Lock orders from changes and status progression

In Turvo, you can configure custom rules to lock orders from being modified or progressed to a new status or phase. 

• If you need to prevent users from changing orders, you can set lockout rules by using a combination of order type, role, phase, and status.
• If you need to prevent orders from progressing users to a subsequent phase or status by users with certain roles or if exceptions exist on the order. 

These features are available for all tenants. You must be at least an Admin-level user to set these rules. The rules can restrict all levels of users except for Super Admins and custom roles with Admin-level privileges.

The below article describes configuring and activating the lockout and progression restriction rules.

Important note: We recommend updating rules during low-use hours, or when minimal users are using the system. Rules can be updated at any time, but low-traffic hours help ensure a low risk of rule implementation clash.

Configuring rules

Both order lockout and order progression restriction rules must be configured in the Admin console > Settings page and then activated in the Admin console > Rules page.

Access the Admin console > Settings page

To configure an order lockout rule:

1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard.
2. Select Admin console from the drop-down menu.

3. Select the Settings tile.

4. In the Orders section, you will find both the Order Lockout and Order progression restriction segments, where these rules are configured.

Configure an order lockout rule

To configure an order lockout rule, from the Admin console > Settings page:

1. In the Orders section, click the Order Lockout header to expand the segment.
2. Click the + Create rule button to open a new configuration.

3. Four drop-down menus appear, where you enter the parameters for your lockout rules.

4. Set your lockout configuration by filling in the applicable fields:
   1. Role: Select the role that you want to restrict. Standard Turvo roles are listed first; custom roles are located at the bottom of the list.
      1. Note: You can lock any role except for Super Admins and custom users with Admin-level privileges.
   2. Order type: Select from Warehouse order, Transportation order, or Customer order.
   3. Phase: Choose the phase when you want the order to be locked. The selected users are not able to modify the order at that phase or any phase that comes after.
      1. Note: The Canceled phase is not part of the direct workflow of an order but, rather, considered to be a terminating phase where once canceled, an order does not revert back to any of the previous phases.
   4. Status (optional): If needed, select the status from the drop-down menu. The options you see depend on the phase selected. If no status is selected, the user is prevented from making any changes once the order hits the selected phase.

For example, if you want to restrict an operator from making any changes to a transportation order, you would set the rule to look like this:

Because the Status field is blank, the operator is restricted from making changes once the order is in the Open phase. Because Open is the first phase, the operator cannot make changes to the order.

If you want the operator to be able to modify transportation orders in the Open phase, but not once they are Confirmed, you would set the rule to look like this:

In other words, the exact phase/status that you set is the first level where the user you’ve identified cannot make any changes.

5. Click SAVE once you have finished setting the configuration.

If you need to create another rule, click the + Create rule button. You can add as many rules as you need.

Delete a rule

To delete a rule, hover your cursor over the rule and click the small blue X that appears on the right side.

Don’t forget to click SAVE when you are finished making changes.

Configure an order progression restriction rule

To configure an order progression restriction rule, from the Admin console > Settings page:

1. In the Orders section, click the Order progression restriction header to expand the segment.
2. Click the + Create rule button to open a new configuration.

3. Use the fields provided to configure the rule.
   1. Role: Select the role(s) that you want to restrict from progressing the order status. Standard Turvo roles are listed first; custom roles are located at the bottom of the list.
      1. Note: You can lock any role except for Super Admins and custom users with Admin-level privileges.
      2. If the user has a role other than the selected role(s), they will not be prevented from progressing the order.
   2. Order type: Select from Warehouse order, Transportation order, or Customer order. 
      1. The rule will apply to orders of that type only.
   3. Phase: Choose the phase when you want the order to be restricted from progressing. 
      1. The selected user roles are not able to modify the order to a status in another phase.
   4. Status (optional): If needed, select the status from the drop-down menu. The options you see depend on the phase selected. 
      1. If no status is selected, the user is prevented from updating the status once the order hits the selected phase.
   5. Only if unresolved exceptions exist: If this box is checked, the order will be restricted from progression only if there are unresolved exceptions attached to the order. 
      1. The following two fields appear if the box is checked. If filled out, the unresolved exceptions must match the criteria in the fields. If left blank, the order is prevented from progression if any unresolved exception exists:
         1. Exception Types: Use the drop-down to select applicable exception types. 
         2. Exception Reasons: Use the drop-down to select applicable reasons for the selected exception types. Only reasons for the selected exception types are shown.

Note: By default, the Only if unresolved exceptions exist checkbox is not checked and the fields below are not shown until the box is checked.

4. Once you’ve finished configuring your rule, click SAVE.

If you need to create another rule, click the + Create rule button. You can add as many rules as you need.

Activate order lockout and order progression restriction rules

After you set your order lockout and order progression restriction rules, you need to switch the features on. Follow the steps below to activate one or both of the rule types:

1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard.
2. Select Admin console from the drop-down menu.

3. Click the Rules card.

4. On the Rules page, click the Order header in the column to the left.
5. Click the Configurations section to expand the section.
   1. Click the Order lockout or the Order progression restriction header to expand each respective segment. Only one segment can be expanded at a time.
   2. Click the Order lockout header to expand the segment.
6. To enable either rule, click the available toggle to the blue ON position.
   1. Important note: You must have at least one configuration rule entered to be able to switch either toggle on. If all of the configurations are deleted, the toggles automatically switch to the OFF position.

7. Click SAVE in each segment after toggling on the rules to save your changes.

Note: After each configuration is saved, you’ll see the Update rules? pop up. It’s important to note any rules enabled or disabled will affect your entire tenant. You can choose to force all users in your tenant to refresh in order to apply the changes using the provided checkbox. We recommend forcing all users to refresh their browser to apply the changes to keep rule implementation consistent across users. To continue with the setup, click YES.