Locking & archiving

DASH protects the definitions your certificates depend on. Once a certificate has used a definition, that definition is locked and can no longer be edited — this keeps your audit trail intact. When you genuinely need to change a locked definition, you create a new version. When a definition is simply no longer in use, you archive it.

Before you start

• You need the Definitions update permission to create a new version or archive a definition. See Roles & permissions.
• A lock icon next to a definition’s name in the list means it is referenced by certificates.

When a definition locks

A definition becomes locked as soon as at least one certificate references it. While it is locked, DASH refuses all modifications — editing the definition, adding a property, updating or deleting a property, changing the hierarchy, and importing. The refusal message is:

Cannot modify definition with existing submissions.

The edit controls on a locked definition are disabled so you can see at a glance that it is read-only.

Change a locked definition with a new version

To make a change to a locked definition, don’t try to edit it in place — create a new version instead. The new version starts as a fresh, editable copy that shares the definition name; its version number increments automatically.

1. Open the locked definition.
2. Select New version.
3. Edit the new version freely — add, remove or re-parent properties as needed.
4. Point new maps and certificates at the new version. Existing certificates keep the version they were built against.

Creating a new version of a locked definition

Archive a definition you no longer use

Archiving is a reversible soft-hide: it removes the definition from the default list views without deleting it. Archiving is the recommended action for a definition that is no longer in use but is locked (and therefore cannot be deleted).

1. In the Definitions list, open the row’s … menu and select Archive — or open the definition and select Archive on the record.
2. To bring it back, show archived definitions (below) and select Unarchive.

Archived definitions are hidden until you ask for them

The list hides archived definitions by default. To see them, open Filter and select Show archived — you must turn this on explicitly, otherwise archived items stay out of view.

Delete vs archive

Deletion is permanent and is only allowed for a definition with no certificates and no maps. A locked definition cannot be deleted — an attempt is refused with “Cannot delete definition with existing submissions.” Archive it instead.

Related

• Definitions overview
• Add & manage properties
• View change history
• Locked definitions (troubleshooting)
• Definition Maps overview