# Credential Request: Access Card  & Mobile Credential

## Use Case Overview

The credential request workflow offers a choice between the mobile credential and physical access card. It supports multiple card types, allowing the approver to select a card type accordingly. 

For access cards the workflow provides the option to assign a specific card number or automatically select the next available one. It also enables users to choose how the card will be collected, such as picking it up in person, delivering it to a branch, or mailing it to an address.

Cardholders requesting a credential must already be registered in the Command Centre.

{% hint style="info" %}
**Creating Active vs. Inactive Credentials**

The process is designed to create both active and inactive physical credentials, depending on the delivery method selected by the requester. For non-in-person collection methods, the card is generated as inactive at the Command Center. If the card is collected in person, an active credential is created.
{% endhint %}

## Prerequisites configuration 

Before configuring this template, ensure the required system entities, such as lists or approver groups, are already set up. This includes pre-configuring the following elements:

{% stepper %}
{% step %}

### [Approver Group](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/approver-groups.md)

An Approver Group is a set of individuals responsible for reviewing credential requests and deciding whether to approve, amend, or deny them. This group must be preconfigured for use in the workflow.
{% endstep %}

{% step %}

### [Card Types List](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/card-type-list.md)

The card type list is a configurable list within the workflow that defines different types of cards (e.g. ID cards, access cards) available for assignment to users, such as e.g. staff or students etc. This is a specialized list needing information supplied by the Command Centre. 
{% endstep %}

{% step %}

### [Notification Email Templates](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/email-templates.md)

The workflow automatically sends notification emails at configured points, such as notifying approvers when an approval task is created or informing a requester when a request needs an update or is completed. Email templates for these notifications should be predefined. Some templates are specific to a workflow, while others are versatile. The emails utilize variables to personalize the content, ensuring tailored messages.  
{% endstep %}

{% step %}

### [Create new workflow ](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/creating-a-new-workflow.md) 

To create a workflow from a template, first manually create an empty workflow.
{% endstep %}

{% step %}

### [Import a template ](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/working-with-workflow-templates/importing-workflows.md)

Download the template you want to customize and import it into the empty workflow created earlier. After that, you can start customizing your template.

Once the workflow is imported, steps and fields needing configuration are highlighted in red and are also mentioned in the validation messages. Follow the instructions below to configure these steps. 

<figure><img src="/files/NyQkuFeIwEO6bM2G6Dxz" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Step configuration: *Data Initialisation* &#x20;

Open the workflow in the [edit mode](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/editing-a-workflow-version.md) and find the [Data Initialisation step](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/data-initialisation-step.md). This step, aims to configure all necessary fields and values required for the workflow before executing the process.&#x20;

{% hint style="info" %}
Data Initialisation step is where you link the workflow template to the prerequisite elements you configured in the previous steps. Learn more about the [Data Initialisation step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/data-initialisation-step.md).&#x20;
{% endhint %}

<div data-with-frame="true"><figure><img src="/files/yXkJziGyE6Td8uHoYlFq" alt="" width="266"><figcaption></figcaption></figure></div>

#### Data Setup tab&#x20;

**Click** on the step. It displays the step's configuration in the side panel.&#x20;

Find the step's **Data Setup** **tab**. Steps and fields needing configuration are highlighted in red and are also mentioned in the validation message. Follow the instructions in the table below to configure the required fields. Remember to always **Save** your changes.&#x20;

{% hint style="warning" %}
To learn how to reference the **Command Centre PDF IDs and Card IDs** in AccessNow, follow these instructions: [Command Centre PDF & Card Type IDs](/command-centre/accessnow-user-guide/help-resources/command-centre-pdf-and-card-type-ids.md)
{% endhint %}

