A count checks a depot's shelf against the list in portierX. The Organisation Admin, Access Manager and Credential Manager start, tick and finish it. A count starts under Depots, on the depot's Keys tab, with Start Count.
Also called: stocktake, key audit, inventory check.
The depot is active. An inactive depot offers no Start Count.
One count at most runs per depot. If one is running, the Keys tab shows it, and you carry on counting there.
When the count starts, portierX lists every copy that is in stock and belongs in the depot. Copies that are issued, reserved, reported lost, defect or archived are not on it, because they are not on the shelf. The list belongs to this one count. Later changes to the depot do not reach it.
Open Depots, the depot and its Keys tab.
Click Start Count. The tab shows the count with the date, the time and the person who started it.
Tick each copy you find on the shelf. The On the shelf column changes to Ticked. The box in the header row ticks every copy at once.
Type in each key that is on the shelf but not on the list. The next section shows how.
Click Finish Count.
If copies are unticked, portierX asks Finish the count? and says how many copies will be recorded as missing. Confirm with Finish Count.
Every tick is saved at once. You can close the page and carry on later, and anyone with one of the three roles can continue the count. portierX shows progress as the number of copies ticked out of all on the list.
Under Found on the shelf, not on the list, type in every key the list does not name.
Under Unexpected key number, enter the number stamped on the key.
Click Add.
portierX looks for the key with that number in your organisation. If exactly one matches, the line shows Matches and its number. If none or more than one match, the number is kept as you typed it. The number names a key, not a particular copy.
Remove takes a typed number out again. Copies on the list cannot be removed. A copy that is not on the shelf stays unticked.
Every unticked copy is recorded as missing, every typed number as unexpected.
The Keys tab shows the result: when the count ran, who ran it, the figures for present, missing and unexpected, and the Missing and Unexpected sections with their keys. Back to Keys returns to the list of copies.
From then on the Keys tab gives the last count with its date, person and result. If it found anything, it shows as a warning with View Counts.
The start and the finish are recorded with who and when on the depot's Audit log tab and in the Audit Log. The finish entry carries the count's figures.
The Counts tab lists every count of the depot, newest first, with Started, Run by, Result and Status. The status is In progress or Finished. Run by gives whoever finished the count, or, for a count still running, whoever started it. Result gives the number of missing and unexpected keys, or, for a running count, the number of copies ticked.
Clicking a finished count opens its result. Back to Counts returns to the list. Clicking the running count opens the Keys tab. On the Keys tab, View Counts also leads to this list.
The Organisation Admin, Access Manager and Credential Manager start, tick, type in and finish counts. The Security Monitor reads running and finished counts and ticks nothing. The Individual role sees no count.
One count at most runs per depot, and only an active depot can be counted.
A count once started cannot be discarded. Finish it.
A finished count cannot be changed.
A count changes no copy. A missing copy stays in stock and in the depot. If it is lost, report it (see Report a lost, stolen or damaged key or card).
If an unexpected key belongs in this depot, place its copy after the count, as described in Put copies into a depot and take them out.
While the count is running, no copies can be placed or taken out.
A typed key number holds 64 characters at most. A count takes 500 unexpected numbers at most.
