Home

User Manual - Joerg Rosenthal Software

image

Contents

1. USERS Index Card gt Page 11 1 1 Create users 1 2 Assign passwords 1 3 Determine authorizations BUILDINGS Index Card gt Page 12 2 2 Create buildings parts of buildings KEY CABINETS gt Page 13 Index card gt Page 16 3 1 Create key cabinet 3 2 Assign users with access authorization DOORS Index Card gt Page 14 4 1 Specify door description 4 2 Assign building LOCK GROUPS Index Card gt Page 16 5 1 Create groups 5 2 If you plan to work with nested groups Create sub groups first then create main groups then assign sub groups to main groups Notes On The Simplification of Data Collection In addition to the manual data collection described below you can also collect your data in Excel cells with our standard import table and import the list into the KEY ORGANIZER In many cases this is much faster than gathering data manually because the data records are automatically linked However this process is not available to every customer and usually also requires manual revision Please simply download the table from www key organizer de under Download CYLINDERS Index Card gt Page 17 6 1 Create cylinders 6 2 Assign cylinder to door doors in which the cylinder is mounted 6 3 If the cylinder belongs to a key system and is part of a lock group i e if the cylinder is locked not only with single keys but also with group keys assign cylinder to a group EMPLOYEES Index Card gt
2. Handing Over Important Notes on Program Modifications 1 Since mid 2007 the list of key holders also contains a list of defect keys 2 To guarantee an auditing acceptability the total number of keys will not be reduced if there are defect copies 20 KEYS Index Card Part 3 Here you will find further information about the functions provided by this index card Please also read the preceding page Use Bunches of Keys From Version 11 2006 the KEY ORGANIZER program supports the administration of bunches of keys A bunch is based on the connection of single keys i e the keys of one bunch must be individually created beforehand The program will treat the bunches as individual keys 1 Create Bunch Of Keys Select the index card Keys to create a new bunch of keys On the index card do NOT select the button NEW because this will create only individual keys Instead select New bunch of keys under Edit in the program menu In the input mask enter the name of the bunch of keys The name should start with bunch to provide an easy identification and differentiation from individual keys at first glance In the KEY ORGANIZER one bunch cannot occur more than once therefore the entry of a quantity is deactivated here i e if required several identical bunches will have to be created individually Different from individual keys it is not possible to create direct links between bunches and doors lock cylinders or lock
3. Building data is entered on the index card Buildings Select the Cylinder s Key System If you wish to work with cylinders select the cylinder s key system here The selection of building is of no relevance to the latest program versions It is only still included for compatibility reasons Here please select either for no key system assigned or select and specify a key system Select Cylinders If you have defined cylinders or if you wish to work with specific cylinders you can select the cylinder corresponding to the door here This approach has the advantage that you do not have to specify once more for each key separately that it un locks the corresponding door on the index card Keys List of doors lt Search term gt Li New in All buildings Administration Main entrance ninistration Building Administration Office 1 Administration Building Door Administration Office 2 Administration Building Administration Office 3 Administration Building Building Administration Office 4 Administration Building A Administration Plant room Administration Building P Administration Restroom Administration Building Administration Server room dministration Building Production I Production Hall Room no Room Office 1 Un Locking Keys and Persons Highlighting a door will display a list of results at the bottom The list shows which keys un lock the door and which employees have such a k
4. Page 18 7 1 Create employees Last name First name 7 2 Enter additional fields according to template see above KEYS Index Card gt Page 19 8 1 Create keys 8 2 Select key system 8 3 Select key type optional but one single master key SMK MUST be defined as master passkey MPK and will then automatically lock all cylinders of the system 8 4 Enter total number of keys 8 5 Select key cabinet 8 6 1 Single key Assign cylinders 8 6 2 Sub master key Assign lock group 8 7 Save key 8 8 Combine keys in bunches or distribute to several cabinets 8 8 Issue key to employee 10 USERS Index Card Users are those persons authorized to use the program The entire index card Users only requires the entry of one explicit name The remaining fields are optional Password For security reasons we recommend to protect the program with passwords Caution A user whose option User User Rights is set to Yes is authorized to issue user passwords and can therefore grant him herself all rights If you want to avoid this set this option to No for the relevant user Determine Authorizations Specify the users rights You can determine authorizations for different key cabinets e g a key cassette in the office and a key cabinet in the janitor s room Journal For security reasons all changes are recorded in the user administration This journal cannot be changed retrospectively Open the journal by
5. Here you can assign a key to a key system means that no system has been assigned e g for a car key Key type This entry is optional and will not be evaluated Only a passkey which un locks all cylinders of a key system MUST be defined as GGMK You can make the following assignments CK Change Key individual key SMK Sub Master Key MK Master Key GMK Grand Master Key GGMK Great Grand Master Key EK Emergency Key I and M additional locking Quantity When creating a key entry enter the total amount of all of a key s copies i e the total number of all available and issued original keys and duplicates This figure will later change automatically when you re order keys It is also possible to change the number of keys at a later date This will then be recorded in the journal If you click the command Inventory using the right mouse button in the field available on the left you can also change this field KEY ORGANIZER Key Management Software C 2003 2010 J Rosenthal Fie Edit Handingover Wiew ork Extra windows Window Language Hela Info Demo Assign Lock Group If you work with lock groups see index card Groups this is where you can define the lockings very easily without having to separately assign a cylinder or a door to the key When a lock group has been assigned the key automatically un locks the cylinders contained in this group and the doors where these cylinders are installed as well as
