Locked titles and rights
What you can do with a title depends on three things: the rights you hold on its catalogue, whether the title is locked, and whether your user is read-only. ONIXEDIT Cloud never lets you start an action you cannot finish: buttons and menu entries you are not entitled to are hidden or disabled, and a locked title opens with only the fields your locked-title profile allows.
Where to find it
- Lock selected products and Unlock selected products are in the Actions dropdown of the title list, for users who hold the Lock/Unlock right on the catalogue. They act on the selected titles only.
- A locked title shows a padlock in the ONIX column of the list and its row is tinted orange; its Delete button is disabled.
- In the entry form, a locked title shows a padlock and the name of your locked-title profile next to the form view selector.
- Rights are granted per catalogue by your administrator, outside ONIXEDIT Cloud. The only rights setting inside the Cloud is the Read only user box of Manage Users, available to the account owner.
- Rights are read at sign-in and when you change catalogue: if an entry you expect is missing, sign out and back in first.
Screen overview
How to lock or unlock titles
- In the title list, tick the titles to lock (or unlock). Without a selection the action answers No selection — There is no current selection.
- Open Actions and choose Lock selected products or Unlock selected products.
- Confirm Do you really want to lock selected title(s)? (or the unlock equivalent); the dialog shows the number of titles. The list refreshes and the selection is cleared.
Locking is meant for titles that are final — already announced or transmitted — so that nobody changes them by accident.
What a locked title looks like in the entry form
- The badge next to the view selector shows a padlock and the name of your locked-title profile. A profile lists the ONIX elements that stay editable on a locked title (for example prices and availability); every other field is disabled. The Add and Remove buttons of tables and carousels follow the same rule.
- With no profile assigned to you, the badge reads All locked: every field is disabled and both entries of Save options are unavailable.
- With a profile, you can save. The server keeps the fields of the profile and merges them into the stored title; everything else stays as it was. The form then reloads the stored version so you see exactly what was kept.
Profiles are assigned per user and per catalogue by your administrator.
Catalogue user rights
| Right | What it allows in ONIXEDIT Cloud |
|---|---|
| Read | See the titles and open them with View and Info. Without Modify, the form is read-only. |
| Add | Add new title, Duplicate, and — together with Modify — the imports and Download the Excel template. |
| Modify | Open titles with Edit, change and save fields, Import Media Files. |
| Delete | Delete on a row and Delete selected products. A locked title cannot be deleted. |
| Lock/Unlock | Lock selected products and Unlock selected products. |
| Edit default values | Edit default values — see Edit default values. |
| Save invalid title | Store a title that still has validation errors — see Title validation. |
| Edit authority list | Change contributor fields on a catalogue that uses the Authority module; without it those fields are read-only. |
Rights missing or not yet loaded count as read-only: no action is offered until the catalogue's rights are known.
Some fields are read-only whatever your rights: the record reference of a catalogue that numbers it automatically, values your administrator has protected, and custom fields whose category you may see but not edit. Custom field categories you may not see are simply absent from the form and from the list columns.
Read-only users
In Manage Users, the account owner can tick Read only user when adding or editing a sub-user; the Read only column of the user table shows the choice. A read-only user holds Read on the owner's catalogues but not Add, Modify or Delete: the list offers View and Info only, and the exports, reports and searches remain available. See Manage Users.
Working with other users
- Each person needs their own user: the same credentials used in two places end the first session with Too many users. Add sub-users in Manage Users instead of sharing a password.
- Several users can work in the same catalogue at once. Each title is saved under a modification check: if someone else saved the title after you opened it, your save is refused and the WARNING! dialog explains This title was modified since you opened it, probably from another session. Your version can no longer be saved as is.
- Choose Reload the latest version to load the stored title — Reloading discards the changes you have not managed to save. — then apply your changes again. Cancel keeps your version on screen so you can note your changes, but it cannot be saved.
- To avoid the conflict on titles several people touch, agree on who edits what, or lock the titles that are final.
Tips
A locked title with a profile is still worth saving
If you only need to update prices or availability on announced titles, ask your administrator for a locked-title profile that leaves those elements editable: the titles stay protected and you keep a working save.
Rights refresh at sign-in
A right granted or removed while you are signed in is applied the next time you sign in or change catalogue. If a button you expect is missing, sign out and back in before contacting your administrator.
Frequently asked questions
Why are all the fields of a title greyed out?
Either the title is locked and your locked-title profile leaves nothing editable (the badge next to the view selector reads All locked), or you only hold the Read right on the catalogue. In both cases the title opens with View instead of Edit.
Can I delete a locked title?
No. The Delete button of a locked title is disabled. Unlock it first with Unlock selected products, if you hold the Lock/Unlock right.
Who grants the rights on a catalogue?
Your account administrator, outside ONIXEDIT Cloud. In the Cloud the owner can only choose whether a sub-user is a Read only user in Manage Users.
Two of us edited the same title. Who wins?
The first save wins. The second user gets a warning that the title was modified since it was opened and can only reload the latest version, which discards their unsaved changes.