Running a report is the job of the Reports page. It needs the Organisation Admin, Access Manager or Security Monitor role, and it starts from Reports in the sidebar. Two reports are there: Credentials with Reported Incidents, and Handover Receipts for the Organisation Admin and the Access Manager.
In everyday words, a credential is the key, card or transponder a person holds. A handover receipt is the document written when keys change hands.
The page opens on Credentials with Reported Incidents. Click a card to open its report. Which report is open sits in the page's address, so a link brings a colleague to the same report.
Every incident reported against a key is a row, whatever its state. The heading counts the rows that match. The columns are Credential, Type, Date of Incident, Description, Reference, Filed by, Filed, Status, Resolved By, Resolved, Resolution Reason, Previous assignee, Space and Document. Resolved By, Resolved and Resolution Reason stay empty while an incident is open and fill when it is closed, so the report also answers how an incident ended.
Three controls narrow the list. The search box Search incidents finds the description, the reference, the key's ID and the name of the person who held the key. Filter by date of incident opens a calendar for a range of days; Clear filters inside it removes the range. All statuses switches to Open, Resolved or Archived.
When nothing matches, Clear Filters brings the whole list back.
Every hand-over of keys writes a receipt. This report finds them across all people. The columns are Document ID, Person, Credential, Issued by, Created Date, Status and Confirmation method.
Status reads Awaiting approval while the access request behind the receipt waits for a yes, Awaiting hand-over when the assignment is made and the hand-over has not been confirmed, Confirmed or Cancelled. Confirmation method reads PIN method (the recipient confirmed with a code sent by email), Paper confirmation (a signed paper form was uploaded), Digital signature (signed on screen) or Manual confirmation (confirmed by a member of staff). A receipt awaiting hand-over shows the method chosen at assignment.
Narrow the list with the search box Search receipts (by person or document number), Filter by created date, All statuses and All methods.
Each row has a menu. View receipt opens a confirmed receipt: who handed over, who received, what changed hands and how it was confirmed. A download of the signed PDF appears only for a receipt confirmed by signature or on a paper form. Open assignment opens the person's record; the entry is absent when the person has been deleted.
Open Reports and click the report's card.
Set the search and the filters.
Click Export CSV.
A file downloads with every row the search and filters match, across all pages, with commas as separators and the headings in your language.
The incident file is named incident-report-YYYY-MM-DD.csv and has 15 columns: Incident ID, Credential ID, Credential Name, Type, Status, Filed At, Filed By, Previous Assignee, Space, Reference Number, Document, Resolved At, Resolved By, Resolution Reason and Description. Incident ID names one row for good; quote it when you cite an incident. Type and Status are written as codes (lost, damaged, stolen; open, resolved, archived), the same in every language.
The receipts file is named handover-receipts-YYYY-MM-DD.csv. It opens with six lines of facts, Generated at, List, Filter, Source of record, Rows and Exported by, then the seven columns of the table, with Status and Confirmation method as codes. portierX writes the export to the audit log before it returns the rows. A list of more than 50,000 receipts is refused with a message, and so is an export that could not be recorded.
The Reports page needs the right to view incidents: Organisation Admin, Access Manager, Security Monitor. The Handover Receipts report and its export need the Organisation Admin or Access Manager role.
The incident report shows incidents reported against keys. Who went through a door and when is not in it.
The date filter of the incident report uses the day the incident was filed (Filed), not the Date of Incident. A key lost in January and reported in March counts in March.
Export CSV needs at least one row in the list.
A report is produced when you open it. portierX does not send reports by email.