6. Timothy Adams Barbara 14 DOORS Index Card Part 2 Store Ground Plan On the index card Doors the KEY ORGANIZER supports the use of images as ground plans You have the possibility to store an image for each floor of a building or for each part of a building The black marker indicates that a ground plan is stored If there is no marker no ground plan is linked to the data Supported image formats If you use Windows XP or Vista you can use ground plan images in the common file formats JPG GIF PNG BMP and TIF If you use an older Windows version you can only use BMP or some JPG file types lf your ground plans are only available in other file formats you will have to export your images from your program and convert them into a supported format The program does currently not support links to other file types as e g AutoCAD drawings The selected file will be automatically copied to the KEY ORGANIZER s data directory This means that you may rename move or delete your selected original file later without any effects on the display in the KEY ORGANIZER How to embed the correct size The Key Organizer will take over the JPG image file at a ratio of 1 1 and will not change its size width and height in pixels Therefore please select the size of your images in advance and set them to the scale they shall be displayed later on the screen when displayed at 100 Current monitors support a resolution of 1024x768
7. an individual license to use the KEY ORGANIZER program for each workstation All intellectual property rights remain with Rosenthal Software Development Jorg Rosenthal Lippstadt Germany To use the program every user must agree to the program s license agreement BASIC PROGRAM FUNCTIONS Any data entry into the KEY ORGANIZER is based Roa he iar ie seinen es ae on the same principle emoved records will not be contained IN IStS any longer and cannot be used for new assignments and actions once they have been deleted For some entries you will have to remove the link to other data records before you can delete the entry You will find a command bar above the entry fields Depending on the available actions this bar contains different administrative functions e g New Edit Save Cancel Delete Issue etc Marker behind Lock Groups A group that is locked with the entry in this case a specific key has been directly assigned to the entry Depending on the index card the marker can also be placed behind the tab Doors Cylinders Lock Groups Sub Groups or on the button Ground Plan New will create a new data record and requires the entry of a new data set entry Edit will set the selected entry to the editing mode that allows you to change existing data For easy identification of the editing mode the entry fields of a data record that is in the editing mode are displayed in yellow A marker alway
8. groups Instead of these direct links the bunch s locking options automatically result from the lockings of the contained single keys Since creating a new bunch will not define the bunch s single keys save the newly created bunch data record after having entered a name 2 Add Key To A Bunch Of Keys Keys are added to a bunch with the issue return mechanism similar to the mechanism used for the transfer of keys to persons Select the key you want to add to a bunch Press Ctrl m to add the key to the marked list Repeat this action to add more keys to the marked list if you want to attach more keys to the bunch When the marked list contains all Keys you want to add select the bunch to which you want to add the keys In the marked list highlight all keys and click the button Issue You will then be asked if you want to issue the keys to a person or to the selected bunch Confirm this message by clicking the button Bunch The program will now open the index card Handing Over On this index card you will have to confirm the transfer one more time This transaction does not contain the option to print a receipt Delete the keys from the marked list to complete the transaction 3 Take Key From A Bunch Of Keys To take one individual key from a bunch at a later date select the respective key in the list of keys and search for the bunch of keys in its list of holders Click Return 4 Issue Bunches Of Keys To Persons Bunches of
9. keys are issued and returned to key holders exactly in the same manner as single keys are issued and returned To issue a bunch first select a person then select an available bunch of keys Click Issue To return a key select the bunch of keys then select its holder and click Return 21 HANDING OVER Index Card This card contains the functions Issue and Return Lost and Found and Defect and Repeat Order This index card is normally opened from another index card e g from the index card Keys Then the last activated key is already selected Help Texts When working with the KEY ORGANIZER please take note of the individual detailed help texts for your program version These texts will offer you any required additional information on the individual program functions and transactions Specify Quantity Enter how many copies of a key you e g want to issue or take back Old Stock and New Stock The program calculates these figures automatically To guarantee an auditing acceptability these figures cannot be altered Printing of Receipts To create your own texts select Define texts for print outs under Edit in the program menu at the head of the screen Specify Return Deadline and Notes Values entered here can be changed by selecting the respective employee list down right for the relevant key Right click the entry to select the command Edit deadline notes and or Edit details Multiple Issuance of Severa
10. order DEADLINES Index Card sarisini a a 23 Check returned keys and deadlines JOURNAL Index Caidir tnea a uaaa 24 Display export and print recorded transactions for specific employees keys or users travel back to a point in time in the past INSTALLATION AND SYSTEM REQUIREMENTS System Requirements PC running Windows 7 Vista XP 2003 2008 Server 2000 NT 4 ME 98 32 and 64 bit Screen resolution 800 x 600 pixels or higher Optional To view the instruction as PDF file you will need to have Adobe Reader installed on your computer Optional To print individually designed receipts optionally with your company logo you will need to have Microsoft Word 2000 or later installed on your computer e g in Office 2000 Office XP Office 2003 or Office 2007 Install KEY ORGANIZER 1 Insert the installation CD ROM into the CD DVD drive of your computer or use the downloaded installation program 2 The CD contains a file named Setup exe Double click this file 3 Click OK to confirm the program installation Once the installation is complete you will find shortcuts symbols for the KEY ORGANIZER on the desktop and in the program menu Clicking these shortcuts will start the program If you plan to use the KEY ORGANIZER program in a network with more than one workstation please also read the chapter Network Use Software License Unless otherwise agreed with the developer originator you will need
