SocSci Computing Services Help Pages

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[[ics:keydb|ICS Keys Management System]] | [[ics:keydb:admin|Administrator Documentation]]

====== Manage Open Key Requests =====
The main page of the Key Management system shows a menu bar at the top of the page, a list of open key requests, and two quick links at the bottom of the page.

The list of open key requests on the main page can be used to view a key request, or to accept the key policy for a key request (if the user has not accepted the key policy already.)

Clicking the **Approved Request** or **Pending Request** quick link on bottom of the main page will display a list of key requests. The right hand **Options** column of that list has several choices available for each request:

  * [[ics:keydb:admin_manage_requests#view_request|View key Request]] - Magnifying Glass Icon
  * [[ics:keydb:admin_manage_requests#edit_request|Edit Key Request]] - Pencil Icon
  * [[[[ics:keydb:admin_manage_requests#delete_request|Delete Key Request]] - Red X Icon
  * [[ics:keydb:admin_manage_requests#assign_keys|Assign Keys]] - Assign (link)
  * [[ics:keydb:admin_manage_requests#accept_key_policy|Accept key policy]] - accept key policy (link)

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===== View Request =====
Clicking the magnifying glass from the **Approved Request** or **Pending Request** pages, or from the **View** link on the main Key Management Page, will make the full details of the selected key request available for display or printing.

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===== Edit Request =====
Clicking the pencil icon from the **Approved Request** or **Pending Request** pages will allow edits to the details for the selected key request. Any details from the [[ics:keydb:user#request_key_s|Requesting a Key]] section may be modified.

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===== Delete Request =====
Clicking the red X icon will **immediately** delete the Key Request. Caution should be used because there is no way to recover the Key Request if deleted by mistake. If a Key request is mistakenly deleted, a new request must be created.

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===== Assign Keys =====
Clicking the **Assign** link will show the details of the selected Key Request. The Key Request is broken up into three sections:
  * [[ics:keydb:admin_manage_requests#personal_information|Personal information]]
  * [[ics:keydb:admin_manage_requests#approvals|Approvals]]
  * [[ics:keydb:admin_manage_requests#access_requested_key_assignment|Access Requested / Key Assignment]]

==== Personal Information ====
There is no option to edit this section. The information here includes; Name, UCInetID, Affiliation, Key policy, Supervisor, and Reason for the request.

==== Approvals ====
The approvals section allows the addition or removal of people who can approve the Key Request.

The **Add Approver** button will search for people by UCInetID and allow them to be added.

The **Remove Approver** button will add an X icon next to all the current Approvers. Clicking this X will remove that Approver from this Key Request.

==== Access Requested / Key Assignment ====
In this section you can assign a key and set Issue and Return dates. Additional rooms (keys) may be added or removed as well. 

A list is displayed of the currently requested rooms. There is a drop down box for each room with the serial numbers of available keys for that room. There are three steps to assigning a key:
  * select the serial number from the drop down box
  * set the 'Issued On' date by clicking in the appropriate box and choosing a date
  * click the 'Save' button at the bottom of the screen

Use the buttons at the bottom of the page to add or remove rooms. Clicking the **Add Rooms** button will bring up a menu to select additional rooms. Clicking the **Remove Rooms** button will put a red X next to all of the current rooms on the key request. Clicking the red X will remove the room. 

**Note:** The 'Save' button must be clicked to update any added or removed rooms. New rooms can not be removed unless the 'Save' button has been clicked or the page is reloaded.
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===== Accept Key Policy =====
IF the key policy checkbox was not checked on the Key Request Form, there will be a link titled '[[ics:keydb:user#accept_policy|accept key policy]]' in the options column. If this link is clicked the key policy will be accepted for the selected key request.
 
**Note:** If the key policy checkbox was checked in the Key Request Form, the '[[ics:keydb:user#accept_policy|accept key policy]]' link will not be available.