You start an access review when the people who answer for a place should confirm who may open its spaces, or who holds special rights in portierX. An Organisation Admin or an Access Manager starts and closes reviews, under Reviews with Start Review. How a review runs is on Access reviews: what they are and how they run.
Before you start
For a review of spaces: each space has a reviewer or a responsible person with a login (Name approvers, owners and reviewers). Someone without a login cannot answer.
For a review of privileged users: the reviewers have a login linked to their person record.
Start a review
Open Reviews and choose Start Review.
Under What to review, choose the kind: Who can open spaces or Privileged users.
Enter a Name, "Server rooms Werk Nord, second half" for example. 200 characters at most.
For Who can open spaces: pick the spaces under Spaces. Search spaces finds a space, Restricted only shows only spaces whose protection need is Very high, and a tick on a building picks every space it shows.
For Privileged users: pick one or more people under Reviewers. The review covers every login with the Organisation Admin, Access Manager, Credential Manager or Security Monitor role, and the members of every people group marked as a privileged account list.
Pick the Due date, today or later.
Check the preview. Who answers names, for each place, the people who answer, and any rows nobody can answer, with the reason. What it stores gives the count of rows.
Choose Start Review, and in the dialog Start this review? confirm with Start Review again.
Close a review
A review closes on its own when the last person who can answer submits. To close it before that:
Under Reviews, on the Open tab, choose Close review from the row's menu. On the review's own page, Close Review sits in the header.
The dialog Close this review? gives the count of rows with no submitted answer.
Confirm with Close Review.
What happens next
At the start, portierX stores the rows as they stand, and everyone who can answer receives an email with a link to the review (Answer an access review).
Before the due date and on the day after it, portierX reminds everyone who still owes answers. An Organisation Admin sets how many days before (Set when reminder emails go out and who gets them).
Under Reviews, each row shows how many answers are submitted, and under Follow-up what is open: keys to return, rows to clarify, removals not carried out.
Once closed, the review sits on the Closed tab. Rows with no submitted answer count as missing; answers saved and not submitted stay stored and act on nothing.
Rules
An Organisation Admin or an Access Manager starts and closes reviews.
The rows cannot be changed after the start. For a different scope, start another review.
A review needs at least one row. When nobody opens the chosen spaces, there is nothing to review.
The due date is never in the past.
A closed review takes no more answers and cannot be reopened.