Find/Update Keys

The Find/Update Keys page allows you to search for keys. Once you have located the desired keys, you can select one from the search results and view or modify the key details, key copies, and associated assets.

To find keys:

  1. Access the Find/Update Keys page by clicking the Keys option in the side navigation pane.

    The Keys module pages appear in a drop-down menu in the side navigation pane.

  2. Select the Find/Update Keys option.

    The Find/Update Keys page opens.

  3. In the Search By field, select type of search you want to perform.

    You can search by any of the following values:

    • Key Template Number – Select this value to search for keys by their key number.
    • Asset – Select this value to search for keys that are associated with a particular asset, for example, lock, door, or piece of equipment.
    • Property – Select this value to search for keys that are associated with a particular property.
    • Key Holder - Select this value to search for key copies that are associated with a particular key holder.

  4. Enter a search value.

    • Key Template Number – Enter a value to search for keys that have the specified characters in their key number. .
    • Asset Name or Number – Enter a value search for keys that have the specified characters in their associated the asset name or asset number. As you type, matching assets display in the drop-down menu.
    • Property – Enter a value search for keys that have the specified characters in their associated the property name. As you type, matching properties display in the drop-down menu.
    • Key Holder - Enter or select the external employee ID associated with a key holder.

    This search is not case-sensitive.

  5. Click Search.

    A list of all keys that match the criteria you entered appears, displaying up to 20 results per page. You can access additional pages of results using the controls at the bottom of the list. You can sort the results in ascending or descending order by clicking a column heading. You can also drag-and-drop columns to rearrange their order. Finally, filter buttons are available on the Key Template Type and Key Template Status columns, allowing you to filter results by each column.

    For each key, the following information is displayed:

    • Select – click the link to display detailed information about this key

    • Key Template Number – the unique identifier of the key template

    • ID – the system-assigned identifier of the key

    • Code – the key code used to organize a set of keys

    • Key Template Type – the key template type, for example, grand master, master, sub-master, or operation

      You can click the filter button for this column to filter results by key template type. Clicking the filter displays a dialog box in which you can select one or multiple key template types to display. Once you select key template types, the search results refresh showing only the key template types selected.

    • Key Template Status – a value indicating the status of the key template; the possible values shown may differ for each organization, but Active and Inactive are the default status options; keys cannot be deleted, but they can be made Inactive

      You can click the filter button for this column to filter results by key template status. Clicking the filter displays a dialog box in which you can select one or multiple key template statuses to display. Once you select key template statuses, the search results refresh showing only the key template statuses selected.

    • Copies Available – the number of existing key copies that have not been issued to a key holder

    • Copy Count – the total number of key copies that have been entered into the system

    • Hook Number - the location of the key

    • Increment – the key cut increment

    • Key Cut 1 – a value identifying the first key cut

    • Key Cut 2 – a value identifying the second key cut

    • Keyway – a value indicating the shape of the key cylinder

    • Create Date – the date on which the key was entered into the system

    • Created By ID – the system-assigned identifier of the user who created the key

    • Created By Name – the name of the user who created the key

    • Update Date – the date on which the key details were last modified

    • Updated By ID – the system-assigned identifier of the user who updated the key

    • Updated By Name – the name of the user who updated the key

Once you have located the key you want to work with, click the Select link to the left of the key number to open a page containing the Key Template Details, Key Copies, and Associated Assets tabs.

ClosedKey Template Details

The KeyTemplate Details tab displays detailed information about a key. The following information is displayed for each key:

