Lockdown Rights and Passwords
To prevent other users from changing the state of your client file, you can create a password that must be entered to allow access to the lockdown parameters. Depending on the protection and rights of a file, passwords may or may not be required. Lockdown passwords can be generated by turning on protection, or copied into the new file when creating new files based on a template in which a lockdown password was specified.
Protection on
If protection is turned on, note the following about passwords when locking down a client file.
- You can enter an override password at the time you initiate a lockdown. If needed, this password can be changed at a later date.
- Make a note of the password chosen. Although passwords can be changed, they cannot be cleared and you will require the current password to set a new one. Contact your administrator if you forget your password.
- If an override password was entered at the template level, you do not need to enter an override password at the time you initiate a lockdown. If you subsequently perform a year end close, the lockdown password carries forward to the next year’s file. You will not be prompted for a lockdown password in the new year’s file.
- After lockdown, only those authorized with a password can unlock the file and make changes.
Protection off
If protection is turned off, the password fields are not available.
Summary
| If... | Then... |
|---|---|
|
Protection is off |
No password needs to be entered when locking down; the password fields do not appear. |
|
The password was entered at the template level |
No password needs to be entered when locking down; the password fields do not appear. If you subsequently perform a year end close, the lockdown password carries forward to the next year’s file. You will not be prompted for a lockdown password in the new year’s file. The password and the reason for unlocking the file need to be entered when you want to unlock the file. |
|
Protection is on and the password is entered now when locking down a client file |
The password and the reason for unlocking the file need to be entered when you want to unlock the file. |
|
Protection is on and no password is entered now when locking down a client file |
Only the reason for unlocking the file is needed when you want to unlock the file. |
