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Updates on Freeze and Thaw

Comments

22 comments

  • Official comment
    Mike

    Great news! Lock Edits is now officially available across the Workiva Platform. 😊 🎉 🍻

    Here's a Help article about the new feature: https://support.workiva.com/hc/en-us/articles/360055107032-Lock-editing-for-a-file

    Give us a holler if you have any questions. Thanks again for all you patience, and happy locking! 🔒

  • Rebecca Demy

    Thanks Mike. One comment though...Allowing links to update if they are published outside the locked file is dangerous and defeats the purpose of freezing a document. Requiring the linked files to be locked as well prevents work from continuing in the outside file containing source links.  An option to disallow linked values from flowing though might help but that could also cause problems. Locking down some edits and not others (linked values for example) as described above seems like a recipe for disaster. Not sure how to avoid the issue unless you simply freeze the entire document, linked values and all. Thoughts?

    Rebecca

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  • Dallas Thornton

    I'd like to beta test Lock Edits.

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  • Dallas Thornton

    When we use "Lock Edits" on, for example, a 10-Q document that is full of destination links, will we lose the easy click through "Go to Source" functionality? I take it so for now as it will use the same features as the current Lock cell feature? 

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  • Mike

    Thanks for your comments Rebecca Demy! I've shared this with our Product Managers who are working this feature and hope to have more insights for you soon.

    And sounds like a deal Dallas Thornton. We've got you on the list :)

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  • Stacy Marr

    I'd also like to beta test Lock Edits!

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  • Mike

    Hi Rebecca Demy! I got some follow-up for you.

    First, thanks for raising these concerns—we're sure others have the same thoughts! 
     
    Regarding "Requiring the linked files to be locked as well prevents work from continuing in the outside file containing source links."
     
    When you lock the document using Lock Edits, there will be a History Card will be created saying "File Locked" and since Historical Revisions are essentially "frozen" files (e.g., nothing will change there, even links), we would recommend marking the File Locked card as a Milestone and referring it as your "Frozen" file. Revisions can always be exported, sent for review, and presented just like a normal file. The History itself will show a new card for every time destination links are updated, so in the event there's update after its "frozen", you'll have full transparency regarding how a locked file changed since it was locked. 
     
    We do plan to make additional improvements to Lock Edits, such as the ability Lock All Linked Files, or Lock All Files in Folder, which would lessen or remove the possibility of dynamic change updates after a file is locked.
     
    Thanks as always and holler if we can answer any other questions. Keep staying awesome!
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  • Rebecca Demy

    Thanks Mike! This is very helpful information and makes sense. Looking forward to the evolution and proposed improvements. As always, I appreciate your quick response. since I understand a little better, could you add me to the beta test for Lock Edits please?

    Rebecca

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  • Jamie

    I would like to beta test this feature.

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  • Mike

    You're welcome Rebecca Demy. And yep, I got you on the beta list :) You as well Jamie 

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  • Murphy Sauceman

    I would like to beta test this as well!

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  • Mike

    Its a deal Murphy Sauceman 👍

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  • Michelle Collins

    following

     

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  • Murphy Sauceman

    Just wanted to throw in this chat that this feature could help to have a global "Master Common Verbiage" (MCV) document that would be the source link for all things. We currently run into the timing of various reports (e.g. quarterly insurance reporting, annual audits and board reports) that cause us to have separate MCV documents. It would be great if we could lock the file after releasing it and not have to worry about aforementioned global MCV updating it when there is a verbiage change in a subsequent filing. If anyone has other suggestions on how to achieve consistent wording between documents despite the timing differences, I would love to hear it in another community discussion I started last week.

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  • Barbara

    I am eagerly awaiting Lock Edits!  Is it too late to add me to the test?

     

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  • Mike

    Hi Barbara! Let me see if I can sneak you on that list ;)

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  • Barbara

    Hi Mike,

    I have an additional query about Locked Edits, which is if it also locks (or will in the future) the XBRL filed with the document.  I have locked the edits on our recent annual filing, but do not think it has locked the XBLR, which is dangerous and I would like the whole document "frozen in time".

     

    Thanks!

    Barbara

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  • Mike

    Hi Barbara!

    Thanks for you feedback here. I just conferred with our Lock Edits folks on this, and they mentioned the following:

    The first pass of Lock Edits will NOT lock the XBRL (or the links). As things sit right now, locking the XBRL Profile is on the roadmap to be completed this year, but we don't have a specific timeline as of yet there. I've definitely passed this along to our team and will keep you updated for sure.
     
    Let me know what questions you have and have a great rest of your day!
     
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  • Stephanie Prange

    Hello Mike,

    This is a great news to have lock edit.

    I was wondering if we have the ability to Lock a document for all users/groups except 1 (user or 1 group of users).

    This would be very useful for us when we are in the mindle of the process and we want to lock the document during a short period of time, while the external edition agency works on the document design/lay-out adjustments. Currently we have to put all groups in viewer except the agency group during this period, and than revert back to prior permissions to pursue our updates after lay-out adjustements but this is time consuming to change the permissions each time.

    Many thanks in advance,

    Stéphanie 

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  • Mike

    Hi Stéphanie!

    Thanks for the question. Currently the functionality to lock a file for certain users/groups but not others is not an available feature, though I do find an existing request for this internally. I've gone ahead and connected your request there and will certainly keep you updated going forward. Let me know what questions you have for me in the meantime. Thanks again and chat soon!

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  • Jamie

    I also think the lock edits for a user group would be helpful. As we near the filing deadline, I'd like to lock out everyone except myself as I finalize formatting and pagination, etc. so I don't need to monitor for others changes. I haven't had an issue so far, but it would provide peace of mind.

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  • Dallas Thornton

    I was also thinking it could be helpful to be able to Freeze section by section. As we go through the 10-K document, for example, it would be nice to freeze the sections we consider final, while still leaving other sections open to edit, update, and tie-out. Like said above, removing permissions require adding back permissions, and also there has to be at least one owner for permissions, and that owner could potentially accidentally make a change. 

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