  • Key Template Number – the unique identifier of the key template
  • ID – the system-assigned identifier of the key
  • Code – the key code used to organize a set of keys
  • Key Template Type – the key template type, for example, grand master, master, sub-master, or operation
  • Key Template Status – a value indicating the status of the key template; the possible values shown may differ for each organization, but Active and Inactive are the default status options; keys cannot be deleted, but they can be made Inactive
  • Copies Available – the number of existing key copies that have not been issued to a key holder
  • Copy Count – the total number of key copies that have been entered into the system
  • Hook Number - the location of the key
  • Increment – the key cut increment
  • Key Cut 1 – a value identifying the first key cut
  • Key Cut 2 – a value identifying the second key cut
  • Keyway – a value indicating the shape of the key cylinder
  • Create Date – the date on which the key was entered into the system
  • Created By ID – the system-assigned identifier of the user who created the key
  • Created By Name – the name of the user who created the key
  • Update Date – the date on which the key details were last modified
  • Updated By ID – the system-assigned identifier of the user who updated the key
  • Updated By Name – the name of the user who updated the key

Edit a Key

To edit a key:

  1. On the Key Details tab, click the edit icon button to the left of the key number.

    The Edit Key dialog box opens.

  2. Modify any of the following values:

    • Key Template Status – a value indicating the status of the key template; the possible values shown may differ for each organization, but Active and Inactive are the default status options; keys cannot be deleted, but they can be made Inactive
    • Key Template Type – the key template type, for example, grand master, master, sub-master, or operation
    • Hook Number - the location of the key
    • Keyway – a value indicating the shape of the key cylinder
    • Key Cut 1 – a value identifying the first key cut
    • Key Cut 2 – a value identifying the second key cut
    • Key Code – the code used to organize a set of keys
    • Increment – the key cut increment

  3. Click Update.

ClosedKey Copies

The Key Copies tab displays a lit of all copies of a key that have been entered into the system. While a key specifies the definition of a key, key copies represent the individual physical keys that you can track. Filter buttons are available on the Key Copy Number, Status, Issue Date, and Expected Return Date columns, allowing you to filter results by each column.

The following information is displayed for each key copy:

  • Issue | Return | Edit Details – click one of these links to issue, return, or edit a key copy

  • Copy Number – the unique identifier of the key copy

    You can click the filter button for this column to filter results by key copy number. Clicking the filter displays a dialog box in which you can select an operator (Contains, Does Not Contain, Equals, Does Not Equal, Starts With, Ends With), and then enter a value accordingly. Once you define the filter, the search results refresh showing only the key copies that match the filter.

  • Serial Number – the serial number used to track the key copy

  • Status – a value indicating the status of the key copy, for example, issued, on hand, destroyed, or stolen; possible statuses may differ for each organization

    You can click the filter button for this column to filter results by status. Clicking the filter displays a dialog box in which you can select one or multiple statuses to display. Once you select statuses, the search results refresh showing only key copies with the statuses selected.

  • Key Holder – if the key copy has been issued, the name of the user it was issued to

  • Issue Date – if the key copy has been issued, the date when it was issued

    You can click the filter button for this column to filter results by the date the key copy was issued. Clicking the filter displays a dialog box in which you can select an operator (Greater Than, Equal, In Range, Less Than, Not Equal), and then specify dates accordingly. Once you define the date filter, the search results refresh showing only key copies with the specified Issue Date.

  • Expected Return Date – if the key copy has been issued, the date when it is expected to be returned

  • You can click the filter button for this column to filter results by the expected return date for the key copy. Clicking the filter displays a dialog box in which you can select an operator (Greater Than, Equal, In Range, Less Than, Not Equal), and then specify dates accordingly. Once you define the date filter, the search results refresh showing only key copies with the specified Expected Return Date.

  • Actual Return Date – if the key copy has been issued, the date when it was returned
  • Barcode – any bar code number associated with the key copy
  • Comments – any comments about the key copy
  • Create Date – the date on which the key copy was entered into the system
  • Created By Name – the name of the user who created the key copy
  • Update Date – the date on which the key copy details (including the status) were last modified
  • Updated By Name – the name of the user who updated the key copy

ClosedAdd a Key Copy

To add a key copy:

  1. On the Key Copies tab, click the Add Key Copy link.

    The Add Key Copy dialog box opens.

  2. In the Copy Number field, enter a value to identify the key copy.

    Key copy numbers can contain numbers, letters, and symbols, but each key copy number must be unique within a specific key. The system suggests a default key copy number by incrementing the most recently created key number by 1.

