Updates on Freeze and Thaw
Timeline updates for next gen freeze—introducing Lock Edits
Our Product Team has been pushing hard to provide the functionality to quickly lock down a file from editing. In Classic, this feature set was called Freeze and Thaw. They are in process of building a new feature called Lock Edits (more info below) and we now anticipate this to be available in late May 2021, with a beta testing option in mid-April.
What is Lock Edits?
Lock Edits is the next gen replacement for Classic Freeze and Thaw. Here’s a quick overview of how it works:
- It puts a Document, Presentation, or Spreadsheet into a view-only mode for all users, regardless of their permission level.
- While it differs from Classic Freeze and Thaw, it can be used to achieve the same result
- Unlike Freeze and Thaw, Lock Edits allows destination links to update if the source link is published outside the locked file.
- To achieve a frozen state in next gen with Lock Edits, you'd simply lock your main file and all of the linked files too. In Home, you'll be able to lock up to five files at a time.
Why Lock Edits?
First, it allows users to quickly achieve a “pencil’s down” state on any file at anytime, something that users have been wanting. This helps overcome concerns around risks of accidental edits in next gen’s real-time collaboration system.
Secondly, this is our first phase of the Lock Edits roll-out and we do intend to add functionality such as the ability to lock all files in a folder, lock all linked files, lock by section, and lock my edits. This would achieve the more heavyweight state available from Classic Freeze.
Next steps
If you’ve already requested next gen freeze (not sure? check My Requests) you will still be maintained as a follower for Lock Edits. If you’d like to be added to the list for Lock Edits, however, just add a comment on this post and we’ll get you connected.
And similarly, if you’d be interested in beta testing Lock Edits, add a comment below and we'll get you squared away.
Thank you for your continued patience and understanding as we work to improve your experience. Let us know what questions you have here, or email us at support@workiva.com.
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Officiële opmerking
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! 🔒
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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I'd like to beta test Lock Edits.
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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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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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I'd also like to beta test Lock Edits!
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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!0
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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I would like to beta test this feature.
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You're welcome Rebecca Demy. And yep, I got you on the beta list :) You as well @...
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I would like to beta test this as well!
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Its a deal Murphy Sauceman 👍
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following
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Just wanted to throw in this chat that this feature could help to have a global "Primary 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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I am eagerly awaiting Lock Edits! Is it too late to add me to the test?
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Hi Barbara! Let me see if I can sneak you on that list ;)
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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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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!0
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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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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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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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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