template requires a value to be entered for this type of Risk.

Control: Template requires a value to be entered for this type of Control.

Test: Template requires a value to be entered for this type of Test.

Set Library items Active State = Closed

Our guidance is to not delete Library items, unless you are sure that they have never been used in an Audit.

If you see the error message described above then do not try to delete the template, set it to Closed instead.

To do this and to prevent a Library ORCT from being used in the future:

• Go to the Library
• Find the ORCT record
• Set the Active State to Closed