Zoho Books PDF Access Control

Customer: AI | Published: 10.12.2025

I already run a custom approval workflow inside Zoho Books, but users can still click “Generate PDF” on a purchase order that has not cleared approval. I need a clean solution that stops that completely. What has to happen • Whenever the PO is in pending_approval (or any other non-approved state I decide to add later), the system must block the Generate / Download / Share PDF actions. • Instead of the file, the user should see a pop-up with my own wording—ideally the message text sits in a variable or custom field so I can edit it without touching code. • The moment the PO status becomes Approved, the standard PDF options must work exactly as they do now, with no extra clicks. I’m fine with a Deluge custom function, a custom button override, or another Zoho Books automation—as long as it lives inside the normal Zoho ecosystem and survives platform updates. Tell me briefly how you plan to enforce the restriction, what access you’ll need, and how fast you can deliver a test build.