Differences

This shows you the differences between two versions of the page.

--- ics:keydb:admin_manage_inventory [2021/03/06 02:22] – [Serial Number] dfiorell
+++ ics:keydb:admin_manage_inventory [2021/03/06 03:19] (current) – dfiorell
@@ Line 12: / Line 12: @@
   * [[ics:keydb:admin_manage_inventory#rooms|Define a Room]]
   * [[ics:keydb:admin_manage_inventory#key_number|Define a Key Number]]
-  * [[ics:keydb:admin_manage_inventory#associate_key_number|Associate a Key Number]]
+  * [[ics:keydb:admin_manage_inventory#associate_a_key_number|Associate a Key Number]]
   * [[ics:keydb:admin_manage_inventory#serial_number|Define a Serial Number]]
+  * [[ics:keydb:admin_manage_inventory#retire_a_key|Retire a Key]]
 ----
@@ Line 38: / Line 39: @@
 ===== Rooms =====
 Rooms are associated with buildings, and each room has two traits; **Room Number**, and **Description**. A building must be defined before a room can be created. When viewing a room, there are two room numbers. The first room number is the tracking number for that room in the ICS keys Management system. The second room number is the physical room number. The room tracking number is often hidden by the system and is maintained automatically. The physical room number is editable and maintained by the admin user.
+**Note:** If a key can open multiple rooms then the key number can be a description of what it opens. For example 'BATHROOMS' or 'ELECTRIC'. The Key number is not limited to numeric characters. The description can be used to explain in more detail about what rooms are accessible as a group.
 To define a room in the ICS Key Management system follow the steps below:
@@ Line 85: / Line 88: @@
   * Click the 'Save' button
-Once a Key number has been defined, proceed to the **Serial Number** section to associate the key number with a building and a room (or rooms.)
 ----
 ===== Associate a Key Number =====
+Once a Key Number is defined it can be associated with a room and building. A single key number may be associated with multiple rooms and buildings. Follow the steps below to associate a key number with a room and building:
+To define a new **Key Number** follow the steps below:
+  * Select the 'Key/Room' option from the 'DB Maintenance' menu
+  * Click the 'Create Key/Room' link on the right hand side of the page
+  * Select a defined key number form the 'Key Ref' drop down list
+  * Select a defined room from the 'Room' drop down list
+  * Click the 'Create' button
+If a key gives access to multiple rooms, repeat the steps above choosing the same 'Key Ref' and each of the different rooms until a key/Room association is created for all the desired rooms.
+To modify a Key/Room entry, follow the steps below:
+  * Select the 'Key/Room' option from the 'DB Maintenance' menu
+  * Use the filter boxes below the list to display the desired Key/Room entry
+  * Click the pencil icon in the right had column for the desired Key/Room entry
+  * Select a defined key number form the 'Key Ref' drop down list
+  * Select a defined room from the 'Room' drop down list
+  * Click the 'Save' button
+If a key no longer gives access to a room the Key/Room entry can be deleted. To delete a Key/Room entry follow the steps below:
+  * Select the 'Key/Room' option from the 'DB Maintenance' menu
+  * Use the filter boxes below the list to display the desired Key/Room entry
+  * Click the pencil icon in the right had column for the desired Key/Room entry
+  * Click the 'Delete entry' Link on the right had side of the page
+  * Click the 'OK' button in the confirmation dialogue
 ----
 ===== Serial Number =====
+After buildings, rooms, and key numbers have been defined, and Key/Room associations have been created, Serial numbers can be used to create the final step in tracking a physical key. A **Serial Number** ties together all the defined information and associations to create a key in the ICS Key Management System. A **Serial Number** should be created for each physical key. When a serial number is created for a key, it is listed as in the 'KeyBox' by default, and can be assigned from there.
+To create a key in the ICS Key Management system follow the steps below:
+  * Select the 'Create Key/Serial' option from the 'DB Maintenance' menu
+  * Select a defined key number form the 'Key No' drop down list
+  * Enter a unique serial number for the chosen Key Number (multiple serial numbers may be added if separated by commas)
+  * Click the 'Create' button
+**Note:** There is a yes/no option to 'retire' the key. This is usually left on 'no' during key creation. It may be changed to 'yes' later once the key is retired.
+To edit a key/serial entry follow the steps below:
+  * Select the 'Key/Serial' option from the 'DB Maintenance' menu
+  * Use the filter boxes below the list to display the desired Key/Serial entry
+  * Click the 'Edit' link on the right side of the list for the desired Key/Serial entry
+  * Edit the Serial Number
+  * Click the 'Save' button
+----
+===== Retire a Key =====
+If a Key is no longer needed, it doesn't need to be deleted, it can be retired. Retired keys are kept in the system so their history remains searchable and they still show up in some reports. It is preferred to retire keys than to delete them.
+to retire a key follow the steps below:
+  * Select the 'Key/Serial' option from the 'DB Maintenance' menu
+  * Use the filter boxes below the list to display the desired Key/Serial entry
+  * Click the 'Edit' link on the right side of the list for the desired Key/Serial entry
+  * Click the 'Yes' radio button under **Retired**
+  * Click the 'Save' button
+If a key must be deleted, follow the steps below:
+  * Select the 'Key/Serial' option from the 'DB Maintenance' menu
+  * Use the filter boxes below the list to display the desired Key/Serial entry
+  * Click the 'Edit' link on the right side of the list for the desired Key/Serial entry
+  * Click the 'View Key' link on the right hand side of the page
+  * Click the 'Delete Key' link on the right hand side of the page
+  * Click the 'OK' button on the Delete confirmation dialogue