Every key and card sits under Access Credentials. Organisation Admins, Access Managers, Credential Managers and Security Monitors see all of them. A person with only the Individual role sees the keys and cards they hold. A row in the list opens the key's page.
Also called: key register, key list, key book. The screen calls the list Access Credentials. How keys, copies and cards fit together is on Keys, copies and cards in portierX.
The Credentials tab has one row per key and one per card.
Open Access Credentials.
In Search credentials, type a key number, a name, or the name of a person who holds a copy today.
Narrow by Technology: Mechanical, Digital or All.
Under Special case, choose Any special case or a single kind. All credentials turns the filter off, and What do these mean? explains the kinds.
Switch on Show hidden keys to include keys with no copy recorded.
Sort with the column headings Key, Class or Copies.
When nothing matches, Clear Filters resets the search, the technology and the special case in one step. The search, filters and sort sit in the page address, so a copied link opens the same list.
Each row shows Key with the number and name, Class, Type (Key or Card), Opens with the number of doors, Copies, Held by and Due. The Copies column counts the copies and splits them by state, "3 issued · 1 in stock" for example. When the key plan gave no count, it adds Count not stated. Archived copies are not counted. Above the table, a line counts the keys, their copies and the other credentials in the list.
A key with more than one copy opens to show each copy on its own row, with its state, holder and due date, as "Copy 2 of 3" for example. Expand all and Collapse all open and close every key at once. A key with a single copy, and a card, show that copy on their own row.
Each copy carries the one button that fits its state. Further actions sit in the three-dot menu More Options.
Button | Shown on | Opens |
|---|---|---|
Issue | a copy In stock | the assignment, with the key's spaces filled in (Give a person access) |
Return | a copy Issued | the return (Take a key or card back) |
Hand over | a copy Reserved | the person, where the hand-over is confirmed (Finish a hand-over that is still pending) |
Resolve | a copy Lost or Defect | closing the incident (Close out an incident) |
A key that opens to its copies carries Issue a copy on its own row. It issues the first copy in stock. When no copy is free, it reads None in stock.
The Order requests tab collects requests for keys that have no free copy (Work through key order requests).
The top of the page shows the key number with the name and the locking system. Beside them sit the class, Key or Card, and the locking system. On an ASSA ABLOY eCLIQ credential whose change is still on its way to the system, Pending programming is added.
When a copy is overdue, an alert sits above the tabs, whichever tab is open. For one copy it names the copy, its holder and how long it is overdue; for several it counts them. When a copy counts as overdue is on Return dates, reminders and overdue keys.
Four tiles sum up the key. Copies counts the copies by state. Spaces reached also gives the doors the key opens according to the key plan. People holding counts today's holders. Needs action counts the copies that are overdue, lost or defect, or reserved and waiting for their hand-over. For a card, the first tile reads Credential with its state.
The card Approval before handover shows whether handing over this key needs a yes, and whose. It is described on Name approvers, owners and reviewers.
Requests for this key lists every request that involves the key, newest first, with Copy, For, Status, Raised, Decided and Handed over. When a hand-over has a receipt, Receipt opens it. A flag marks a request approved and handed over by the same person. A row opens the request. Organisation Admins, Access Managers and Credential Managers see this section.
Active assignments lists the copies handed over or reserved, with Copy, Assigned to, Since and Due. A holder's name opens their page. Recent activity shows the last five events for the key and its copies.
Only a key has this tab, a card does not. It lists every copy with Copy, State, Person, Since and Due. When a copy sits in a depot, its state names the depot. When a copy is linked to a replacement, Replaces or Replaced by sits under it. Needs action shows only the copies that are overdue, lost, defect or reserved, and All shows every copy again. Each copy carries the same button as in the list. Adding, removing, replacing and marking copies is on Manage a key's copies.
This tab lists the spaces the key reaches, with Space, Building and Doors it opens there. Search spaces narrows the list. A space's name opens its page.
This tab lists the doors the key opens, with Cylinder, Door, Type and Space. Search doors narrows the list. The doors come from the key plan, and every copy opens the same ones.
Holding now lists who holds a copy today, with Person, Copy, State, Since and Due. Held before lists earlier holders, with From, To and Outcome: Returned, Cancelled, Reported lost, Reported stolen or Returned, defect. When a copy went back into a depot, the outcome names the depot.
This tab lists every event of the key and of each of its copies, with a search box.
Key information holds the record: Key number, Suffix, Name, Structural type, Locking type, Class, Source (Imported or Added by hand), Vendor id, Locking system, Copies declared and Created. What each field means is on Key and card fields.
Edit changes Name, Structural type, Locking type and Class. Choose a class and save, and the class is confirmed; the field then says who confirmed it and when. Clear confirmation takes a confirmed class back to the import's suggestion. Remove key is on Manage a key's copies.
For a card, the tab shows the card's own details, also with Edit.
A change on Information applies at once and is written to the Audit log tab.
A re-import never overwrites a class you confirmed.
A person with only the Individual role sees only their own keys and cards, sees their copy without the total, "Copy 2" for example, and has no Order requests tab.
The Security Monitor role has no People tab and sees no requests on Overview.
Edit and Clear confirmation need the Organisation Admin, Access Manager or Credential Manager role.
Issue, Return and Hand over need the same three roles. Resolve needs the Organisation Admin or Access Manager role.
Spaces and Access points only show. A key's doors come from the key plan.
A key with no copy recorded appears only with Show hidden keys.
Issue a copy skips a copy marked as a special case. When only marked copies are in stock, it reads Spare is a special case and cannot be chosen. Open the key's row to reach the copy itself.
Unclassified is never a confirmed class. A confirmation is always one of the four classes.