11. the related sub groups Assign Cylinders This is where you can assign those cylinders to a key that are un locked by it When creating a sub master key and working with lock groups you should not assign the key directly and manually but assign the sub master key to a lock group see 5 Assign Doors This is where you can assign a specific door to a key that is un locked by it Use this function only when you NEITHER work with cylinders NOR with lock groups because otherwise this would imply an additional acquisition effort When you assign a key directly and manually a marker will be displayed on this tab indicating the direct assignment Note Overlapping lock groups cylinders and doors can be assigned to a key without any difficulties or malfunction all locking options will be added up This however involves the risk that you lose track of the lockings and might not be able to reconstruct the creation context and relations of a locking Therefore we recommend a systematic and well structured approach gt gt Continue reading on the next page Seles nA Buildings ig Doors Cylinders A keys E Cabinets Employees ia over fe Deadlines z iy List of keys Search terms s E of all key systems w af ae ra eet Issue GK Administration Office 1 2 GK Administration Office 3 4 Administration Administration GE Production Office 7 8 Production es Hitara z Production Key System GK Warehouse Entry y d
12. to you Type Coloring Locking Form These fields are only supposed to be a memory aid for you and will not be automatically evaluated by the program The field Type refers to single lockings E additional lockings I M and central lockings Z and is in particular filled with corresponding data when importing KWD data provided that the KEY ORGANIZER supports the relevant KWD format Doors Specify in which doors this cylinder has been installed If you have not yet entered any doors you will have to specify doors first by using the index card Doors The marker on the tab indicates that a door has been assigned manually If there is no black marker the KEY ORGANIZER will automatically create the entries from existing links Lock Groups Here you can determine which lock groups this cylinder belongs to if you want to work with lock groups If you have not yet entered any lock groups you will have to specify corresponding groups first by using the index card Groups Disposition Here you find discarded cylinders You can discard cylinders by clicking the 1st data field under Disposition using the right mouse button and making your entries Quantity available Enter the number of cylinders manually The program will automatically calculate the number of available cylinders from the total quantity less the installed cylinders less the defect or discarded cylinders 17 EMPLOYEES Index Card Govern E
13. ETS Index Card The KEY ORGANIZER gives you the possibility to create different key cabinets and assign corresponding rights to the program users For example a member of the administration department can be granted authorization to govern the keys contained in the cabinet Till while not being authorized to govern the keys in the cabinet Janitor s Room Cabinet Name A name may not be assigned more than once Number of Trays Columns Rows The program does not yet evaluate this data This information is reserved for a graphical display in future versions Specify Users with Access Authorization You need to be authorized to execute this command see index card Users T Key Organizer Key Management C 2003 2008 J Rosenthal Software File Edit Handing over View Sort Extra windows Window Language Help Info Q re a _ la a Buildings g Doors g Cylinders A Keys Cabinet 1 Cabinet 2 Users with access rights Keys in this cabinet MPK Warehouse Warehouse MPK Administration Administration SK Administration Office 1 Administration SK Administration Main entry Administration Rectronom Wiarehnmirce 13 DOORS Index Card Part 1 On this index card you can create doors and assign buildings key systems and cylinders to these doors Specify Door Name A name may not be assigned more than once per building Assign building Here you can determine which building or part of building the door belongs to
14. Path The folder containing the KEY ORGANIZER database with all your entries is called Data and is by default stored on your local hard disk in the directory C Program Files KeyOrganizer Data If required you can create another directory for the folder Data e g on a server by selecting Settings under Edit in the program menu CAUTION Changing the directory will not automatically copy existing data to the new directory The folder Data must be manually moved to the new directory Define Backup Frequency To determine whether and when to perform backups of your data select Edit under Settings in the program menu Since the backup files are very small we recommend to perform a backup daily after use and to untick the checkbox in front of the entry Ask user before each backup Of course it is up to you if you want to backup your data less frequently or not at all But please keep in mind that you are responsible for the preservation of your data and that e g a hard disk defect might damage your data For an optimum data protection we recommend you to save your data externally e g on CD ROM regularly in addition to the automatic program backup Determine Backup Path To determine the backup path select Directories under Edit gt Settings in the program menu By clicking Change you can select a folder The folder can also be stored on another computer as part of a network e g a server This add
15. Y STEP INSTRUCTION cccccccsecesseeeeseeneceneneneseeeeeneees 10 Correct data entry order USER INGE Cards a aadengounsatbancent 11 Create users assign passwords and authorizations BUILDINGS Index Car Glia sscccscccisccauest dese caveensendceietaveneviuteiescawsbanncateds 12 Create buildings parts of buildings and key systems assign predefined key systems to buildings KEY CABINETS Index Card sscesisiecisstcictcicc Setanta 13 Create key cabinet and determine administrator s user rights DOORS Index Card ia icecacsc utes is ives taeasewe eiueiceee Gee pcectieienags 14 Create doors assign buildings key systems or cylinders to a door GROUPS Ndx Card sanoan a swe iereserterss 16 Create lock groups assign keys and cylinders to one or more lock groups grouping of lock groups from sub groups CYLINDERS Index Card cece cececeeeceeeeeeeeeceeeseneeeeneceneeenesenesenneeaees 17 Create cylinders assign cylinders to doors and lock groups PERSONS EMPLOYEES Index Card ccccccsceeeeeeeeneeeeeeeneeeneees 18 Create employees and check key inventory show journal KEYS Index Card cieca a ceca eet 19 Create keys assign door s key system cylinders and or lock group s to a key issue key s record loss create bunches of keys show journal print key issuance receipt HANDING OVER Index Card ccccceeeceeeeeseceeseseeeseeeeseneeeseeesaeess 22 Issuance and return lost and found defect and repeat