  3. In the Serial Number field, enter the serial number used to track the key copy.

  4. In the Status field, select the status of the key copy.

    System administrators may configure the options for this drop-down menu at your organization using the Key Configuration Options admin page. The following values are the default key copy statuses:

    • Issued – This value indicates that the key copy has been issued to a key holder. You can specify a key holder by clicking the Return link.

    • On Hand – This value indicates that the key copy is on hand and has either not been issued to a key holder or was issued and returned.

    • Destroyed – This value indicates that the key copy was destroyed and is no longer in on hand.

    • Stolen – This value indicates that the key copy was reported stolen and is currently missing.

  5. In the Bar Code field, enter any bar code number associated with the key copy.

  6. Click the Add Key Copy button.

    The key copy is added to the system. Adding a key copy updates the Copies Available and Copy Count values on the Key Details tab and the Create Date and Created By Name values on the Key Copies tab.

ClosedIssue a Key Copy

Once a key copy has been entered into the system, you can issue it to a key holder to specify the name of the user who is now in possession of the key. You can also issue keys through a work order. For more information, see Request/Issue Keys through a Work Order.

To issue a key copy:

  1. On the Key Copies tab, locate the key copy you want to issue and click the Issue link.

    The Issue Key Copy dialog box opens.

  2. In the Key Holder field, select the name of the user who is taking possession of the key copy.

    Key holders must be users in the system, but they do not need to have any security rights to access the Keys module or any other module.

  3. In the Status field, select the Issued status to indicate that you are issuing the key copy.

  4. In the Request ID field enter the ID of any work order that is associated with this key copy issue request.

    If you are issuing a key copy in response to a work request, you can enter the request ID in this field to associate the request with the issuing of the key copy. The system validates the value entered to ensure that it is a valid request ID and that you have the proper security rights to access it. This association is for informational purposes only; it does not affect the work request.

  5. In the Issue Date field, enter the date when the key holder takes possession of the key copy.

    This value defaults to today's date.

  6. In the Expected Return Date field, enter the date when you expect the key copy to be returned.

  7. In the Comments field, enter any comments related to issuing the key copy.

  8. Click the Update button.

    The key copy is issued to the selected user. Issuing a key copy updates the Copies Available value on the Key Details tab and the Update Date and Updated By Name values on the Key Copies tab.

ClosedReturn a Key Copy

When the key holder returns a key copy, you can update the system to acknowledge that the key copy was returned and is now available to issue to a new user. To return a key copy:

  1. On the Key Copies tab, locate the key copy you want to return and click the Return link.

    The Return Key Copy dialog box opens.

  2. Select one of the following values as the New Status for the key copy:

    • On Hand – This value indicates that the key copy was returned and is now on hand to issue to another key holder. Selecting this value populates the Actual Return Date with the current date and allows you to update that field. Selecting this value also allows you to select the Save & Reissue button if you want to immediately reissue the key copy.

    • Destroyed – This value indicates that the key copy was returned and then destroyed or taken out of circulation.

    • Stolen – This value indicates that the key copy was reported stolen, but the key holder is no longer responsible for it.

  3. In the Actual Return Date field, enter the date when the key copy was returned.

  4. Edit the following fields; they are pre-populated with information from the issue process:

    • Key Holder – the user the key copy was issued to and/or the user returning the key

    • Request ID – the work order associated with the key copy return request, if applicable

      If you are returning a key copy in response to a received work request, you can enter the request ID in this field to associate the request with the returning of the key copy. The system validates the value entered to ensure that it is a valid request ID and that you have the proper security rights to access it. This association is for informational purposes only; it does not affect the work request.

