An order request arises when someone is entitled to a space and no key in the cabinet reaches it. An Organisation Admin, Access Manager or Credential Manager works through them under Access Credentials on the Order requests tab. The count on the tab gives the open requests.
Also called: key order, reorder, key cutting request.
Where order requests come from
You raise an order request when members of a people group are waiting for a key:
on the Assignment result, after giving a group access, when members are waiting for a key,
on the group's page, Handovers tab, for everyone reading Out of stock.
The button gives the count, "Order keys for 3 people" for example. One key is ordered per person. People for whom no key can be chosen are left out and counted. The flow is on Give a people group access.
The list
Each row names the person, the key with its code and name, where the entitlement comes from (a people group and a space group, for example), how long ago it was requested, and its status.
Status | Meaning | What you can do |
|---|---|---|
Needs action | The request is open. | Ignore or Proceed |
Ordered 路 waiting for keys | The copy is ordered from the locksmith. | Apply when the copy arrives |
Applied | The copy is cut and on the list of access credentials. | nothing further |
Ignored | The request is closed. The person stays entitled. | nothing further |
Work a request
Open Access Credentials and the Order requests tab.
Order the copy from the locksmith and choose Proceed on the row. The status moves to Ordered 路 waiting for keys.
When the copy arrives, choose Apply. portierX adds the copy under its key.
When the person no longer needs the key, choose Ignore instead of Proceed.
What happens next
Apply adds the copy under its key, numbered after the existing copies and carrying the key's doors. Nobody holds it; it is free.
The person who was waiting is then served like anyone else: in a group they read Ready to serve on the Handovers tab, and the copy is handed over at the desk.
Ignore only closes the request. The person stays entitled but unserved; a later assignment may raise the request again.
Every step is written to the Audit Log.
Rules
An order request never changes who may go where. The entitlement exists before the request does.
Ignore is offered only while the request is open. An ordered copy is applied when it arrives.
Applied and Ignored are final.
One order covers 200 people at most.
Organisation Admins, Access Managers and Credential Managers see the list and its buttons.