16. clicking the button top right or by opening the index card Journal Both User And Key Holder If a user is also a key holder the user must be created twice in the program i e as Employee and as User User authorisations for Smith John __All ves J __All No Change master data Persons KEYS wssscnecsenneeeeeeeeeeeeesersees fOr all key cabinets DUG e i i TOS Buildings Master key systems Yes Users User rights ccccnees YES Handing over Issue key for all key cabinets ROQUIT KEY veccsscecestererseseeens for all key cabinets Lost FOUN sisaan fOr all key cabinets Defect Subseq deliveries for all key cabinets Other Change settings Configure printouts Print export lists w mr 11 BUILDINGS Index Card On the index card BUILDINGS you can create all buildings or parts of buildings Name amp Name Affix Two fields are provided to enter a Name In the first and longer field please enter only one short name that will only be used once In the second field you can optionally enter e g an object number or the key system that is used This description will be displayed in square brackets behind the name in the list view e g BKS Assign Key System If you govern key systems with the KEY ORGANIZER you can assign a key system to a part of a building here means that no system has been assigned The selection own key system is of no relevance to the latest pro
17. data path has to be modified for network use Please take the following steps 1 Close the KEY ORGANIZER 2 Use the Windows Explorer to move the complete folder named Data to the server The folder Data contains your latest database and can be found in your KEY ORGANIZER program directory 3 After having moved the folder check the authorization rights for the folder Data All Windows users who are supposed to use the KEY ORGANIZER must have read AND write access to the Data folder even if a user is not supposed to have an authorization to make changes in the KEY ORGANIZER see Index Card USERS In the KEY ORGANIZER the program users and the corresponding user rights are stored in a central database so that you have to create a new user only once and centrally 4 Launch the KEY ORGANIZER On the settings page Edit gt Settings select the path to your server and to the folder Data as new data path 5 The program will be closed automatically Relaunch the program From now on the KEY ORGANIZER will access your shared data stock via the network CAUTION The program directory containing the exe file should remain on the local PC in any case and should be locally started from there Therefore the shortcuts on the desktop and in the start menu will remain valid and active The use via a terminal server is an exception Here the program will only be installed once and centrally Troubleshoot Potential N
18. e were assigned to the correct fields in the KEY ORGANIZER program 4 If the table preview shows that the values were assigned correctly click the button Perform import and your table data will be transferred to the master data Important Note Prior to any import we generally recommend to use the Sandbox Mode to check the import result see next page If the import does not produce the desired results close the Sandbox Mode by pressing F10 or by logging out under File in the program menu Try to import your data again with modified specifications in a new Sandbox Session Your original database will remain unchanged If the final import into your original database i e without Sandbox Mode did not produce the desired results please read the information on Data Backup to recover your data IMPORT AND EXPORT OF DATA DATABASE CLEAN UP SANDBOX PART 2 Re Import List Update Data Records You can re import an updated list To import an updated list the first field of each line i e the description must be exactly the same as the name stored in the program For this data record all fields that were created beforehand will be overwritten Caution All manual changes in the KEY ORGANIZER that have been done in the meantime will get lost at any rate Import Lock Plan Model With our standard import spreadsheet you can collect data in Excel cells and import the data into the KEY ORGANIZER In many ca
19. er your existing data to the KEY ORGANIZER using individual import filters In most of the cases it is also possible to import digital data of the manufacturer of your key system If you wish to import this kind of data please contact us by e mail Important Security Notes Since it is impossible to undo an import we recommend you to back up your database prior to an import To back up your database select Perform Data Backup under File in the program menu In addition we strongly recommend you to make use of the Sandbox Mode see next page In the sandbox mode you can check the result of an import without any effects on your original data Import List To import data take the following steps 1 Convert your existing data into a tabular format e g with Excel Arrange the columns exactly as shown in the KEY ORGANIZER import window 2 Export the table you created as text or CSV file You can export these formats with a spreadsheet e g Microsoft Excel Save the table as file type CSV Comma Separated Value csv or Text Tab Separated Value txt 3 In the KEY ORGANIZER select Import under File and then choose the data type you wish to import i e doors keys or employees Click the button Open File in the import window Check or uncheck the selection box to determine if the first row of your table contains titles In the displayed table element you can then check if the columns of your tabl
20. etwork Use Problems In the case of error messages being displayed due to missing write access when using the KEY ORGANIZER in a network although write access to the folder was correctly set up the reason might be that a client was unable to finish a save operation e g due to a Windows system crash In this case simply relaunch the KEY ORGANIZER of the respective client This should solve the problem If you do not know which is the correct client computer you can check the file authorizations under Windows NT or Linux Samba using the Server Manager or SWAT and read off the user of the file Data wpf This client then has to log on to its local KEY ORGANIZER again via the network program restart while connected to the network STEP BY STEP INSTRUCTION Correct data entry order The KEY ORGANIZER gives you several possibilities to collect your data This facilitates for example an easy on the fly entry of keys doors and employees during each key issuance This way you can enter your data bit by bit For users with a larger amount of keys we would however recommend the more clear cut and more professional key management using lock groups and cylinders In this case specific master data should be created systematically to save time We recommend to take the following steps The respective main aspects will be explained in the same order on the following pages
