When a key needs your yes, portierX emails you and puts the request on your dashboard. You are asked when the request concerns a space or a master key you decide for; the full rule is on When access needs approval. Deciding needs no particular role. It starts from the link in the email or from Dashboard in the sidebar.
Also called: authorise, sign off, consent. The screen says approve.
Your portierX login is linked to your person record and active. Without that link the request reads "Your login is not linked to a person, so you cannot decide.", and portierX does not ask you.
The email "A key request needs your approval" names the key, who it is for, who asked, why it is needed, from when and until when. Its button opens the request in portierX, over your dashboard. When the request stays unanswered, a reminder comes with the same link.
On the Dashboard, the card with the requests sits beside the figures. The To decide tab lists what waits for your answer. You raised shows for the Organisation Admin, Access Manager and Credential Manager, the roles that raise requests. Decided shows what you answered in the last 60 days. With only one side, the card carries the heading Waiting for your decision in place of the tabs. Both lists are described on Follow or cancel a request you raised.
Each row under To decide names the person, the key with its copy, Master key for a marked master key, how long the request has waited, and when the person needs the key. When that day falls within the next two days or has passed, the note is highlighted. With two requests or more, you sort them with Most recent or Most urgent; the choice also applies on the Requests page.
A row opens the request in a side drawer. From there you step to the previous and next request in the list. View all requests opens the Requests page.
The Requests page holds every request behind the card, with the same tabs. Back to Dashboard returns. On the To decide tab, a line above the list says how many requests wait and how many of them have no return date.
Search person or key searches the person, the key, the organisation and the name of whoever asked.
Sort requests picks Most recent or Most urgent. Urgent means whoever needs the key soonest comes first; on the same day, whatever has waited longest.
Show filters to No return date.
The columns are For, Key, Why, Backed by, Needs the key and Raised. Backed by shows the basis. Needs the key gives the day, and under it the end of the access, "Until" with the date, or No return date. Search, filter and sort sit in the page's address, so a shared link opens the same view.
A row on the Requests page opens the request in a panel beside the list. The list stays usable and then shows only For, Key, Needs the key and Raised. The panel steps to the previous and next row and stops at either end. Esc closes it. Its width can be dragged at its edge, and portierX remembers it.
At the bottom, the panel counts how many you decided in this visit, "3 of 24 decided" for example. The switch Go to the next request after deciding is on. After your answer the request stays in view for a moment, then the next one still waiting opens. Decided requests stay in the list, with your answer, until you leave the page.
The top line reads "For your decision" with the name of whoever raised it and when. Under it stand the person with their person type, organisation and email address; for a people group, the group and its size.
What they would open: the key and its copy; for a marked master key, Master key and a line saying that the owner of the master key system decides. Under it, each Very high space with its building and location, and "Level set on" when the level comes from higher up. Then the count of the other spaces the key opens; point at it and the list appears.
Why: the Requester and the Sponsor when named, then the business need, the basis and the qualification.
When: Start date and Return date, or No return date.
Other Approvers: every other part of the request, whom it asks and where it stands, Waiting, Approved or Declined. The section is missing when you are the only one asked.
At the bottom, one sentence says what you are asked for, beside Decline and Approve.
Choose Approve. One click, with no dialog. Your yes covers every part of the request that asks you.
Choose Decline. Decline this request? opens, with a note that the reserved copy goes back in stock and the person who raised the request reads your reason.
Under Reason, write why you decline. The reason is required, up to 1000 characters.
Choose Decline Request.
After your yes, the request waits until every other part has its yes. When yours is the last, the request is approved. The hand-over opens from the start date, and portierX emails the user who raised the request, the person the key is for and the Requester.
After your no, the whole request is declined, the reserved copy is back in stock, and the user who raised the request and the Requester receive your reason by email.
Your answer is written to the Audit Log with your name.
The request leaves To decide and stays under Decided for 60 days.
Which email goes to whom is on When access needs approval.
An answer is final. For a different decision, the user who raised the request raises another one.
You answer only the parts that ask you. Every other part waits for its own Approver.
One no declines the whole request.
When a people group is the Approver, the member who answers first decides for the group.
You never decide a request you raised or one that is for you.
When the request was decided or cancelled in the meantime, portierX shows "This request no longer waits for a decision. It was decided or cancelled meanwhile." and takes no answer.
