The optional Key Management module can help you track all facility Keys regardless of whether Area access has been designated or a Key Holder has been assigned. It also tracks quantities of Keys created, issued, destroyed, or lost. You can record as found Keys previously reported as lost by the Key Holder.
Settings on many of the Lookups windows accommodate tracking non-hierarchical Keys for items such as filing cabinets, lockers, and vehicles.
Key Relationships to Other WebTMA Windows
For your convenience, the WebTMA Technician / Keys Tab and the Areas / Misc Tab as well as an Action Menu Keys link display information related to Keys. When you purchase the Key Management module, these features give you a quick review of Keys or Locks related to the record.
If desired, you can use the Work Order system to track Requests and issue Work Orders for Keys in the same way other work is processed. Key requests are submitted from the Request Log window or Requestor login.
Key requests can also be subject to WebTMA Approval Routing before they can be accepted.
Once a Key request is approved, a Work Order is created and the Key is tracked and handled like any other Work Order; however, this process using Request and Work Order is not required to use the Key Management module.
If you choose to create Work Orders, Tasks related to Keys are helpful. A special Key Adjustment Task check box enables additional Keys check boxes that are used for making Key Adjustments from the Work Order window.
You can also use the Notification & Escalation window to set up a reminder notice to be sent when keys should be returned.
Technician Window Keys Tab
This read-only Tab displays information taken from the Key Holder window. It displays Sections for Keys Held, Key Rings Held, and Keys on Key Ring assigned to the Technician.
Asset Types Lookup Window and Locks
Locks can be assigned to “doors,” which are any Assets with a Lookup > Asset Type that has the Is Door check box marked. Locks can also be assigned to locations but the Is Door designation is not required for locations.
You can apply any term you want to Asset Types that have locks, for instance, entry, hall access, or other descriptive names. As long as the Is Door check box is marked on the Organization > Lookups > Asset Types record, the Asset is eligible for selection from the Lock window in the Key Management module. This is one way a Lock is put into service.
Locks can be affiliated directly with a location rather than an Asset. You can assign a Lock to a Facility, Building, Floor, or Area record in addition to Assets. If a Lock record is associated with an Asset, the Asset takes precedence over locations.
Key Bitting Lookup Window
The Key Bitting is a confidential code that is not needed by most users. This information is subject to security violations; therefore, the default for all users is to hide the Bitting field on the Key window.
Even those users who have full authorization for Keys cannot see the Key Bitting field on the Keys / Identity Tab unless the WebTMA System Administrator grants Display Key Bitting on the User Management > Records / Preferences Tab. This precaution assures that only specific users have access to the Bitting field. In addition, your organization may prefer to use the Blind Code field on the Key record to add an extra layer of security to bitting identification.
Use the Lookups > Key Bitting window to add bitting information (the key cuts).
If you use Lock Shops, you can segregate keys by Lock Shops and filter user access based on Repair Centers. Be sure to create the Lock Shop record first; a Lock Shop cannot be added to a Bitting record once the Bitting record is saved.
When you create a new Bitting record, both Lock Shops and Key Systems can be added. This provides a way to use the same Bitting # more than once. For example all the following bitting records are allowed:
- Bitting # 1468 (no Lock Shop or Key System)
- Bitting # 1468 for Lock Shop A
- Bitting # 1468 for Lock Shop A and Key System AA
If you have other Lock Shops and Key Systems, you can create records using the same Bitting # for each of those as well.
NOTE: Key Bitting information is encrypted in the database and the Search feature has limited options, namely, is equal to, is not equal to, is empty, and is not empty. Reports do not show the bitting; instead, reports include a ‘Bitting Available’ column. TMA uses the Advanced Encryption Standard, also known as Rijndael.
Serialized Keys
Serialized keys require advance planning because the initial Key record (Key Management > Keys) must have the Serialized? check box marked when the record is created.
The first time you save the Key record, the field is locked and cannot be changed.
Actions regarding serialized keys are taken from Key Management > Key Adjustments when you Create or Return Keys.
On the Key Adjustments window, serialized numbering offers you two ways of numbering:
- Manually provide a Serial #
- Enter a Quantity / Start and WebTMA automatically generates the numbers
If you complete both fields and attempt to Save the record, an alert warns you that only one option can be used.
Request Types and Keys
The Organization > Lookups > Request Types window includes a Key Request check box that applies when you use the Key Management module.
Regardless of the name of the Request Type, any records with the Key Request check box marked cause WebTMA to display two additional fields on the Request Log window.
With a Key Request Type selected on the Request Log window, the following fields display immediately below the Request Type field.
- Key Number
- Key Holder
Neither of these fields is required, but it speeds the Work Order process if you enter the information when the Request is converted to a Work Order. The information is needed on the Work Order and determines whether the Request or Work Order is subject to Approval Routing.