Before starting, insure that your Systems Administrator has CONFIGURED your privileges to allow you all of the features you will need from the Key Issue  Module.

Key Issue is where all of your work comes together and becomes functional.  Basically, you are taking information from the People section of the program, and assigning them Keys (or other objects) from other aspects of the program, or associated modules.  First we will explain the issuing of KEYS.  Later in this manual we will discuss other aspects of the program which are associated through the issue process to develop a more robust program.

It is important to remember that you should have your MKI (Multiple Key Issue) location programmed into your "My Preferences" before attempting to issue keys, or other accountable items.

  marks the PEOPLE section of the Program.  Once people are in your database, you can assign Keys to them.

is the LOCKSHOP section of the Program.  Once a key is in your database, assigned a hook at an Issue Location; and Keys have been cut, identified, and placed on the issue hook, you can assign them to People.

In this section...

Start the Issue Process

Checking Authorization Prior to key to be issued

Print an individuals record

Return a Key

Return a Key that is RECALLED

Mark a key as Stolen

Mark a key as Lost

Mark a key as FOUND.

Get a History of keys issue to a person.

Finding WHO a key belongs too

Ordering Keys Remotely

NEW FEATURE - Personnel changing departments

Issuing a Key:

Start by SEARCHING for the individual to whom you would like to issue a key, or keys. This is done by clicking on the SEARCH link in the PEOPLE section in the left column menu.  We recommend starting with the first few letters of the individuals last name (search may be done by any of the categories listed), and clicking the ENTER button on your keyboard; or scroll down to the SEARCH button near the bottom of the screen.  We are using the name JOHN ABLE as the person receiving a key to the Academic 1 Building, Room 403.

So I have entered the letters AB in the Last Name field and click on button. A list of names will appear that match the criteria you entered. 

Select the individual to whom you are going to issue keys by clicking on the last name.  In this case the last of four listed.  The record for that individual will appear.

Next, you should click on the Key Issue link in the menu group directly below the selected individuals name.  This will produce the actual issue record for the individual you have selected.

Next, you should enter the Building and Room to which the individual is to be issued a key and click search.  An alternative method is to enter the Key ID (or blindcode) for the key to be issued.  This method is not recommended because you may be issuing an inappropriate key.  However, it is a alternative provided to aid in difficult searches.

In this case we are searching for a key to this persons office which is in ACD 403.  We enter the building from the drop-down menu, click the [Tab] key, and enter 403 into the room field...now click on the [Search] Button.

The individuals record will regenerate and list the results of the search:

Notice that the exact mach for room ACD1 403  is displayed at the Top of the list.  All masters that will also operate the door are listed.  Click on the key for the room to issue the key, and the program automatically takes you to the Authorization for the issue, in this case...

If you are using eKeyRequest you will bypass the following screen and go to a screen described in the eKeyRequest portion of this manual.

Authorizing the Issue: If you are NOT using eKeyRequest, the following Authorization instruction will appear.

In this case, we will assume that we are not using eKeyRequest, but we are enforcing Authorizations.  If your Authorizing person does not match the Authorization person, you should NOT issue the key.  As there is only one person authorized to allow access to this space, your authorization should match "Fish, Carrie".  Click on "Fish, Carrie" and the authorization will be associated with this issue, and the following information will appear.

There are three keys available, each key on the hook will be identified with the KeyID and the Issue# stamped on the key.  Lets say that the #4 key is the first key you grab from the hook, click on the #4 in the Seq# column.

Congratulations...you have issued the key, and this is what appears on his record.

You are now ready to issue him another key, or have him sign for the keys in his possession.

If you have purchased and are using eSignature you should now go to the eSignature portion of this manual.  If not, proceed to the Printing of the Issue Record.

PRINTING THE ISSUE RECORD:

Printing the record for the individual to sign or as a copy is easy.  Just click on the "Print Letter" in the left hand column under OPTIONS.  In our test case the following information would appear:

This record is current to the time the Print Letter link is selected.

Simply print the letter for signature or copy by using your browser to print.

• Printed copies are not necessary in a paperless operation.
• Single sheet copies can be made for systems where the person issued individual gets a copy.
• Single sheet copies can be made for systems where Key Issue keeps a signed copy.
• Single sheet copies can be made for systems where central storage is maintained.
• Multiple copies can be made for systems where multiple copies are required

FINDING WHO A KEY BELONGS TOO:

If you have a key, and you want to know to whom the key is issued, follow the following steps to obtain the information. 

1. Start by clicking on the Key Search link under the Lockshop Group in the left hand column.
2. Type in the Key ID into the Find Key by Blindcode space, and click on the SEARCH BUTTON.  DO NOT include the ISSUE/Sequence number.
3. Click on the correct Key ID from the list which is displayed.
4. Click on the Display Inventory link listed under the Options Group in the left hand column of the page.
5. A list of all keys using that KeyID will be displayed.
6. Select the one you are looking for from the list being displayed.

ORDERING KEYS REMOTELY:

Ordering Keys remotely, or electronically, is performed through the eKeyOrder procedure.  There is a special section for this section, click here, to access that information.

Return a Key

Keys may be returned for a number of reasons, and there are a number of ways to return keys.  We will discuss some here.  The first will be the most common, someone returns the key to Key Issue.  The second will be when a key is found, and you want to return the key to Key Issue without reissuing the key.

1. Click on the SEARCH link in the People Group located in the left hand column of your screen.

2. Type in the first few letter of the person returning the key in the appropriate field (first, last name or both) and click search.

3. Select the person returning the key from the list and click on the name link.

4. Now click on the KEY ISSUE link under the horizontal bar.

5. Click on the STATUS of the key which is being returned.

6. The results is defaulted to returning the key to the hook.  Click on the SAVE button.

The key is now removed from the persons issue list and is available for reissue.

In the second case we will searching for who has a key which has been found, and returning it to Key Issue, rather than returning it to the person to whom it was issued.

1. Click on the Key Search link in the Lockshop Group located in the left hand column of your screen.

2. Type in the KeyID which is stamped on the key, less the issue number.

3. Click on the Search Button.

4. Select the KeyID from the displayed keys and click on the Blind code.

5. Now click on the Display Inventory from the Options Group in the left-hand column.

6. You are now viewing all of the keys which have been created for that Blind-code/KeyID.  Find the key you want to return, and click on the STATUS of that key.

7. The results is defaulted to returning the key to the hook.  Click on the SAVE button.

   The key is now removed from the persons issue list and is available for reissue.

Return a Key that is RECALLED

When returning a key that has been identified as a recalled, the key can only be marked as destroyed.  Keys that are NOT recalled can be marked as Lost or Stolen or on the hook.  Now, when a recalled key is clicked on (to go to the status change screen for a key return), a red banner advises the operator that the key is in recall and must be destroyed upon return.  "On Hook" is not offered, nor is a choice of key issue point or other options typical to an active KeyID.  Only "Destroyed" is offered as an intake option.

Mark a key as Stolen

Mark a key as Lost

Mark a key as FOUND.

Get a History of keys issue to a person.