Jenzabar Help Hub

Key Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The Key Definitions page lists the keys at your school. You can create key definitions, edit key details, and issue/return keys. You can also select multiple keys to download, edit, or delete.

Each key has an Actions drop-down with the following options:

  • Copy key - create a record for another key associated with the same building and room

  • Edit - change or update key details

  • Issue / Return key - update key status and issuees

  • View key history - view key status and issuee information

Use the expand icon Expand Icon next to each key number to see additional information, including security level, issuee information, and comments.

Use the filter options to find specific key definitions.

Note

As of the 2022.1 release, key definitions can be managed in both J1 Web and J1 Desktop. If your school is working in both systems, data entered in either one is saved to the other. For example, a key created in J1 Web will also appear in the Maintain Keys window in J1 Desktop.

Database Location

Key definitions are saved in the Key History table (KEY_HIST).

Permissions Required

The default Facilities Manager role has the "Can manage key definitions" permission to view and work with key definitions.

Note

The Name, Description, Original / Copy, and Permanent / Temporary fields are required.

  1. Click the Create definitions button.

  2. Enter a unique Key Number (up to 10 characters).

  3. Enter the key Description (up to 45 characters).

  4. Select an option from the Original / Copy drop-down.

  5. Select an option from the Permanent / Temporary drop-down to indicate the basis on which the key can be issued.

  6. Enter or select a Campus to activate the Building field.

  7. Enter or select a Building name.

  8. Enter or select a Room name.

  9. Select the Key Status.

  10. Select the Key Type.

  11. Select the Security Level associated with the key.

  12. If known, enter a name in the Issued To field.

  13. Select an Issued Date.

  14. If known, enter a name in the Returned To field.

  15. Select a Returned Date.

  16. Enter or select a Due Date for the key to be returned.

  17. Enter the key's Manufacturer.

  18. Select a Controls option to identify what the key controls or operates.

  19. Add an optional Comment about the key (up to 30 characters).

  20. Click Save and create another or Create and close.

  1. From the Actions drop-down for a row, click Edit.

  2. Make updates to the appropriate editable fields.

  3. Click Update.

  1. Select one or more rows to activate the Options drop-down.

  2. Click the Options drop-down and select Edit selected. The Edit Key Definitions pop-up opens.

  3. Click the Remove icon Remove Icon next to a key to remove it from the list.

  4. In the Select a Detail to Update section, select an option from the drop-down.

  5. Enter or select the appropriate information in the adjacent field.

  6. Click Add another detail to select another field to update.

  7. Click the Remove icon Remove Icon next to any details that you decide not to update.

  8. Click Update to apply the changes to each key in the list.

  1. From the Actions drop-down for a row, click Copy key.

  2. Enter a unique New Key Number (up to 10 characters).

  3. Enter the key Description (up to 45 characters).

  4. Click Copy. The new key is created and all the fields that were defined in the original key's record are populated.

    Note

    The Original / Copy field is not automatically updated when a key is copied. If you want to indicate that the copied key is not an original key, open the record and update the Original / Copy selection to Copy.

  1. From the Actions drop-down for a row, click Issue / Return key.

  2. Update the Key Status, if needed.

  3. Update the Due Date, if needed.

  4. To issue a key:

    1. Enter and select a name in the Issued To field.

    2. Enter or select an Issued Date.

  5. To record a returned key:

    1. Enter and select a name in the Returned To field.

    2. Enter or select a Returned Date.

  6. Add or update a Comment (up to 30 characters).

  7. Click Update.

  1. From the Actions drop-down for a row, click View key history to display a chronological list of people the key has been issued or returned to.

  2. Click the Expand icon Expand Icon next to the date to see comments.

  1. Select the rows you want to export to activate the Options button.

  2. From the Options drop-down menu, select Download to Excel.

  3. Select options for the Excel format and data columns.

  4. Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

Options for Key Status are managed on the Key Status Definitions page. Options for Key Type, Controls, and Security Level are maintained in the Campus-wide Definitions hub on the Maintain Table Values page. Enter the Column Name in the Quick Filter to view and add values.

Field Name

Column Name

Key Type

key_type

Controls

controls_what

Security Level

security_level

Note

As of the 2022.1 release, these values can be managed in both J1 Web and J1 Desktop. If your school is working in both systems, data entered in either one is saved to the other. For example, a Key Type added in J1 Web will also appear in J1 Desktop in the Maintain Table Values window under the Student Life - Key Type Column Name.

Yes; click the building/room name hyperlink to open the building/room details page.

When you click the expand icon in the list of keys, you'll see who the key is currently issued to and who last returned it. When you select Key history from the Actions drop-down for a specific key, the pop-up shows a chronological list of all the people who've been issued the key, people who've received the returned key, and any associated comments.