    • Status – the current status of the key copy prior to its return

    • Issue Date – the date the key copy was issued

    • Expected Return Date – the day the key copy was expected to be returned

  5. In the Comments field, enter any comments related to returning the key copy.

  6. To complete the return process and save your changes, select one of the following:

    • Save & Reissue – saves your changes and navigates you directly to the Issue Key Copy dialog box to immediately reissue the key copy; this option is only available if the New Status of the key copy is set to On Hand

    • Save & Close – saves your changes and closes the dialog box; the key copy is returned to the system, updating the Copies Available value on the Key Details tab and the Update Date and Updated By Name values on the Key Copies tab

ClosedEdit a Key Copy

Editing a key copy updates the key copy details. To edit a key copy:

  1. On the Key Copies tab, locate the key copy you want to edit and click the Edit Details link.

    The Edit Key Copy Details dialog box opens. You can modify any or all of the key copy fields.

  2. In the Copy Number field, modify the key copy number.

    Key copy numbers can contain numbers, letters, and symbols, but each key copy number must be unique within a specific key.

  3. In the Serial Number field, modify the serial number used to track the key.

  4. In the Status field, select a new status for the key copy.

    System administrators may configure the options for this drop-down menu at your organization using the Key Configuration Options admin page. The following values are the default key copy statuses:

    • Issued – This value indicates that the key copy has been issued to a key holder.
    • On Hand – This value indicates that the key copy is on hand and has either not been issued to a key holder or was issued and returned.
    • Destroyed – This value indicates that the key copy was destroyed and no longer on hand.
    • Stolen – This value indicates that the key copy was reported stolen and is currently missing.

    If you modify the key copy status value, the Copies Available value on the Key Details tab is updated. Changing the status to On Hand increases the Copies Available value by 1. Changing the status to Issued, Destroyed, or Stolen decreases the Copies Available value by 1.

  5. In the Bar Code field, modify the bar code number associated with the key.

  6. Click the Update button.

    The key copy is updated and the Update Date and Updated By Name values on the Key Copies tab change to reflect the update.

ClosedAssociated Assets

The Associated Assets tab displays a list of all assets that are associated with a key. Most often, the assets associated with a key correspond to doors or locks. However, some keys may be associated with a piece of equipment like a vending machine or a locker. Or, certain assets, such as HVAC equipment, may be housed in a cage that has a lock on it to secure it.

The following information is displayed for each asset associated with a key:

  • Delete Icon – click this icon to delete an existing association between this asset the key
  • Asset Name – the name of the asset; click this link to open the Asset Details page
  • Asset Number – the unique identifier of the asset
  • Asset Class – the category used to organize sets of similar assets
  • Property – the name of the property where the asset is located
  • Space/Floor – the space or floor where the asset is located
  • Create Date – the date on which the asset was associated with this key
  • Created By Name – the name of the user who created the association between this asset and the key
  • Update Date – the date on which the key-asset association was last updated
  • Updated By Name – the name of the user who updated the key-asset association

Find and Associate an Asset

To find an asset and associate it with a key:

  1. On the Associated Assets tab, click the Find and Associate Asset link.

    The Find And Associate Asset dialog box opens allowing you to search for an asset to associate with the key.

  2. Enter search criteria to narrow the set of assets displayed and then click the Search button.

    You can search by:

    • Asset Name or Number – Enter a value to return all assets that have the specified characters in their name or asset number. This search is not case-sensitive.
    • Asset Class – Select a value from the drop-down menu to search for assets in a specific class (such as door locks).

    A list of all assets that match the criteria you entered appears, displaying up to 10 results per page. You can access additional pages of results using the controls at the bottom of the list.

  3. To select an asset to associate, click the row containing the asset to highlight it and then click the Associate Asset button.

    If you click the asset name link, you will open a new tab containing the Asset Details page. This page provides more details about the asset to help ensure that you select the appropriate asset if you cannot properly identify it by the asset name, number, class, property, and space/floor values.

    The Associated Assets tab updates to display the new association.

If you want to delete an association between a key and an asset, click the A small trash can (delete) icon button to the left of the asset name.

Accruent logo in white text.

© Copyright Accruent 2025Privacy PolicyTerms of UseLegal