A request you raise waits first for its Approvers, then for its hand-over. You follow it from Dashboard in the sidebar, on the You raised tab of the decisions card or of the Requests page, and cancel it there while its copy is reserved. The Organisation Admin, Access Manager and Credential Manager raise requests, and so have this list. When a request is raised and who decides it is on When access needs approval.
Also called: withdraw, revoke, track. The screen says cancel.
On the Dashboard, the You raised tab sits in the card beside the figures. Its count shows the requests ready to hand over, "2 ready" for example, otherwise all open ones. With only this side, the card is headed Requests you raised. Each row names the person or people group, where the request stands, and under it who decided and when, the reason for a no, or the key and when it was raised. Once the request is approved, the row carries Hand over.
View all requests opens the Requests page on the same tab. Above the list it says how many requests are open, ready to hand over and declined. Search person or key searches the person, the key code and the key name. The columns are For, Key, Where it stands, Details, Raised and Last change. A row opens the request in the panel beside the list.
The list holds every request you raised that is waiting, that is approved and not handed over, or that was declined in the last 14 days. Handed-over and cancelled requests leave it.
Where it stands | Meaning |
|---|---|
"Waiting on" with names | The Approvers it waits on, the first by name and the others counted. |
Waiting for an Approver | A part of the request has nobody named who can decide it. |
Awaiting handover | Every yes is in. The key can be handed over from the start date. |
Declined | Someone said no. The reason stands under it. |
A request opens from other places too. When you raise exactly one request, portierX then opens the person's page with that request. On the person's page, View Request on the reserved key leads to it, and the key's own page lists it under Requests for this key.
Open the request. At the top stand the person, the status, Awaiting approval, Awaiting handover, Handed over, Declined or Cancelled, and one sentence on where it stands.
Where it stands shows the steps. Raised names who raised the request and when. The approval step reads Approval, or "Approvals" with the count given when there are several parts. It names for each part what it is for and whom it has waited on since when, or who approved or declined it, when and with what reason. Then come Ready to hand over and Handed over, for a people group with each member and their hand-over. A declined request ends with Ended, a cancelled one with Cancelled.
When nobody can decide a part, the step says so and names the way out. An Organisation Admin names another Approver for the space or another owner of the locking system, and the request goes to them. Or you cancel the reservation and free the copy.
Once the request is approved, Go to handovers leads to the Handovers tab, for a people group to the group's own Handovers tab.
What was asked shows For, Key, Opens, Start date, Return date and Reminder, the day of the first return reminder under the organisation's reminder schedule. Why shows the business need; Show details adds the Requester, Sponsor, basis, qualification and evidence.
After the last yes, the row carries Hand over. It opens the hand-over on the person's page, for a people group the group's Handovers tab. How the hand-over runs is on Hand over a key or card and confirm receipt.
While a copy of the request is reserved, the open request carries Cancel request.
Choose Cancel request. Cancel this request? explains that the reserved copies go back in stock and nobody can decide the request any more.
Choose Cancel Request. Keep Request leaves it as it is.
For a people group where some members already hold their key, the action reads Cancel remaining handovers. You confirm Cancel the remaining handovers? with Cancel Handovers. The copies still reserved go back in stock, keys already handed over stay with their holders, and the request stays approved.
Whoever decides requests has the Decided tab beside To decide, on the card and on the Requests page, whatever their role. It lists every request you approved or declined in the last 60 days, the most recent answer first. The columns are For, Key, Your answer, Why, Raised and Decided; Search person or key narrows the list. A row opens the request to read. Your answers stay in the list even when someone else decides for the space later.
A cancelled request reads Cancelled. Its reserved copies are back in stock, and it leaves You raised and the Approvers' lists.
Cancelling sends no email.
The cancellation is written to the Audit Log with your name.
Only the user who raised a request, or an Organisation Admin, cancels it. portierX refuses a cancellation by anyone else.
A request can be cancelled only while a copy is reserved. A handed-over key is not cancelled but taken back, as Take a key or card back describes.
A cancelled request cannot be reopened. Assign the key again, and another request is raised.
Cancelling the hand-over on the person's page ends the request in the same way.
A declined request stays under You raised for 14 days, and your own decision under Decided for 60 days.
