A key's copies are managed on the key's page under Access Credentials, on the Copies tab. Adding and removing copies, and removing a whole key, need the Organisation Admin role. Linking a replacement and marking a special case also work for the Access Manager and Credential Manager roles.
Also called: spare key, duplicate, cut key. The screen calls each physical key a copy.
The key came into portierX with your key plan (Import your master key plan from an XML file).
A card has no copies. Its special case is set on its own page, as described below.
Open the key under Access Credentials and choose the Copies tab.
Choose Add Copy. The dialog asks "Add a copy to NW-GS-014?" and says that the copy takes the next number, opens the same doors as the key and starts in stock.
If the copy is a special case, choose its Kind and give a Reason. You can also do this later.
Choose Add Copy.
When the key has no copy at all, the tab offers Add Copy in place of the list.
On the Copies tab, open the copy's three-dot menu, More Options, and choose Remove.
The dialog asks "Remove copy 2 of NW-GS-014?" and says that only a copy in stock can be removed, that its door links go with it, and that the audit trail keeps the record.
Choose Remove.
When a copy has been reported damaged and another copy of the key has taken its place, link the two. The record then shows which copy replaced which.
On the copy that reads Defect, open the three-dot menu More Options and choose Link Replacement. The copy's row in the Access Credentials list has the same entry.
The dialog "Link a replacement for NW-GS-014, copy 2" lists the other copies of the key that are neither lost nor damaged and replace no other copy. Each shows In stock or the name of its holder. When exactly one of them is held by the person who had the damaged copy, it is chosen already. When more than six copies qualify, Search by code or holder narrows the list.
Choose Link Replacement.
When no copy qualifies, the dialog reads No credential can replace this one. Add a copy first, then link it.
On the copy, open the three-dot menu More Options and choose Mark as special case. On a marked copy the entry reads Edit special case, and the flag beside the copy number opens the same dialog.
Under Kind, choose Permanently validated, Emergency card, Fire brigade key depot or Other. What do these mean? explains each kind.
Under Reason, say why the copy is a special case and who decided. Required, 500 characters at most.
Choose Save.
To take the mark off, choose Not a special case under Kind, then Save. The copy's row in the Access Credentials list has the same entries. A card is marked on its own page, with Special case beside the card's number. On a marked card it shows the kind.
Remove a key only to correct the record, for a duplicate entry or a key that should never have existed. A lost or stolen key is reported, not removed (Report a lost, stolen or damaged key or card).
Open the key and choose the Information tab.
Choose Remove key. The dialog asks "Remove NW-GS-014?" and says that the key and every copy go for good.
Choose Remove key. portierX returns to the list.
A copy you add takes the next number, opens the key's doors, reads In stock and has no holder. It can be issued straight away. Putting it into a depot is on Put copies into a depot and take them out.
A removed copy leaves the tab with its door links. Its number is never given out again. The Audit log tab keeps the entry.
A linked replacement shows on both copies: Replaces on the copy that took the place, Replaced by on the damaged one. Each copy gets an entry in the audit log. The damaged copy keeps its state until its incident is closed (Close out an incident).
A marked copy carries a flag beside its number. Point at it to see the kind, the reason and, for a copy in a depot, the depot. The audit log records the kind, the reason and who set the mark.
A removed key leaves the list with all its copies. The Audit Log keeps an entry for each copy and one for the key.
Adding a copy, removing a copy and removing a key need the Organisation Admin role. Linking a replacement and marking a special case need the Organisation Admin, Access Manager or Credential Manager role.
Each confirmation adds exactly one copy.
Only a copy In stock can be removed. A copy someone holds is taken back first (Take a key or card back).
Remove key is refused while any copy is issued or reserved, or is lost or defect and still issued to someone. The message names the copy and its holder. Take the copy back or close the incident first.
A replacement is linked only to a copy reading Defect that has none. The replacement is always a copy of the same key, and a copy replaces one other copy at most.
A special case always needs a reason, for every kind.
An archived copy cannot be marked. A mark it already carries can still be changed or taken off.
Issue a copy in the list never hands out a marked copy.
A copy marked Fire brigade key depot that sits in no depot carries a warning until it is put into a depot or its kind changes.