21. ey Double clicking will directly open the relevant key entry on the index card Keys Door Search According To Key Systems From this list select for which key system the doors shall be displayed If you enter a text into this field the complete door database will be searched for entries containing the text entered as a part of their name Door Search According to Buildings From the list select for which building or for which part of a building the door shall be displayed Floor and Room When entering a floor please make sure to always use exactly the same spelling to guarantee that the field can be correctly evaluated For example always enter Floor 1 and not once Floor 1 and then Floor 1 Import Doors You can let the KEY ORGANIZER automatically take over your existing data by selecting Import under File in the program menu gt gt Continue reading on the next page ist Floor Plan Production II Production Hall Notes Production Office 7 Production Hall Production Office amp Production Hall Production Restroom Production Hall Warehouse Main entrance Warehouse Warehouse Office 5 Warehouse Key System Admini Cyl Pos 0100 Warehouse Office 6 Warehouse Warehouse Restroom Warehouse Cylinder Warehouse Side entrance Warehouse on i oS Ma tching keys Administration GK Administration Office 1 2 MPK Administration Administration 7 10 Henderson
22. eys i Cabinets Employees lt Search term all buildings all departments Adams Barbara Allen Barbara Baker Rachel Brown Linda Collins Susan Garcia Rose Gray Michael Green Colin Henderson Timothy Human Resources 1010 Sales 1004 Production 1012 Production 1014 Production 1002 Workshop 1011 Executive Board 1001 has the following keyfs Key OGS Warehouse SE Administration Main entry Administration 1 10 26 Search In Buildings From this list select for which building the employees shall be displayed if assigned Key Result List The highlighted employee has the following key s Caution You can only issue a key by creating this key first on the index card Keys and then passing it on to an employee Access Result List With the key displayed on the left the employee can un lock the following doors The tab Rooms displays a summary of the room names belonging to the doors that can be un locked please make the corresponding entries on the index card Doors Journal Click this button to open the index card Journal and to display all undeletably recorded transactions for a specific employee e g create user key issuance and return etc Insert Pictures Of Employees Here you can store pictures of employees Clicking them will enlarge the pictures The maximum final size of the pictures is 229 x 285 pixels If your pictures are larger the KEY ORGANIZER will a
23. f KEY SI zic 7NA 4a User Manual T Key Organizer Key Management C 2003 2008 J Rosenthal Software File Edit Handing ower View Sort Extra windows Window Language Help Info GK Administration Office 1 2 Administration GK Administration Office 3 4 Administration GK Production Office 7 8 Production GK Production ss Production Key System War GK Warehouse Entry doors Warehouse Sa GK Warehouse Office 5 6 Warehouse Lock No MPK Administration Administration MPK Production Production Quantity a Available of a total of Pieces MFK Warehouse Warehouse OGS Administration Office Administration Cabinet OGS Warehouse Warehouse w Lock Groups Cylinder Key matches with doors Warehouse Main entrance Warehouse Warehouse Side entrance Warehouse 25 10 2005 Collins Susan 25 10 2005 Wright Sandra 25 10 2005 www joerg rosenthal com info joerg rosenthal com Software Development Jorg Rosenthal Erwitter Str 8 59557 Lippstadt Germany TABLE OF CONTENTS Program Installation and Basic Functions Installation and System Requirements c scceeeeeeeeeeeeeeeneeeeeees 3 Basic Program Functions siccoeceoeccslet si hiteiete ive cede evsciedilii devas eink 4 Data BICKUD ia w ukennescoseensdunemesttoesueneene at 5 Printing Of ReceliDtS ceiccrnnoka n e aa 6 Import and Export of Data Database Clean Up Sandbox 7 INNGLWONK USC ciiis recess a 9 Data Entry and Program Use STEP B
24. gram versions It is only still included for compatibility reasons and should not be used when creating new parts of buildings Therefore please select for no key system assigned or select and specify the correct key system here Caution You can only assign one key system to one entry in the category Buildings Parts of Buildings If more than one key system is installed in one building please enter the building data as parts of buildings e g Storeroom 1st Floor and Storeroom 2nd Floor or similar List of Doors This window displays the doors assigned to a building Please assign doors to buildings later on the index card DOORS Double clicking one of these doors will directly open the entry for this door on the index card DOORS Cylinders g Buildings Doors Ni i A Keys p Employees My Handing over Pepe Cabinets Administration Buildin Print Fi Edit Delete Production Hall Warehouse Doors Doors in selected part of building Administration Main entrance Administration Office 1 Administration Office 2 Building Address ed Persons Adams Barbara Allen Barbara Garcia Rose Administration Building Main Road Key System Notes assigned persons Human Resources 1010 Vertrieb 1004 Transnortatinon 1013 12 CABIN
25. ht tend to create a multiple assignment of keys groups cylinders etc via different index cards The KEY ORGANIZER will treat these multiple assignments without error messages and exactly as you entered them This means that you can work on a completely independent basis and that you can hardly go wrong with this All links are additive which means that the locking possibilities add up Redundant multiple assignments can however lead to a lack of clarity and considerable additional acquisition effort The best way to avoid this will be an elaborate and consistent data recording strategy 16 LOCK CYLINDERS Index Card On this index card you can govern your doors lock cylinders The creation of cylinders is particularly recommendable if you want the KEY ORGANIZER to professionally display a key system and a locking plan Here assign to your cylinders specific doors in which they are installed You can additionally assign every cylinder to one or more lock group Name amp Additional Name Enter a lock name A name may not be assigned more than once per key system The entry of an additional name is optional Key System Select the key system the lock cylinder belongs to Prior to this you can specify the key systems with the menu Edit gt Key Systems Position This entry typically refers to the sorting order in the locking plan Fill in this field if you have corresponding data in hand and if these are of importance
