A depot is a key safe or cabinet that key copies belong in. Only the Organisation Admin adds, edits, deactivates and deletes depots, from Depots in the sidebar. The Access Manager and the Credential Manager also place copies in a depot, take them out and count them.
Also called: key safe, key cabinet, key press, key store. A copy is one physical key cut to a key.
A depot stands in a room, which is a space in portierX. Its building and location follow from that room. At Nordwerk Industries that could be the Schlüsselschrank Pforte at Werk Nord.
A depot holds key copies, not cards. Each copy belongs in one depot at most. When a copy is issued, it still belongs in its depot. The depot's Keys tab goes on listing it, with the person who holds it.
A copy gets into a depot in two ways. It is placed there, or a return puts it there. A copy that is taken out belongs to no depot. A copy in no depot can still be issued. Placing and taking out are described in Put copies into a depot and take them out, the return in Take a key or card back.
The Organisation Admin adds a depot under Depots.
Open Depots and click Add Depot.
Enter the Name. Under Description, note what the depot holds and who uses it.
Choose the Location.
Choose the Building. If the room sits directly on the location, leave No building.
Choose the Room the safe or cabinet stands in.
Click Add Depot.
portierX then opens the depot's page. Choosing another location clears Building and Room, and choosing another building clears Room.
Depots lists every depot with Name, Stands at, Status and Copies kept. Stands at gives the room, the building and the location. Copies kept counts every copy that belongs in the depot, issued copies included. The search box finds a depot by name. Clicking a row opens the depot.
A depot's page gives its name, where it stands and its status. The Organisation Admin also finds Edit there. The content sits on five tabs.
Tab | What it shows | Who sees it |
|---|---|---|
Keys | Every copy that belongs in the depot, with Key, Copy, State, Holder and Kept here since, and the last count. Clicking a row opens the key. | Every role. The Individual role sees only its own copies. |
Counts | Every count of the depot with its result. | Every role. The Individual role sees no count there. |
Audit log | Everything done to the depot and its copies, newest first. | Every role. The Individual role sees only entries that name its own login or person. |
Photos | Photos of the safe or cabinet, with caption, date and the name of whoever added them. | Every role except Individual |
Information | Name, description, place, status and the date it was created. The place leads to the room's page, which shows who may enter the room. | Every role |
Photos show how the safe or cabinet stores the keys, for an audit for example. The Organisation Admin, Access Manager and Credential Manager add and remove photos.
Under Depots, open the depot and its Photos tab.
Click Add Photo.
Under Photo, choose a JPEG or PNG file of 25 MB at most.
Under Caption, describe what the photo shows. The field is optional.
Click Add Photo.
Clicking a photo shows it full size. To remove a photo, click its bin icon and confirm with Remove. The audit log keeps an entry for the removed photo.
The Organisation Admin edits a depot. Edit opens the Edit Depot drawer, from the depot's page, from the Information tab and from the row menu under Depots. It shows the same fields as at creation. Save changes finishes. An empty description clears the one before.
An inactive depot stays on the list. It takes no copy, and a return does not offer it under Receiving depot. Only the Organisation Admin deactivates and activates a depot.
In the row menu under Depots, or on the Information tab, choose Deactivate.
Confirm with Deactivate Depot.
The status changes to Inactive. Activate and Activate Depot make the depot active again.
If the depot keeps copies, portierX refuses to deactivate it. The dialog gives the number of copies and offers Open Keys Tab. Take the copies out there, then deactivate the depot.
The Organisation Admin deletes a depot.
Choose Delete in the row menu under Depots, or Delete Depot on the Information tab.
Confirm with Delete Depot.
The depot leaves the list, and a return can no longer choose it. Its entries stay in the audit log. If the depot keeps copies, portierX refuses to delete it, as it does for deactivating.
Adding, editing, deactivating, activating and deleting are recorded with who and when on the depot's Audit log tab and in the Audit Log. So is every photo added or removed.
After adding a depot, portierX opens its page.
In a return, Receiving depot offers active depots only.
Only the Organisation Admin adds, edits, deactivates, activates and deletes a depot. The Access Manager, Credential Manager and Security Monitor see depots and do not change them.
The Organisation Admin, Access Manager and Credential Manager place copies, take them out, count them, and add and remove photos.
A depot always stands in a room. Without a room it cannot be saved.
A depot that keeps copies can be neither deactivated nor deleted. That includes issued copies that belong in it.
A deleted depot cannot be restored.
The name holds 255 characters at most, the description 2,000.
A depot has no Responsible or Deputy of its own. Name them for the location or building the depot stands in (see Name who is responsible for a place).
A copy kept in a depot is issued by anyone whose role may issue keys: Organisation Admin, Access Manager or Credential Manager. The depot does not narrow this.
With the Individual role, a person sees every depot under Depots. On the Keys tab they see only their own copies, and Copies kept counts only those. This role sees no counts and no photos.