<table><thead><tr><th>Field Name</th><th width="131.748779296875">Value type</th><th>Value</th></tr></thead><tbody><tr><td>ApproverGroups </td><td>Group</td><td>Choose the approver groups that receive and review access card requests.</td></tr><tr><td>UniqueUserPdf</td><td>String</td><td>Please provide the <a href="/pages/Q8ZBe78gUpYN1tmHXtbV">Command Centre PDF ID</a> that uniquely identifies the cardholder.</td></tr><tr><td>ReadPDFsFromCC</td><td>String</td><td>Find the  <code>pdf_xxx</code> strings and replace them with the  <a href="/pages/Q8ZBe78gUpYN1tmHXtbV">Command Centre PDF ID</a> that references the cardholder information visible to the approvers, such as Department, Phone, Role, etc.</td></tr><tr><td>CardholderImageKey</td><td>String </td><td>Enter the label used for the image PDF in the Command Centre, ensuring to include "@" with the label. For example: "@Photo"</td></tr><tr><td>CardTypesList</td><td>List</td><td>Select the <a href="/pages/dvlwHtapDLu9lQSHpeIJ">Card Types List </a>displayed to the approver. This allows them to choose the correct card type when assigning a physical ID.</td></tr><tr><td>MobileCredentialRef</td><td>String</td><td>Update the <a href="/pages/dvlwHtapDLu9lQSHpeIJ#check-your-command-centre-gateway-region">reference link</a> based on the API gateway used. Next, replace "xxx" at the end of the reference link with the Mobile Credential <a href="/pages/Q8ZBe78gUpYN1tmHXtbV#card-type-id-values">Card ID</a> from the Command Centre.</td></tr><tr><td>NotifyApproverEmail</td><td>Email Template</td><td>Select the notification email template to send to an Approver Group when a request for approval is created.</td></tr><tr><td>RequestCompletedEmail</td><td>Email Template</td><td>Choose the notification email template to send to the requester when a request is completed.</td></tr><tr><td>RequestFailedEmail</td><td>Email Template</td><td>Select the email template for notifying users when a request fails due to a system error.</td></tr><tr><td>RequestRejectedEmail</td><td>Email Template</td><td>Choose the notification email template to send to the requester when a request is rejected by the approvers.</td></tr><tr><td>RequestAmendmentEmail</td><td>Email Template</td><td>Choose the email template to notify the requester if an amendment to their request is needed.</td></tr></tbody></table>

Remember to **Save** your changes.&#x20;
{% endstep %}

{% step %}

### Step configuration: *Credential Details*&#x20;

The purpose of this step is to collect request details from the requester using a preconfigured input form. Depending on whether mobile, physical, or both credential types were selected in the previous step, this form will request details such as photo upload and device name choice for mobile credential assignment, as well as delivery method for physical credentials.&#x20;

{% hint style="info" %}
Learn more about the [Input Step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/input-step.md).&#x20;
{% endhint %}

<div data-with-frame="true"><figure><img src="/files/UBSRKf0gOTUjU4oCePhx" alt="" width="266"><figcaption></figcaption></figure></div>

#### Form Fields tab > Select branch location > Data Source&#x20;

**Click** on the step. It displays the step's configuration in the side panel.&#x20;

For physical credentials, the collection method must be chosen. The default methods are: in person, from a branch, or via postage. If choosing a branch, a [list](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/drop-down-and-search-form-lists.md) of branch locations must be provided.&#x20;

Locate the step's **Form Fields** **tab** **> Select branch location field**   &#x20;

Create the list of the **credential pick up branches** using the [Custom List](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/drop-down-and-search-form-lists.md) in AccessNow. Once ready link the list in the **Data Source** section under the **List Reference** drop-down.   &#x20;

<div data-with-frame="true"><figure><img src="/files/pMPLLhpgveAbsBrKpT0c" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Step configuration: *Find Cardholder in Command Centre*

This step locates the requester cardholder record in Command Center using the unique ID (*UniqueUserPdfForRequester*) provided during the *Data Initialization* step. It can also be used to retrieve additional cardholder information, such as *Department*, *Phone*, *Role*, *Date of Birth*, etc., if available in the Command Center. The template allows for use of up to four PDFs. This information is then displayed to the approver.

{% hint style="info" %}
Learn more about the [Process Step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-step.md).
{% endhint %}

<div data-with-frame="true"><figure><img src="/files/JQ7m3yg7Ma6J2vAdQZZN" alt="" width="277"><figcaption></figcaption></figure></div>

#### Process tab > Output Map parameters&#x20;

**Click** on the step. It displays the step's configuration in the side panel.&#x20;

Locate the step's **Process** **tab** **>** **Output Map**&#x20;

In the Data Initialisation step, while setting the value of *ReadPDFsFromCC*, you identified the Personal Data fields (PDFs) for lookup in the Command Centre and to be displayed in AccessNow. This process step facilitates that task.&#x20;

However, it is essential to configure the **labels** of the Command Centre PDFs. These are the **expected Command Centre label names** and should be specified in the Process tab under the **Output Map** as parameters (see the below screen-shot).&#x20;

Output Map fields **before configuration**:&#x20;

<div data-with-frame="true"><figure><img src="/files/GEbB0TXabOwj8un1f8gj" alt="" width="563"><figcaption></figcaption></figure></div>

Output Map fields **after configuration**. Note in this example, we choose to delete two fields that were not used. **Save** your changes.&#x20;

<div data-with-frame="true"><figure><img src="/files/p8ulfXULfmTEisytCApy" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Step configuration: *Approval for New Credential Request*

This step creates an approval task for the relevant approver group.