26. ion MPK Warehouse OGS Administration Office ACC Waroahniica List of keys lt Search term gt all master Klett i aaa systems Key Management C 2003 2008 J Rosenthal Software A Buildings ig Doors Cylinders A Keys fi Cabinets S Employees s Handing over E De List of keys lt Search term gt A x of all master key systems v Save Cancel Doors Key matches with doors Lock Groups e Cylinder Administration Office 1 Administratio Administration Office 2 Administratio E GK Administration Office 3 4 Administration Key GK Administration Office 1 2 GK Production Office 7 8 Production GK Production Production Key System Type SMK GK Warehouse Entry doors Warehouse Z i GK Warehouse Office 5 6 Warehouse Lock No MPK Administration Administration j MPK Production Production Quantity 4 Available of a total of Pieces MPK Warehouse Warehouse E a OGS Administration Office Administration Cabinet Cabinet 2 b NCS Wisrahniica Wisaroahniica Mi v Doors Lock Groups Cylinder Notes locks entire group v Group Office 1 2 Administration Group Office 3 4 Administration Holder Qty 1D Iissuedon Deadline Notes Superior group Office 1 4 Administration Roberts George 1 19 10 2005 DATA BACKUP Change Data
27. itionally increases the data security Restore Existing Data Backup Only take the following steps if you want to replace defect data with backed up data Do not restore data if not necessary as this will completely replace existing data with older data You will have to copy some data manually 1 Close the KEY ORGANIZER 2 Use the Windows Explorer to open the data path where the program data is stored The path can usually be found on your local hard drive in the folder C Program Files KeyOrganizer Data The directory path can be found on the tab Settings under Edit in the program menu 3 Move the file Data ada which is contained in this directory to a safe place and store it there This file contains your latest database information 4 Use the Windows Explorer to open the backup directory assigned to the KEY ORGANIZER under Settings There you will find two types of files The first type starts with the word data the second type starts with the word Log The Data files contain the database and their name also contains the creation date in the format YYYY MM DD 5 From this directory take the latest Data file and copy it to the program data directory from which you have removed the file Data ada Rename the copied file as Data ada i e delete the date specification incl blank 6 In addition copy all Log files from your backup folder to the directory It is not necessary to rename the L
28. l Keys to One Person Open the index card Keys and select Bookmarked Data Records in the program menu at the head of the screen This will open a separate window On the index card select the key you want to issue to a person and add it to the selection window Bookmarked Data Records by clicking the button Add or pressing the keys CTRL M To issue more keys to the same person repeat this action In the selection window Bookmarked Data Records select the keys you want to issue and click the button Issue to confirm All keys will be issued simultaneously and will be listed on the issue receipt 22 DEADLINES Index Card This index card will help you to keep an overview of when which user must return which key s Deadlines Result List If the return of a key or more keys is due this list will be displayed every time the program is launched Show Missed Return Deadlines Select to this day for the next 7 days for the next 30 days and confirm your selection by clicking Find Switch to Key Switch to Holder Change directly to a key or a user from an entry e g to return the key Edit Deadline To change a deadline you determined when a key was issued select the respective employee list down right for the relevant key on the index card Keys Right click the entry to select the command Edit deadline notes 23 JOURNAL Index Card The KEY ORGANIZER s journal function is intended to be used for the monito
29. mployees Tenants Holders Customers or Persons here By selecting Settings under Edit in the program menu you can determine which term to be used by the KEY ORGANIZER Extended Search With CTRL F The Extended Search under Edit will search the following fields of the EMPLOYEES index card Name Notes Department Number At the same time this command will search the index card BUILDINGS Name Address Notes the index card DOORS Name Cylinder Properties Notes Room Floor and the index card KEYS Name Key Type Notes Name A name may not be assigned more than once Because of the alphabetical order we recommend the entry variant Last name First name Department The term entered will automatically be taken over to the selection list 3 so that you can execute a quick search according to departments You can change the lettering of this field in Identifier or Customer no in the Department settings program menu at the head of the screen Search Specification Search Entry Field From this list select for which department the employees shall be displayed If you enter a text into this field all entries from the list of employees 5 that contain the text you entered as part of their name will be displayed cross departmentally KEY ORGANIZER Key Management Software C 2003 2010 J Rosenthal Fie Edit Handingover Wiew ork Extra windows Window Language Hel g Doors Cylinders A K
30. o ors VW arehouse GE Esem Office 5 6 Warehouse Lock N MPE Administration Administration MPE Production Production Quantity MPK Warehouse Warehouse OGS Administration Office Administration Cabinet ae Lal arahan co il sro a Doors Lock Groups Cylinders Key matches with doors Warehouse Main entrance Warehouse Warehouse Side entrance Warehouse Holder 9 available Notes Stewart steve Producti 1 GK warehouse Entry doors Type of a total of 12 pieces Qty ID Issued on Notes 10 25 2005 Collins Susan Productior 1 10 25 2005 Wright Sandra Productic 1 10 25 2005 19 KEYS Index Card Part 2 Here you will find further information about the functions provided by this index card Please also read the preceding page Issuance Lists Double click an entry to change to this entry on the corresponding index card Search Function Entering a term will initiate a search of the key list for the character string you entered Entries matching your search term will be displayed or hidden during the search process Your search term can be found at any point in the list The program also offers automatically created search criteria e g for key systems that have been created You can select one of these search criteria in the pull down list Issuance Return Loss Click these buttons to change directly to the index card
31. og files 7 When you relaunch the KEY ORGANIZER the program will be reset to the latest backup status PRINTING OF RECEIPTS Issuance and return receipts are a documentary proof of key transfers To edit the settings for the printing of receipts select Define texts for print outs under Edit in the program menu Printing Of Receipts As RTF Files KEY ORGANIZER uses Rich Text Files RTF as standard templates for the printing of receipts These templates can be found in the folder Forms in the program directory You can adapt these files to your requirements The texts contain wild cards that will be replaced automatically with the relevant data when being printed RTF files are slightly limited as regards their design flexibility and do not offer the possibility to use tables or images If you have installed Microsoft Word on all of your KEY ORGANIZER workplaces you can save the RTF files as DOC to use tables and images Printing Of Receipts As Word Documents Alternatively to above mentioned RTF files you can also use an individually created Word document as print template for your receipts This gives you the possibility to create your own receipts to the greatest possible extent e g with your own texts and your company logo As a technical requirement the word processor Microsoft Word 2000 or later e g Office 2000 Office XP Office 2003 or 2007 must be installed on your PC You will have to ente
