A hand-over takes a reserved copy to the person it is meant for and records how that person confirms receipt. It needs the Organisation Admin, Access Manager or Credential Manager role, and it starts on the person's page in the Reserved Access Credentials section, or under People on the Handovers tab with Hand over.
Also called: handover, issuing, key issue. portierX calls the process a hand-over, and its record is a hand-over document with a Document ID. One physical key is a copy.
This page covers handing over a copy that is already reserved. The hand-over made straight from an assignment, with the table of confirmation methods, is in Give a person access. A hand-over that waits for the person's confirmation is finished as in Finish a hand-over that is still pending.
A copy is reserved for the person. portierX reserves a copy when access starts on a later day, when a people group is given access, or when a key waits for an approval.
For the PIN method, the person's record holds an email address.
On the person's page the section Reserved Access Credentials sits above Assigned Access Credentials. It appears only when something is reserved for the person. Each row is a hand-over document with Document ID, Credential, Created Date, Handed over and Status. The Handed over column reads In person or By post once the copy has been handed over or posted.
Status | Meaning | Row menu |
|---|---|---|
Awaiting handover | The copy is ready, and the person has not received it. | Hand over, Generate PDF, Cancel Assignment |
Awaiting confirmation | The copy has been handed over or posted, and the person's confirmation is missing. | Confirm with PIN/PDF, Confirm Offline, Generate PDF, Cancel Assignment, plus View dispatch for a posted copy |
Awaiting approval | An access request holds the copy. The line under it names whose approval it waits for. | Cancel Assignment, View Request |
While a copy waits for an approval, Hand over and Generate PDF sit greyed in the menu, with the line naming who they wait for. After the yes the row reads Awaiting handover again and also carries View Request. How to finish a row that reads Awaiting confirmation is in Finish a hand-over that is still pending.
The person is at the desk and you hand the copy across.
In the row's menu, choose Hand over. Under People, on the Handovers tab, Hand over on the person's row opens their page with the same dialog. The Confirm credential handover dialog opens.
Leave In person chosen under Handed over.
Choose how the person confirms receipt: Digital Signature, PIN Method or Paper Confirmation.
Choose Confirm. What follows depends on the method.
The person reads the sentence their signature confirms: "I received the credentials in this handover, am responsible for their safekeeping, and will return them on request." They then sign in the Signature box with a finger, a mouse or a trackpad. Clear empties the box. A short stroke does not count as a signature, and Confirm stays greyed until a full signature is drawn. Confirm stores the signed receipt as a PDF and finishes the hand-over. If the connection drops, the signature stays in the box and the person does not sign twice.
After Confirm, the dialog shows the address from the person's record under Via Email. Send PIN emails the person a six-digit PIN. Back returns to the choice of method without sending anything. Ask the person for the PIN, enter it under Enter 6-digit PIN and choose Verify Now. The right PIN finishes the hand-over.
Sending the PIN records the key as handed over in person. If the PIN is entered later, the hand-over reads Awaiting confirmation until then.
After Confirm, portierX produces the hand-over form as a PDF to print, and the person signs it. The key is recorded as handed over in person. The hand-over reads Awaiting confirmation until you upload the signed form or confirm the hand-over offline.
The key goes to the person by post, and portierX records the dispatch.
Choose Hand over as for a hand-over in person.
Under Handed over, choose By post. The confirmation methods disappear, because the person confirms only once the key has arrived.
Enter the Tracking number. Without it Mark as sent stays greyed.
Check Date sent. It starts on today, and a day in the future cannot be chosen.
If you have one, add a PDF or a photo of the receipt under Proof of dispatch (optional).
Print the handover form to send with the key is ticked and opens the form to put in with the key. Untick it when no form goes along.
Choose Mark as sent.
The row then reads Awaiting confirmation and carries View dispatch in its menu. That opens the same dialog with the tracking number, the date sent and the proof under View. Below them sit the two ways to finish, Confirm with PIN/PDF and Confirm Offline.
Every confirmed hand-over has a receipt. It gives the Document ID, when the hand-over took place, the method, who received and who assigned, and under What changed hands every key and card with its own return date.
After a signature taken while assigning, the Handover receipt opens straight away, with the signature and Download PDF. Later, View receipt in the hand-over proof opens the receipt of any confirmed hand-over. The signed PDF sits there under Signed Document.
When a reserved copy is no longer needed, choose Cancel Assignment in the row's menu and confirm with Cancel Assignment. The copy is free again, the row leaves the list, and the cancellation is written to the Audit Log. This works while the copy waits for an approval too. When an access request is left with no reserved copy, the request ends.
A confirmed hand-over reads Confirmed, the copy is issued, and the person leaves the Handovers tab once nothing else is owed to them.
The person receives the email "Your handover has been confirmed" with the list of keys and their return dates. Without an email address no email goes out, and the hand-over is finished all the same.
The Audit Log records the confirmation with its method.
ASSA ABLOY eCLIQ books the key to the person, and Interflex links the badge to the person. Both happen once the copy is assigned to the person or reserved for them, and only when the connection's automatic push is on. A copy that waited for an approval goes to eCLIQ or Interflex only with its confirmed hand-over. The push appears in the connection's sync log.
A hand-over waits while an approval is open. When a key needs approval is set out in When access needs approval.
Before the day access starts, portierX hands over no copy and names the start date.
A copy that an access request holds is handed over or cancelled only by whoever raised the request, or by an Organisation Admin. Everyone else does not see those menu entries, nor Hand over on the Handovers tab.
Notify Only exists only while assigning. A reserved copy is confirmed with a signature, a PIN or a paper form.
Mark as sent finishes no hand-over. It stays open until the person confirms receipt.
