Keys

The Keys feature is designed to keep track of issuing and requesting keys for employees and contractors for access to substations. This module offers a list of employees and contractors who have pending requests, approved, and rejected keys. The option is available to filter through the lists and view additional details.

Key Requests

The initial page for the Keys module offers a list of pending requests. There are also other lists of key requests like approved, rejected, and all, and are accessible by pressing the names on the top center of the module. Further details about the requests include request ID and type, requested for, requested by, status, requested date, and also a Take Action link to configure the request.

Key Request - Filter & Search

This feature is to find a request more efficiently by employee ID, manager employee ID, or requested date. A table will populate in accordance to the filters and search provided.

Key Requests - Take Action

The Take Action link can be found on the right side of a pending key request. After clicking the link, a prompt will open where the key request can be approved or rejected. When approving a key request, the prompt will ask to input the key number and check for availability. If the key is available, clicking Approve & Save will approve the request.

Request Key

To request keys to a substation, find and click the blue Request Key button on the top right of the Keys module. Three options are available upon requesting keys. A request can be made for an employee, a contractor, or issue keys on demand. After selecting the type of key request, a prompt will open and ask for additional information, to include employee ID, key type, and request type.

Request Key for Employee

The option to request keys for an employee will open a prompt where further details are added. The employee ID offers a search bar feature that will search by employee name or ID number. After choosing an employee, information like supervisor name/ID and mail location will be displayed in the prompt. The Key Type input offers a dropdown menu to choose between a 30- or 40-day key. The Request Type input offers a dropdown menu with three options: New Key, Replace Damaged, or Replace Lost. After filling out all fields, click Save to create a key request.

Request Key for Contractor

The option to request keys for a contractor will display a prompt where further information will be needed. The contractor ID or name can be entered in the designated search box and the contractor will populate. The prompt offers a dropdown menu for the Firm Name input. The Key type input is also available in a dropdown menu to choose between a 30- or 40-day key. After selecting a Key type, a key availability checker will open. Start by inputting the key number. For a 30-Key, the key numbers start with 30 or 31 and is 5 digits long. For a 40-key, the key numbers start with 40 or 41 and is 5 digits long. The next step after inputting a proper key number, select the number of keys that will be requested. Click Validate Availability to verify the keys are available. The feature to upload an approval email is also available in this prompt. After filling out all the appropriate fields, click Save to create a key request.

Issue Key on Demand

The option to issue keys on demand is available and it will open a prompt to collect further information. First, the input for the Key type is in a dropdown menu format to choose between 30- or 40-day key. The prompt has an input area for the employee ID or name for easy look-up. Additional employee details will be added to the prompt. There is a text box area where the issuance reason should be added. The option to upload an approval email is also available. Lastly, since this is an on-demand issuing, the prompt asks for a number key and to validate the availability of the key. Start by inputting the key number then click on the Validate Availability. If the key is available, the option to Save will create a key request successfully.

Issued Keys

The Keys module offers a section to view all issued keys and the information pertaining to the keys. In this section, the list of issued keys are separated into categories like active, damaged, lost, return, pending return, not returned, or all. The lists of issued keys are organized by key number, key status, holder type, issued to, manager name/ID, status date, and action.

Issued Keys - Download

The Issued Keys section offers a feature to download a list into an excel sheet of the selected category of issued keys. The categories include active, damaged, lost, return, pending return, not returned, or all.

Issued Keys - Search

The Issued Keys section allows for a quick search of issued keys using the available search bars at the top of the category list. There are two search bars, one for a key number and the other for the key holder’s name or ID.

Issued Keys - Filters

The Issued Keys section offers a filter to narrow down the search for a particular issued key. The filters include two categories, key type and employee status both are dropdown menus for manageable results. After configuring the filters, click Apply to see the updated list. To remove the filters and view the original list, click Clear.

Key Information

The Key Information can be found by clicking the key number found under the Key column of the list. This information is quick data pertaining to the key, and includes issued to, firm name, key type, key number, number of keys, and issue date. The button to View Details will open a prompt for further information and actions are available.

Key Details

The View Details button will display a dialog with all the information pertaining to the issued key selected. The details include key number, key holder name/ID, manager name/ID and location. The prompt also includes information about the key status, key holder, and start and end dates. There is also a Download button that will create a PDF version of the Key Details. Click Close to go back to the list.

Key Details - Download

The Download button is available in the Key Details prompt. Clicking Download will provide a PDF version of the Key details.

Key Details - Manage

On the left side of the issued keys list, there is an Actions column. This is where the Manage link is located. Clicking Manage will open a prompt to allow changing the status of the key. Clicking Save will update the changes.

Requestor Report

The Requestor Report section offers a list of all the employees creating requests for keys. The list is organized in columns with the following information: employee ID, requestor name, role, title, phone number, and email address.

Requestor Report - Download

The Requestor Report section allows for the list to be downloaded into an excel sheet. Simply find and click the Download button found on the top right corner of the requestor report list.

Requestor Report - Filter

The Requestor Report section allows for a filter to search through the list more efficiently. The filter is located on the top right corner of the requestor report list. The filter offers a dropdown menu of roles where the two choices are GCC Key Administrator or GCC Key Requestor, and the list will repopulate according to the filter selected. To remove the filter, simply click the 'X' found next to the filter selected, then the list will go to the original form.

Job Code & Key Rules

The Job Code & Key Rules section is designed to set rules to regulate access to keys to specific job roles. The Job Code & Key Rules section offers a list and is organized in the following information: job code, job title, 30 key, 40 key, auth training, sub entry, and an action column.

Job Code & Key Rules - Add New Rule

To add a new rule to the Job Code & Key Rules, find and click the ‘Add New Rule’ button found on the top right corner of the section. A prompt will open to make the appropriate configurations and create a new rule. The first input box is designated for the role. The input box offers a search bar to either search for the role title or role code. The rest of the configurations are dials to choose from details like key rules and training rules. Click Save to successfully create a rule.

Job Code & Key Rules - Download

The Job Code & Key Rule section offers a feature to download the list of rules. Find and click the ‘Download’ button found on the top right corner of the section. The list will download into an excel sheet.

Job Code & Key Rules - Action

Once a rule is created, the Job Code & Key Rule section offers a feature to edit the rules. Simply find the job role to make changes to, then click on the pencil icon found on the right-side end of the role. A prompt will open where the changes can be adjusted about the key rules and training rules. Click Save to save the changes or cancel to keep the original rules.