Overview
This new process requires an active internet connection.
Both the software user (case handler) and individuals authorized to approve key issuances must have a registered email address.
In the personnel database, specific individuals can be defined as approvers for key issuance.
Additionally, the approval rights of these individuals can be tied to specific conditions — for example, the approver and the key recipient must belong to the same department (cost center), among others.
These criteria can be freely configured.
You can also define whether approval is required for all key issuances or only for specific keys.
Furthermore, you can create the custom texts used throughout the process — since the approver receives an email with an explanation and action request.
Initial Setup
Before using the approval workflow, a few settings and decisions must be made:
In the key management screen, under the "Additional Data" tab, activate the approval process for individual keys by checking the appropriate box.
Once enabled, this key requires approval before it can be issued.
⚠️ At least one person must be assigned the role of approver, and this person must have a valid email address.
To assign someone as an approver, open their personnel record and check the box "Has Approver Status" under the "Additional Data" tab.
Issuing a Key with Approval
During a key issuance, a message will indicate that approval is required.
Once confirmed, two new icons will appear in the top-right corner:
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Left icon: starts a new approval process
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Right icon: cancels the process
Clicking to start the process opens a list of all available approvers.
Select one or multiple approvers and proceed with the green checkmark.
The selected approver(s) then receive an email containing:
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A PDF with the recipient’s name and the key number
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A PDF listing all affected doors
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A link to the approval decision page
Approval via Web Portal
The approver can make a decision via the provided web link.
All relevant PDFs are available on the webpage as well.
Once the decision (approval or rejection) is made, the approver receives a confirmation email.
You, as the key administrator, will also receive a notification about the decision.
Finalizing the Issuance
To complete the process, navigate to:
Key Movements → Approval Requests
Use the filtering options to search for pending or completed approvals.
Click the fourth icon to retrieve the decision from the server.
If approved, all necessary data is filled in automatically.
A double-click on the entry opens the issuance dialog with all required information.
You can now print the receipt, hand over the key — and you're done.
Advanced Options for Larger Organizations
In larger organizations with many personnel records and approvers, additional settings help streamline the process.
Go to:
System → Settings → "Approval Process" tab
Here, you can configure whether all key issuances require approval or only those for which it was explicitly activated in the key settings.
"Select Approver Based on Field Match"
This option filters the list of approvers so that only those matching the recipient’s data field (e.g. department) are shown.
Example: If the new key holder belongs to the "Administration" department, only approvers for this department are shown.
Approvers can be assigned to multiple departments.
How to Assign Departments to Approvers
In the personnel record of an approver, under "Additional Data", click on:
"Approval for"
Here, select one or more departments the person is authorized to approve for.
From that point on, portier®VISION will only suggest eligible approvers during the approval workflow.