Keys Tab – Key Manager

To add a new key to the Key Manager:

1. Select the Keys tab.

2. Click the New button.

   The Key Info window opens.

3. Complete the following fields:

   • Key ID

   • Name

   • Manufacturer ID

4. Enter the quantity of keys available for issue in the Quantity field.

   Note:

   The Issued Qty field is automatically updated when keys are issued to individuals and does not typically need to be entered manually.

5. Choose between two options:

   • Select Active from the Active? field.

   • Select Inactive from the Active? field.

6. Enter any additional info about the key into the Comments field.

7. Click the Add button above the What does this key open? box to designate the items—such as locations, rooms, doors, or equipment—that the key opens.

   The Asset / Location lookup opens, prompting you to designate the assets or locations that the key opens.

8. Click each asset or location you want to add.

   Each selected item is added to the My Selection(s) area at the bottom of the window.

   To remove a record that has been added to the My Selection(s) area in error, click the blue arrow directly to the left of the row.

9. Click the Apply button.

   The Asset / Location lookup closes and the Key Manager appears.

10. Click the Add button above the This key has been issued to box to designate individuals who will be issued a key.

    The Labor lookup opens. Use the Type filter in the upper-left to indicate whether you are searching for employees, contractors, requesters, or contacts.

11. Click each individual you want to add.

    The individual is moved to the My Selection(s) area at the bottom of the window.

12. Continue to locate and select records as needed.

    To remove a record that has been added to the My Selection(s) area in error, click the blue arrow directly to the left of the row.

13. Click the Apply button.

    The Labor lookup closes and the Key Info window appears.

14. Click the Save button.

    The Key Info window closes and the Key Manager window appears.

To edit a key:

1. Select the Keys tab.

2. Select the key you want to edit.

3. Click the Edit button.

   The Key Info window opens.

4. Make your changes.

   To indicate that the key was returned:

   1. Double-click the key holder's row.

      The Key Holder window opens, displaying all keys issued to this individual.

   2. Ensure the correct key is highlighted.

   3. Click the Return Key button.

      A confirmation message appears at the top of the window.

   4. Click the Save button.

      The Key Holder window closes and the Key Info window appears.

5. Click the Save button.

   Your changes are saved. The Key Info window closes and the Key Manager appears.

To view transactions for a specific key:

1. Select the Keys tab.

2. Select the key whose transaction history you want to view.

   The Key Info window opens.

3. Click the Transaction button.

   The Transaction Logs lookup displays, listing transactions only for this key.

4. Click the Cancel button.

   The window closes.