Request/Issue Keys through a Work Order

To request and issue keys through a work order, administrators must first set up a request type for that purpose.

To set up a request type for requesting/issuing keys:

1. On the Administration Menu, click Request Types and Sub Types under the Logbook Admin heading.

   The Request Types and Sub Types page opens.

2. You can do either of the following:

   • Create a new request type for issuing keys.

   • Select an existing request type in the Request Type field and configure it for issuing keys.

3. Set Key WO Type? to Yes on the new or existing request type.

4. Click UPDATE.

   The request type is now connected to the Keys module and supports requesting and issuing keys.

It is important to properly set up assignment rules so that a keys administratoris assigned to key request work orders. For full instructions for creating automatic assignments, see Logbook Notifications.

In addition to other required fields explained in the Logbook Notifications topics, make sure the following is in place for automatically assigning key requests:

• Select a request type that is set up as a key work order type in the Type field.

• Specify a keys administrator or member of a key shop in the Notifyfield.
• Select the Assign to option for the Default Action.

Once you have added the new notification, all work orders of the key request type specified will be automatically assigned to the appropriate keys administrator for that property.

Once request types are in place for requesting and issuing keys, you can create a work order of that type to request a key.

To create a work order for requesting a key:

1. Select Logbook > Create Request from the navigation pane.

   The Create Request page opens.

2. In the Property, Floor, and Space fields, specify the space you need to access.

3. In the Type field select a request type that is set up as a key work order type.

4. Under Who is making this request?, input the contact information for the person requesting the key. This can be done in two ways:

   • If you as the logged-in user are making the request, input your own contact information.

   • If you are making the request on behalf of someone else, click FIND A CONTACT and add the requesting person as the contact on to the work order.

   Note: The person requesting the key must be a user in the system for the key issuance to work properly.

5. Click OK to submit the work order.

   The work order routing in place at your organization goes into effect. For some this may include submitting a key request form along with the work order. When these processes are complete, a keys administrator or key shop will be responsible for reviewing the key request submitted through the work order.

Once a work order for requesting a key has been submitted, the work order will go through the normal routing process at your organization, eventually allowing a keys administrator or key shop to reserve the requested key.

To reserve a key for a work order request:

1. Select Logbook > My Requests from the navigation pane.

   The My Requests page opens.

2. Click the work order ID link for the key request work order.

   The Request Details page opens.

3. Click the Reserve a Key Copy link next to the UPDATE REQUEST heading.

   The Find/Update Keys page opens in the Keys module with search criteria and results populated. Only key templates that provide access to the space specified in the key request work order appear.

4. Click View Accessible Spaces for a key template.

   A dialog box opens listing all the spaces the key template can access. You can use the View Accessible Spaces links to help you decide which key template appropriately fills the request.

5. Select the appropriate key template.

   The Key Copies tab appears for the selected key template.

6. Click Issue for the key copy you want to issue.

   The Issue Key Copy dialog box opens with the Key Holder field populated with the key requester’s name from the work order. The Request ID field populates with the work order ID number for the key request.

   Note: If there are no key copies available for the selected key template, you can use the Add Key Copy functionality to create a new one.

7. Change the Status to Reserved.

   The key is now reserved, and the Request Details page for the key request work order opens. The Reserve a Key Copy link on this page has now become the View Reserved Key link. You can use this link to make changes to the key reservation if needed.

   Note: The exact name of the reserved status may vary, depending on the key request statuses in place at your organization.

8. You can select the Notify Requester check box to let the key requester know that the key is ready to be picked up.

   Note: The work order should remain in an open status until the requester physically picks up the key.

9. Click UPDATE to save any changes made to the work order.

In some cases, the key reserved for a work order request may not fulfill the request appropriately. For example, the key reserved may grant access to too many or too few spaces for the request. A keys administrator or key shop can view and change the key reserved for the work order request.

To view/change the key reserved for a work order request:

1. Select Logbook > My Requests from the navigation pane.

   The My Requests page opens.

2. Click the work order ID link for the key request work order.

   The Request Details page opens.

3. Click the View Reserved Key link next to the UPDATE REQUEST heading.

   The Issue Key Copy dialog box for the previously reserved key opens in the Keys module.

4. You can do either of the following:

   • If you do not want to change the reserved key, make no changes to the dialog box and click Update.

     The Request Details page opens for the key request, and you can continue processing the work order.

   • If you want to change the reserved key:

     1. Change the Status to anything other than Issued or Reserved.

     2. Click Update.

        The Find/Update Keys page opens with search results populated. Only key templates that provide access to the space specified in the key request work order appear.

5. Click View Accessible Spaces for a key template.

   A dialog box opens listing all the spaces the key template can access. You can use the View Accessible Spaces links to help you decide which key template appropriately fills the request.

6. Select the appropriate key template.

   The Key Copies tab appears for the selected key template.

7. Click Issue for the key copy you want to issue.

   The Issue Key Copy dialog box opens with the Key Holder field populated with the key requester’s name from the work order. The Request ID field populates with the work order ID number for the key request.

   Note: If there are no key copies available for the selected key template, you can use the Add Key Copy functionality to create a new one.

8. Change the Status to Reserved.

   The key is now reserved, and the Request Details page for the key request work order opens.

   Note: The exact name of the reserved status may vary, depending on the key request statuses in place at your organization.

9. You can select the Notify Requester check box to let the key requester know that the key is ready to be picked up.

   Note: The work order should remain in an open status until the requester physically picks up the key.

10. Click UPDATE to save any changes made to the work order.

When the requester physically picks up the key, the keys administrator or key shop can set the status to Complete or Closed on the work order requesting the key. This automatically sets the key to an Issued status in the Keys module.

To complete or close the work order request and issue the key:

1. Navigate to the Request Details page for the work order used to request the key.

2. Change the Status to Complete or Closed.

3. Click UPDATE.

   The work order receives the designated status and the key copy receives the Issued status in the Keys module.