# Locking the Database for Sites or Studies

This page explains how to lock study sites and studies in eCOA Vault to end data collection and prevent further modifications. The locking feature in eCOA is intended for final database lock only. 

You can lock individual study sites once the following site activities are complete:
* All Investigator survey data endorsement signatures are collected.
* All data change requests are closed.

You can lock a study once all sites are locked. Users with the following combinations of Security Profiles and Study Roles can lock and unlock sites and studies:

<table>
  <tr>
   <td><strong>Security Profiles</strong>
   </td>
   <td>System Administrator (no study role needed), Clinical Administrator, Study Team User
   </td>
  </tr>
  <tr>
   <td><strong>Study Role</strong>
   </td>
   <td>Study Builder, Lead Data Manager
   </td>
  </tr>
</table>

## Locking Study Sites

### Locking a Single Site

Complete the following steps to lock an **Active** or **Unlocked** study site:

1. In eCOA Vault, open the Study Site record.
2. Select **Initiate Final Site Lock**. The Initiate Final Site Lock dialog box is displayed.
3. Follow the prompts to confirm your selection.

The Lifecycle State updates to **Locking**. Once the process is complete, the state will change to **Locked**, and you will receive a notification.

To enable changes to be made to a site’s data after it is locked, you can <a href="/en/gr/911831/">unlock the site</a>. You must unlock the study before you can unlock a site.

### Locking Multiple Sites

Complete the following steps to lock multiple **Active** or **Unlocked** sites in the same study country at once:

1. In eCOA Vault, open the Study Country record.
2. Select **Initiate Bulk Final Site Lock**. The Initiate Bulk Final Site Lock dialog box opens.
3. Follow the prompts to select the sites you want to lock, and select **Continue**.
4. Confirm your selection.

The Lifecycle State for all selected sites updates to **Locking**. Once the process is complete, the state will change to **Locked** for all sites, and you will receive a notification. 

To enable changes to be made to a site’s data after it is locked, you can <a href="/en/gr/911831/">unlock the site</a>. You must unlock the study before you can unlock a site.

### Disabled Actions on Locked Sites

When a site is locked, the following actions are disabled:

* Participants:
  * Work with surveys. All available surveys will be canceled and future surveys will not be made available.
    * Any survey submissions received by the server after the lock is initiated will be stored separately to be processed by Veeva at the sponsor or CRO’s request. This data will not be displayed in exports or audit trails unless the site is unlocked and the data is accepted.
* Site users:
    * Create, edit, or delete participants. Active participants at the site will be deactivated automatically.
    * Work with surveys. All available surveys will be canceled and future surveys will not be made available.
    * Modify data. Any survey submissions, data changes, or removals/restores received by the server after the lock is initiated will be stored separately to be processed by Veeva at the sponsor/CRO’s request. This data will not be displayed in exports or audit trails unless the site is unlocked and the data is accepted.
    * View or activate pending study versions.
    * Receive approvals from Veeva for data change requests.
* Sponsors/CRO users:
    * Edit the site in eCOA Vault.

<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: Data exports can still be generated and downloaded by sites and sponsor/CROs.</p>
    </div>
  </div>
</div>



## Locking a Study

To lock the study, all sites must have a Lifecycle State of **Locked** or **Not Active** (meaning the site never activated a study version). Complete the following steps to lock an **Active** or **Unlocked** study. 

1. In eCOA Vault, open the study record.
2. Select **Initiate Final Study Lock**.
3. Select **Complete** in the task banner.
4. Follow the prompts to confirm your selection. 

Upon confirmation, the Lifecycle State will temporarily update to **Locking**. Once the process is complete, the state will change to **Locked**.

To enable changes to be made to the study data after it is locked, you can <a href="/en/gr/911831/">unlock the study</a>. 

### Disabled Actions on Locked Studies

When a study is unlocked, the following actions are disabled for Sponsor/CRO users:

* Edit the study in eCOA Vault
* Create, edit, or delete study countries and study sites in the locked study
* Unlock sites
* Add users to the study or its sites
* Make changes in Studio


<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>:</p>
<ul>
<li>Export jobs remain active and can be manually inactivated or run as needed.</li>
<li>Data exports can still be generated and downloaded by sites and sponsors/CROs.</li>
</ul>
    </div>
  </div>
</div>



## Related Resources

* <a href="/en/gr/911820/">Generating and Sending End-of-Study Media</a>
* <a href="/en/gr/911831/">Unlocking a Study or a Site</a>