Published Date: June 26, 2025
Audience: Everyone
Products and Versions Covered:
- All Jama Connect Instances
Summary
When an item is locked due to workflow rules in Jama Connect, most edits are restricted to protect data integrity.
This article outlines which changes are permitted on system-locked items, the conditions under which those changes are allowed, and important exceptions, including moving parent folders that contain system-locked child items.
Resolution
| Change Description | Allowed on a system-locked item? | Notes |
|---|---|---|
| Edit item fields | ❌ No | Fields that would increase the version number cannot be edited. |
| Transition Workflow Status | ✅ Yes | Requires Creator license and workflow transition permissions. |
| Add & Remove Tags | ✅ Yes | Must be enabled by admin - see user guide |
| Manage Categories | ✅ Yes | Must be enabled by admin - see user guide |
| Modify Relationships | ✅ Yes | Must be enabled by admin - see user guide |
| Move items | ❌ No (individually) | System-locked items cannot be moved individually. However, moving a parent folder containing system-locked child items is permitted. The child items retain their relationship to the same parent folder, and their system locks remain unaffected. |
| Make a previous version current | ❌ No | Not allowed on system-locked items. |
| Add Comments in the Comments Widget | ✅ Yes | Comments can still be added. |
| Delete item | ❌ No | Locked items cannot be deleted. |
| Synchronize item | ❌ No | Cannot synchronize changes to locked items |
| Clear suspect links | ✅ Yes | Clearing suspect links is allowed. |
| Send for Review | ✅ Yes | Locked items can be sent for review. |
Moving Parent Folders Containing System-Locked Items
Although system-locked items cannot be moved individually, a parent folder containing system-locked child items can be moved.
When the parent folder is moved:
- The system-locked child items move with their parent folder.
- The child items retain their relationship to the same parent folder.
- The system locks on the child items remain in effect.
Important: Moving a parent folder does not unlock its child items or permit those items to be moved individually.
Additional Resources
- How to Unlock Items
- User Guide: Who can unlock system-locked items?
- Request a Solution Offering or Training from the Success Catalog
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