32. pixels or more Embed an image file To embed a ground plan select a door in the KEY ORGANIZER for which a building or a part of a building has been selected and for which the field Floor has been filled in correctly Clicking the button Ground Plan will then display the information on the left side of the screen that no ground plan has yet been stored Under this information the button File offers the option to Add ground plan when being clicked Then you can select an image file from your hard disk This image file will then be assigned to the building s floor For which doors will the ground plan be displayed An assigned ground plan will be displayed for EVERY door that is on the same floor of the same building or part of a building This means that the text entered in the field Floor must be identical for all doors drawn in on one ground plan As soon as one door is assigned to the same building part of a building and floor the ground plan will be displayed for this door This means that you only have to assign the ground plan once 15 LOCK GROUPS Index Card If required you can create and govern your lock groups on this index card This time saving feature is particularly recommendable if you want to display your locking plan in the KEY ORGANIZER or if you wish to professionally manage a large number of keys and cylinders For example the index card offers the possibility to assign a key to a lock gro
33. r wild cards into the Word documents you wish to use as receipts The KEY ORGANIZER will automatically fill these wild cards with the relevant data As template for the creation of your documents please use the RTF files stored in the folder Forms These files are stored in the KEY ORGANIZER program directory by default on your hard disk in the folder C Program Files KeyOrganizer You can rename your receipt templates and store them in a different folder In this case you have to specify the file names of your Word documents in the KEY ORGANIZER program to divert the print outs To specify the file names select Define texts for print outs under Edit in the program menu Select the Word file you created for the required form type by clicking Search Closing the window will save your settings If the field Print Preview in the KEY ORGANIZER is activated your documents will be displayed in the Microsoft Word print preview To print the documents please also use the print function of Microsoft Word Wild Cards In Templates You can use the following wild cards in your RTF or Word documents Most of the wild cards are already contained in the provided RTF templates Caution Please adhere strictly to the exact spelling without umlauts and without blanks between word and hashes You do not have to use all wildcards e g you can leave out enclosures or notes if you do not need them Key Name of the issued or
34. rame This window displays the state of the database as it was at the point in time of the selected journal entry Unfortunately it is not possible to go back to a date earlier than March 2007 since the Time Travel Function requires an internal storage of additional points in time which could only be created for the first time together with the existence of this function 24
35. returned key System Key system the key belongs to Notes1 Display of the notes field from key master data The multiline note field is displayed as one combined line Notes2 Note entered in the handing over form when the key was issued or returned Date Date of issuance or return of the key User Logged in user who handed over the key Person Key recipient key holder PersonDept Field Department of key holder PersonNumber Field Number of key holder KeyCount Number of keys KeyType Type of key LockNumber Lock number of the key Cabinet Key cabinet of the key Hook Hook number in the key cabinet Doors Multiline listing of doors that can be locked with the key ActionVerb Type of transaction SeqNumber Sequential number of receipts documents Subscriber Database client Branch Branch number of client IMPORT AND EXPORT OF DATA DATABASE CLEAN UP SANDBOX PART 1 To ease the transfer of already existing master data the KEY ORGANIZER imports and exports data records as lists in the file formats csv Text xls Excel or ods OpenOffice This enables you to import and export e g data for the index cards Persons Employees Keys and Doors Please also take notice of the corresponding information given in the help function of the program If you already use a key system management program it will probably be possible to transf
36. ring of the program operation and for revisions Therefore journal entries cannot be deleted or changed in retrospect The easiest way to open journal entries is to select a data record on the index card Employees Users or Keys and to click the button Journal top right Search Field To search the list either select an entry in the list or enter a sequence of letters To display all entries leave the field blank and click Search Use the Time Travel Function To See Data Of An Earlier Point In Time In addition to journalizing important transactions e g issuance or return of a key changes in quantities etc it may be necessary to display the state of the entire key management as it was at a specific point in time in the past However doing such an analysis with a journal list is not very practical For this reason a new function was added to the KEY ORGANIZER in March 2007 Now it is possible to display the state of the entire key management system as it was at a specific point in time in the past including all existing links keys employees etc of the desired date When using the Time Travel Function you can use the KEY ORGANIZER as normal without changing your original database Using the Time Travel Function In the journal select an entry e g a key issuance or return and click the button Time Travel at the bottom of the screen This will open a new KEY ORGANIZER window highlighted with a yellow orange f
