This page lists every state a key copy or a card can be in, and what moves it from one state to the next. You see the state on a key's Copies tab, in the Access Credentials list, on a depot's Keys tab and on a person's page.
Also called: key, key copy, card, transponder, badge. portierX holds a mechanical key as one record with numbered copies, and each copy has its own state. A card or transponder has no copies and carries its state itself.
Every copy has exactly one state and exactly one button that fits it. On the Copies tab the state sits in the State column, the button at the end of the row.
State | What it means | Button | Rules |
|---|---|---|---|
In stock | Nobody holds the copy. | Issue | Only a copy in stock can be removed or placed in a depot. |
Reserved | The copy is assigned to a person, and the hand-over is not confirmed. | Hand over | It is offered to nobody else. It can wait for an approval or for its start date. |
Issued | The person has the copy, and the hand-over is confirmed. | Return | Once the copy is due and not back, the badge reads Overdue. |
Lost | A loss or a theft is open on the copy. The badge reads Lost or Stolen, as reported. | Resolve | The copy is blocked for any assignment until the incident is resolved. |
Defect | Damage is open on the copy. | Resolve | The row's menu offers Link Replacement. |
Archived | The incident was resolved as not recoverable. The badge names the reason: Destroyed, Lost or Stolen. | none | Final. Since shows the date it was archived, Person who resolved the incident. |
An issued copy is overdue once its due date or the person's end date has passed, whichever comes first.
From | Event | To |
|---|---|---|
no state | The copy is added with Add Copy (Manage a key's copies), imported with the plan (Import your master key plan from an XML file) or added by hand (Add a key or card by hand). | In stock |
no state | A connected locking system brings in a card that is already issued to a person. | Issued |
In stock | The copy is assigned to a person (Give a person access). | Reserved |
Issued | The copy is taken back (Take a key or card back). | In stock |
Reserved | The hand-over is confirmed: by signature, PIN, signed PDF or offline (Hand-over methods and statuses). | Issued |
Reserved | The assignment is cancelled (Finish a hand-over that is still pending), the access request is cancelled, or the person stops being entitled through a people group. | In stock |
In stock, Reserved or Issued | A loss or a theft is reported (Report a lost, stolen or damaged key or card). | Lost |
In stock, Reserved or Issued | Damage is reported. | Defect |
Lost or Defect | The incident is resolved as False report, or as Found / Recovered with the copy assigned back to the previous holder (Close out an incident). | the state before the report |
Lost or Defect | Found / Recovered with Release (mark as available). | In stock |
Lost or Defect | Not recoverable, with Confirmed lost, Confirmed stolen or Destroyed. | Archived |
What each incident type and each outcome does beyond the state is on Incident types and outcomes.
A person's Assigned Access Credentials, a credential's details panel and the Access Credentials tab of an access point or a space show the state in their own words. There the same copy reads Available instead of In stock, and Assigned instead of Issued.
Badge | What it means | On the Copies tab |
|---|---|---|
Available | Linked to at least one access point, held by nobody. | In stock |
Draft | Linked to no access point, held by nobody. | In stock |
Reserved | Assigned, and the hand-over is not confirmed. | Reserved |
Assigned | Issued, due in more than seven days or with no due date. | Issued |
Expiring soon | Issued, due within seven days. | Issued |
Overdue | Issued, and the due date has passed. | Overdue |
Lost | A loss is open. | Lost |
Stolen | A theft is open. | Stolen |
Damaged | Damage is open. | Defect |
Archived | Resolved as not recoverable. | Destroyed, Lost or Stolen |
For ASSA ABLOY eCLIQ, Pending programming sits beside the state while a change waits to be programmed into the key.
On the Dashboard, the table Credentials needing attention lists credentials that are overdue or due within seven days, and open incidents, with Overdue, Expiring soon, Lost, Damaged and Stolen (see Read the dashboard).
A key's People tab lists under Holding now everyone with a reserved or issued copy. Under Held before it lists every holding that ended, with From, To and Outcome.
Outcome | What it means |
|---|---|
Returned | The copy was taken back. The depot it went back into is named beside it. |
Cancelled | The reservation was cancelled before the copy was handed over. |
Reported lost | A loss was reported while the person held the copy. To is the date of the incident. |
Reported stolen | A theft was reported while the person held the copy. To is the date of the incident. |
Returned, defect | Damage was reported while the person held the copy. To is the date of the incident. |
In the Access Credentials list, a key's row shows its number of copies and under it one figure per state, for example 3 issued and 1 in stock.
The Needs action tile on the Overview tab counts overdue, lost, defect and reserved copies. On the Copies tab, the Needs action filter shows exactly those copies, and All shows every copy.
An archived copy counts in no stock and in no figure. "Copy 4 of 12" leaves archived copies out of the count.
Three details sit with a copy without changing its state:
The depot the copy belongs to, shown as "in" and the depot's name under the state. A copy belongs to its depot also while someone holds it (see Depots: where key copies are kept).
Replaces and Replaced by: the link between a defect copy and the copy that replaced it.
The special case mark, see Key and card fields.
A copy always has exactly one state. Only the events in the table above change it; it cannot be set by hand.
Lost covers both a loss and a theft. Both are closed with Resolve.
An archived Lost or Stolen carries no button. A copy with an open incident carries Resolve.
Archived is final. An archived copy takes no further incident, no assignment and no special case mark.
A copy someone holds cannot be removed, and neither can its key. Remove appears only on the Copies tab, in the menu of a copy in stock.
Placing a copy in a depot or taking it out does not change its state.
A key with no copy recorded does not appear in the list. Show hidden keys shows it.
With the Individual role you see only your own copies, without buttons.
