Articles on: Forms & Assessments

How do I manage locking for assessments & forms?

When creating assessments in WriteUpp, you can choose between two locking controls:

WriteUpp automatically locks your assessments after 24 hours - 'Auto-lock' ON
No automatic locking and editability is maintained (with the protection of Version History) - 'Auto-lock' OFF

In both cases, version history has been implemented, so you have a full audit trail or changes made to the assessment. Furthermore, you always have the ability to manually lock asssesments (thereby rendering them non-editable), if you wish to do so. 

If you do not want WriteUpp to automatically lock your assessments after 24 hours, you can turn this functionality off by going to Settings -> General and moving the 'Auto-lock' switch to the left:

Only Site Administrators can edit the Auto-lock setting.

Warning: Making this change means that assessments will continue to be editable long after they have been created, as they will not be locked automatically after 24 hours. However, with the presence of Version History, you can view every change that has been made to an assessment, including when it was made and by whom.

Viewing the Version History of an assessment:

To see the Version History for an assessment, go to the Patient Summary, select the Forms/Assessments tab and open an existing assessment.

At the bottom of the screen, click on the View History icon:

You will see a modal detailing the history of the assessment:

Clicking on the Eye icon will open up that particular version of the assessment as it was when it was saved:

Clicking on the Double arrow icon allows you to revert the assessment back to that particular version, replacing the current content:

Note: Historic versions of documents cannot be edited.

Manually locking assessments:

If you would like to manually lock an assessment, so that it is no longer editable (regardless of the 'Auto-lock' setting), you can click on the Lock icon at the bottom of the assessment screen:

This will only appear once you have made the first save of an assessment, and it will not save any changes made since the previous save. When you click on the Lock icon, a warning will appear informing you that you will lose any unsaved changes and be prevented from making further amendments if you continue:

After clicking on 'Yes', you will be taken back to the locked assessment.

Hovering your mouse over the Key icon at the bottom of the screen will show who locked the assessment.

Site Administrators have the ability to unlock a manually or automatically locked assessment created by themselves or any another user. If an assessment has been prematurely locked to changes, just click on the Key icon at the bottom of the screen to open it again:

You will see confirmation that it has been unlocked, with no need to save the changes to take this into account.

Please note that if a Site Administrator unlocks an assessment and then edits and saves it, this will transfer the edit rights to them, and the original creator will no longer be able to edit it (unless they are a Site Administrator themselves). Therefore, if you need to unlock something for one of your users, just click on the Key icon, head straight out of the assessment without pressing save (e.g. click to the Diary), and let them know it's now unlocked!

Updated on: 22/04/2024

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