37. s indicates that a link was set manually You can display and edit these links using the functions Change and Edit You can save the edited data record or cancel the action without saving changes also by pressing the ESC key Extended Search With CTRL F To open the extended search select Extended search under Edit or press CTRL F Extended search will carry out a simultaneous full text search of the following fields EMPLOYEES Index Card Name Notes Department Number BUILDINGS Index Card Name Address Notes DOORS Index Card Name Cylinder Properties Notes Room Floor KEYS Index Card Name Key Type Notes Caution To avoid unintentional changes a data record can only be changed if it is set to the editing mode with New or Edit and then saved confirmed For detailed information about filling in fields and the correct entry order please see the information pages dealing with the individual index cards Key Organizer Key Management C 2003 2008 J Rosenthal Software File Edit Handing over View Sort Extra windows Window Language Help Info A Buildings g Doors Cylinders as Keys Cabinets Employees 2 Handing over E De 4 gt GK Administration Office 1 2 Administration ai GK Administration Office 3 4 Administration GK Production Office 7 8 Production GK Production Production GK Warehouse Entry doors bbl GK Warehouse Office 5 6 MPK Administration MPK Product
38. ses this is much faster than gathering data manually because the data records are automatically linked You can adapt this spreadsheet according to your requirements Please download the file from www key organizer net under Download The file contains a functional description and application information Database Clean UP To clear up your database after an unsuccessful import or in any other case select Special functions under Edit gt Settings in the program menu There you will have the following options Delete persons without keys Delete all persons Delete all keys Delete all doors change key system assignments assign specific keys of a key system to a key cabinet create cylinders from door data if cylinder lengths and positions were defined in the index card Doors Sandbox In the IT industry the term Sandbox describes a simulated environment where actions can be taken without any effect The KEY ORGANIZER offers a Sandbox function e g to check if the import of an Excel locking plan will be successful before importing the data to the original database None of the changes done during a Sandbox Session will affect your original database To open the Sandbox function select Sandbox under File in the program menu and confirm the action The program will then change to the login section where you can choose a copy of your original database named Sandbox Select this entr
39. up without having to separately assign cylinders or doors that are un locked by this key However if you wish to work with lock groups the manufacturer of your key system should have provided you with relevant data locking plan or importable data The benefit of a subsequent search for complex lock group data does in many cases not justify the effort Names of Groups A name may not be assigned more than once per key system Assign Key System One lock group can only refer to one key system since sub master keys always belong to one individual key system Assign Keys Specify which keys belong to this group i e which keys un lock the cylinders assigned to this group Assign Cylinders Here please assign the corresponding cylinders to the lock group The marker on the tab indicates that entries are stored You can also assign the relevant cylinders to a group by using the index card Cylinders Assign Sub Groups Here you can assign already created lock groups as sub group A sub group may again contain its own sub groups and so on As soon as you have assigned a cylinder to a group a key that un locks this cylinder can also un lock all sub groups This means that you can define a large number of interdependent lockings in only one work step A missing marker on the tab indicates that no sub groups were assigned here Multiple Assignment Confusion Particularly when no clear data is available a program user mig
40. utomatically downsize them Since all pictures will be copied to the program database your original files will not be required any more afterwards however we recommend you to backup your image files anyway Click the small symbol using your right mouse button to change and insert a picture Employees Mts Handing oven E Deadlines 0 Eg E n Hew Edit Delete Print Gray Michael Department Administration No 1015 Building Address Quitting Control R Doors Rooms has access to the following doors Administration Main entrance Warehouse Main entrance Warehouse Office 5 Mie E es Are Administration Building Warehouse Warehouse E EE E E Le mni m m 18 KEYS Index Card Part 1 This index card is one of the KEY ORGANIZER s essential and central points If you want to link keys to specific doors cylinders buildings or lock groups or if you want to issue these keys it is necessary to record their master data beforehand Please also note the processing sequence as described on the page Step By Step Instruction Key description Use the first field to enter a key name In case of need the second field can for example be used for another distinguishing feature The second field s content will be displayed in square brackets in the list view The key name which is a combination of both fields may only be used once per key system Assign key system
41. y and log in anew The Sandbox mode is marked with an easily identifiable red border You can now test any action e g a data import To exit the Sandbox mode select File gt Logout in the program menu You can then re login to your unaltered original database NETWORK USE The KEY ORGANIZER is fully network compatible so that you can access a shared data stock from several workstations at the same time For security reasons a data record e g a key data entry can not be edited by more than one user at the same time Please note that the network use of the KEY ORGANIZER program requires the purchase of additional licenses Technical Requirements To use the KEY ORGANIZER program in a network you only need a shared directory on one of your computers that can be accessed by all PC workstations that have the KEY ORGANIZER installed The shared directory is generally set up on a central server but any normal PC with a correspondingly shared folder is absolutely sufficient This network use has been successfully tested by us on a PC running Windows and also on a PC running Linux with the Samba FileServer The KEY ORGANIZER program itself however is a pure Windows application Configuring For Network Use By default the KEY ORGANIZER setup installs a single workstation i e the folder containing the data can usually be found on the hard disk in the program directory C Program Files KeyOrganizer Data This

Download Pdf Manuals

image

Related Search

Related Contents

Fisher-Price H4807 Instruction Sheet  1435 ePos®  LED-PAR36X3W-RGB SI-018D  Audio-Technica ATM610  Optimus 114 (16-551) User's Manual  SoftWall Finishing Systems SW642655020 Instructions / Assembly  mod. INTETLAN - Security Point  Worldwide Lighting W83307B23-GT Installation Guide  phyBOARD -Wega Expansion Boards Application Guide  Especificaciones del producto  

Copyright © All rights reserved.
DMCA: DMCA_mwitty#outlook.com.