{% hint style="info" %}
You can learn more about this type of step in the [Process Task Step section](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-task-step.md)
{% endhint %}

<div data-with-frame="true"><figure><img src="/files/Wnb6Xh1bpVe9y6pP51Dn" alt="" width="305"><figcaption></figcaption></figure></div>

#### Input Fields tab > Requester Details&#x20;

It is recommended to update the labels on the displayed Command Centre PDF information, even though configuring the Input Fields tab does not trigger a validation error. The **Requester details** form field uses the *UserCard* that displays the user information as shown in the example below.

<div data-with-frame="true"><figure><img src="/files/ppWYq0pnhRRQ9ONpxN31" alt="" width="563"><figcaption></figcaption></figure></div>

Go to **Input Fields > Requester Details > UserCard Details**

The UserCard is an interface element designed to display user details. Its configuration includes definitions for the data to be displayed, such as **First Name** and **Last Name**, which are selected and configured by default.

You can configure three additional fields labeled as **Pdf\_1**, **Pdf\_2**, and **Pdf\_3** as shown in the screenshot below.&#x20;

These fields need to be configured based on how many you want to display and what information you wish to extract from Command Centre as declared in the [*Data Initialisation*](#step-configuration-data-initialisation) and than in [*Find Requester in Command Centre*](#step-configuration-find-requester-in-command-centre) *and* [*Find OnBehalf User in Command Centre*](#step-configuration-find-onbehalf-user-in-command-centre)*.*&#x20;

<div data-with-frame="true"><figure><img src="/files/9nYQmLF7Iwmtry8tIfgG" alt="" width="563"><figcaption></figcaption></figure></div>

In our example, we've chosen to retrieve **Role** and **Department** details from the Command Centre for both the Requester and Recipient.&#x20;

To ensure that the labels in the UserCard align with the Command Centre information, **untick** the fields you are not using and **update the field labels** as shown in the screenshot below. **Save** your changes.&#x20;

<div data-with-frame="true"><figure><img src="/files/D3K8HUb6BzeTfU5sbk04" alt="" width="529"><figcaption></figcaption></figure></div>

#### Input Fields tab > Recipient Details &#x20;

Repeat the same steps for the **Input** **Fields tab > Recipient Details** > **UserCard Details** form field. Remember to **Save** your changes.&#x20;

#### Email tab > Contact Email Template&#x20;

Requesters can contact the approver group by clicking the **Contact our team** link (highlighted in the screenshot). It allows users to type a custom message and send it to the approval team.The additional custom configuration required for that step involves an email template used for sending emails to the approvers.

<figure><img src="/files/jzfsJxEdkW1gkxcS7B68" alt=""><figcaption></figcaption></figure>

To configure the email template, navigate to the **Email** **tab**. From the **Contact Email Template** dropdown, select the desired email template to be used when a requester contacts.&#x20;

Remember to **Save** your changes.&#x20;

<div data-with-frame="true"><figure><img src="/files/TULvtjEe6I4OLpImBEwt" alt="" width="329"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Step configuration: *Action Required for Credential Request Amendment*

This step involves returning the request to the requester when the credential review identifies required amendments, such as uploading a new photo. This is in essence a task for a requester to complete, that why it uses[ Process Task](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-task-step.md) step.&#x20;

{% hint style="info" %}
You can learn more about this type of step in the [Process Task Step section](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-task-step.md)
{% endhint %}

#### Input Form tab > Select branch location > Data source&#x20;

**Click** on the step. It displays the step's configuration in the side panel.&#x20;

At this point, the requester can amend the details of their request, including the pickup method. Therefore, it is necessary to refer to the pickup locations list in case the branch collection method is selected.

Locate the step's **Form Fields** **tab** **> Select branch location field**   &#x20;

Select the same list of credential pickup branches as used in the [*Credential Details* Step configuration](#step-configuration-credential-details). Link the list in the **Data Source** section under the **List Reference** dropdown.

**Save** your changes.&#x20;

<div data-with-frame="true"><figure><img src="/files/KezY1mndWQNuylKbK38K" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### [Test the workflow ](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/testing-a-workflow-version.md)

It is recommended to test the workflow before publishing it for use by the system's end users.
{% endstep %}

{% step %}

### [Publish the workflow](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/publishing-a-workflow-version.md)

After testing and being satisfied with the results, publish the workflow to make it available for system users to make requests.
{% endstep %}
{% endstepper %}


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