Enrolling a Third-Party Device in IDMS

Purpose

This procedure guides you through the process of enrolling a third-party issued credential device (such as a smart card or security token) into the organization’s IDMS. This allows the device to be registered with the physical and/or logical access systems.

Prerequisites Checklist

Before beginning this procedure, ensure you have:

Access to the IDMS system with appropriate enrollment permissions
Valid credentials to log into the IDMS portal
A compatible third-party device (smart card reader or token)
The physical credential card that will be enrolled
The card's PIN number
The credential type policy configured for device import
External identity linking key (if linking to existing identity systems)
Permissions set for adding an applicant
If recycling a card and you want to assign a previously used card to a new user, ensure you have completed expungement of the prior user to permanently delete them. Note a card in use cannot be issued to another user until the existing user is removed from the IDMS system.

Step 1: Access the IDMS System

Item	Procedure	Example
1	Open your web browser and navigate to the IDMS portal URL. Select certificate for authentication and complete PIN as applicable.
2	Review the system warning message that appears, which outlines authorized use and monitoring policies.
3	Click the I Understand, Continue button to proceed to the system. You are brought to the home page. Note, use the top button for PKI and the bottom I Understand, Continue (FIDO) option for FIDO authentication.
4	Select the Identity tab and Click Add Applicant.
5	The Add a New Applicant Screen will be displayed.
6	Select the credential type that permits the enrollment of a third-party device. After selecting the credential type, the Import Application Data from Device button appears.
7	Click the Import Application Data from Device button to launch the Device Selection Window.

Expected Result: The user logs into IDMS and selects an appropriate credential policy to allow a third-party device registration.

Note: Credential policy must be configured to allow importing applicant data from device or button will not display.

Step 2: The Cardholder Inserts their Device

Request the cardholder to insert the device into the reader.
The system will load the device.

Expected Result: The system can pull in the existing card data to enroll a third-party device in IDMS.

Step 3: Select and Enroll the Physical Device

Item	Procedure	Example
1	A popup dialog titled Select the device: will appear.
2	In the Select the device: dropdown menu, click to view available connected devices.
3	Select the appropriate card reader device (e.g., "OMNIKEY CardMan 3x21 1")
4	Review the device information displayed pulled from the card: Serial Number ATR (Answer to Reset) Assigned To Policy Status
5	When prompted, ask the applicant to enter their PIN number in the Enter PIN field.
6	Click the Get Device Data button to read the credential information from the card.

Expected Result: The system successfully reads the card data, and the device information is populated. The dialog shows "Enroll Device?" confirmation.

Step 4: Complete the Enrollment Package

Item

Procedure

Example

1

Click the Close button to return to the main applicant form.

2

Verify that all information has been captured correctly:

Applicant photo is displayed
First name, middle name, and last name are correct
Credential type is properly selected
External identity linking key is present (if applicable)
Email address is correct

3

At the bottom of the form, click Add Applicant and Review for Approval to submit the enrollment package.

Expected Result: A "Processing..." indicator appears, showing that the enrollment package is being submitted to the system.

Step 5: Verify Successful Enrollment

Item	Procedure	Example
1	After processing completes, you are redirected to the applicant's identity record page.
2	Verify the following information on the summary screen: Status: Shows "APPROVED" Internal ID: Displays a unique identifier External ID: Shows the external identity linking key Email: Confirms the correct email address Type: Shows the credential type (e.g., "ARJNI")
3	Click the Credentials tab to view enrolled devices. Verify the following: Serial Number: Matches the physical device Status: Shows "Added" Policy: Displays the correct credential policy
4	Click Refresh if needed to update the displayed information.

Expected Result: The applicant record shows an "APPROVED" status, and the credential device appears in the credentials list with "Added" status.