An access request records that a key may be handed over only after someone says yes. portierX raises one when you assign a key that is marked for approval, or a key that opens a space whose protection need is Very high. This page lists each status a request passes through, who acts next and where you see the status: in the request's panel, on the Requests page, under Requests for this key on the key's page, and on the person's page.
Also called: approval, approval request, key request, sign-off.
A request asks each owner its own question, all at once and in no order:
For a key marked for approval: the owner named on its locking system.
For each space with protection need Very high that the key opens: that space's Approver, or the nearest one named above it on the building or the location. Where nobody is named all the way up, the Responsible of the nearest place that has one decides, together with that place's Deputies.
The request is approved only when every question has a yes. A single no declines it. Someone asked several questions on the same request answers them all with one decision.
Never asked: the person who raised the request, the person who is to receive the key, and for a people group its members. A question with nobody named, or nobody able to act, waits. When someone is named later, the question moves to them. How Approvers and owners are named is on Name approvers, owners and reviewers.
Status | What it means | Who acts next | The copy |
|---|---|---|---|
Awaiting approval | At least one question is open. | Everyone an open question asks, with Approve or Decline. | Reserved, locked for hand-over |
Approved: Awaiting handover in the request's panel, on the key and under You raised; Approved under Decided and in the progress steps | Every question has a yes. | The key desk hands the key over: whoever raised the request, or an Organisation Admin. | Reserved, open for hand-over |
Handed over | Every copy of the request has gone out. The badge replaces Awaiting handover. | nobody | Issued |
Declined | An Approver said no, with a reason. | nobody | back In stock |
Cancelled | The request ended before every copy went out: cancelled from the request, the hand-over cancelled, or the access through a people group withdrawn. | nobody | back In stock |
Declined, Cancelled and Handed over are final.
Event | Email to |
|---|---|
The request is raised, or a question moves to someone named later | everyone an open question asks |
The request has waited three days | whoever can decide it at that point, once per person |
Approved | whoever raised the request; the person receiving the key, with where and from when to collect it; the person the request was raised on behalf of |
Declined | whoever raised the request, with the reason; the person the request was raised on behalf of |
Handed over | whoever raised the request; the person the request was raised on behalf of |
Cancelled | no email |
Subject, language and branding of each email are on Emails portierX sends.
In the request's panel, each copy carries its own standing:
Standing | What it means |
|---|---|
Waiting for a copy | A member of the people group for whom no copy is free. |
Reserved | The copy is set aside for the person. |
Handed over | The copy has gone out, with name and time. |
Released | The reservation ended because the request was declined or cancelled. |
The steps show names and times: Raised, then the approvals with one line per question, then Ready to hand over with Open for handover, and last Handed over. Each question's line says who approved or declined, whom it waits on, or that nobody can decide it. A request that stops before the hand-over ends with Ended after a decline, or with Cancelled.
The request's panel opens from the decisions card on the Dashboard, from the Requests page, from Requests for this key, from the person's page and from the link in an email.
The Requests page opens with View all requests on the decisions card. To decide lists what waits for you, You raised your own requests, Decided your answers. Under You raised, an open request names whom it waits on, or reads Waiting for an Approver when nobody is named.
Requests for this key, on a key's Overview tab, has the columns Copy, For, Status, Raised, Decided and Handed over. While the request waits, Handed over reads Locked until approved.
On the person's page, the reserved copy under Reserved Access Credentials carries Awaiting approval. Under People, on the Handovers tab, it sits in the section Waiting for approval, and the Handover Receipts report shows Awaiting approval.
A request exists only for a key that needs a yes. Without a marked key and without a space whose protection need is Very high, none is raised.
The copy is reserved at once. It cannot be handed over by any route before every question has a yes.
After the approval, the hand-over is confirmed by PIN, signed PDF or signature, never offline (see Hand-over methods and statuses).
Only whoever raised the request, or an Organisation Admin, hands its copies over or cancels it. The request's panel offers Cancel request for that, and Cancel remaining handovers once some copies have gone out.
Declining needs a reason. Approving needs none.
With the Individual role you see only your own requests, with the status and any reason for a decline.
