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F.A.Q

  
   
   
   
   

 

Understanding the People Database

 

Before starting, insure that your Systems Administrator has CONFIGURED your privileges to allow you all of the features you will need from the PEOPLE Module.

There are FOUR access points to PEOPLE.

  1. Creating a NEW Person in KeyNET

    1. Adding a NICKNAME

  2. Searching for a Person in KeyNET

  3. My ACCOUNT

  4. Listing of most recent PEOPLE accessed:

 

 

Creating a NEW Person in KeyNET:

Start by filling in the appropriate information for your new person.  This is accomplished from this screen.  If you have subscribed to the KeyNET eKeyRequest the customer will fill in this information for you, and you will not need to CREATE the person, it is performed as part of the Request and Authorization Process.

Last Name, First Name, email address, ID and Department are considered CRITICAL Information, and must be entered accurately in order for the program to operate properly.

If you are authorized and equipped to take and update Photo ID and PIN numbers, you may do that from this screen.  Depending on your privileges, as set by your Systems Administrator, you may not have all of these fields available to you.

If the person you are adding will be granted privileges to KeyNET, be sure and check the box that reads so that the password you are assigning will be sent to the USER.  The user may then change the password to something of their choosing.

Create New Person
     Search  
 
Summary:       

 
Active: 
Formal: 
First: 
Middle: 
Last: 
Title: 
ID: 
Department: 
Privilege Level: 
Email: 
Set Password: 
Send welcome message:  
Add to first access group:  
SSN: 
Date of Birth:  (mm/dd/yyyy please)
Set PIN: 
Mailcode: 
Address 1: 
Address 2: 
Address 3: 
City: 
State: 
Zip: 
Country: 
Office Phone 
Office Phone 2 
FAX 
Cell Phone 
Pager 
All Contact 
Phone 7 
Phone 8 
To create, click: 
Emergency Contact Information      
First: 
Middle: 
Last: 
Address 1: 
Address 2: 
Address 3: 
City: 
State: 
Zip: 
Country: 
Office Phone 
Office Phone 2 
FAX 
Cell Phone 
Pager 
All Contact 
Phone 7 
Phone 8 
Relation: 
Note: 
Confidential Information
Date Hired:  (mm/dd/yyyy please)
Date Exited:  (mm/dd/yyyy please)
Facility Restriction: 
Building: 
Room: 
Status: 
Cost Center: 
Job Code: 
Comment 1: 
Comment 2: 
Comment 3: 

 

Adding a NICKNAME:

You will find a field in the personnel database: NICKNAME.  This field allows a nickname to be specified for any desired user.  This nickname can be any word, name, or number, but must be unique in a zone.  THIS IS NOT INTENDED TO BE APPLIED TO EVERYONE IN THE PERSONNEL DATABASE.  It is ONLY intended to be applied to "workers" - people who, for example, might be assigned as members of projects or workers on tasks... people who are considered "work staff."

Zone administrators can determine how to implement nicknames, and on what scope. For example, if my nickname were "Johnny", you would not need to type my RSN (14399) or email (john.williams@sg1.us) to specify me - you could just type "Johnny" and the system would look me up and add me to the task/membership/whatever. Nicknames can be specified whenever a person identity is called for, and the field definitions have been updated to indicate this.  Only people with personnel access can set nicknames, users may not set or change their own nicknames.

Nicknames are an optional convenience, which make the dispatch of people onto channel requests and tasks much easier. Using first names, initials, unit numbers, or other IDs that are easily remembered and/or worked-with will make things flow much more smoothly.
 

Searching for a Person in KeyNET:

  1. Start by clicking on the SEARCH link in the left hand column of the page, under PEOPLE.  If you do not see this link...contact your Systems Manager.

  2. Searches are performed in a number of ways:

    1. Drop Down Menus allow you to further refine your search.

      1. Last Name - type the first few characters of the last name you are seeking in the box labeled Last Name. The more you type the closer the results will be.  This is sufficient to list all of the Last Names starting with your entered criteria.

      2. First Name - type the first few characters of the first name you are seeking in the box labeled First Name. The more you type the closer the results will be.  This is sufficient to list all of the First Names starting with your entered criteria.

      3. Department - type the first few characters of the Department name you are seeking in the box labeled Department. The more you type the closer the results will be.  This is sufficient to list all of the Departments starting with your entered criteria.

      4. The procedure above will work for any field you choose to search.  Partial entries are OK and the program will adjust for CASE SENSITIVE entries.  So, don't worry about entering the exact information.

  3. Click on the button near the bottom of the page...your search results will appear.

  4. Select the item of your choice, from the list provided, by clicking on it.  That choice will be displayed for your action.

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My ACCOUNT:

Listing of most recent PEOPLE accessed:

  • USING the PEOPLE module:

    The systems manage must allow you privileges to add, edit or otherwise change information pertaining to an individuals record.

    1. Start by clicking on the SEARCH link in the left-hand column of your work space, under People.  This will bring up a list of searchable fields.

    2. You may search by any or all of the fields in on the SEARCH page.  The most common way is to start with a LAST NAME.

    3. Start by entering information into any of the fields.  Most fields are partial entry fields...meaning that you do not have to enter all of the information in a field.  Of course, the more information you enter the closer the results will be.

    4. Click on the button at the bottom of the screen and the associated information will be displayed.

    5. Single click on the record you want from the list, and the program will take you to the individual record.

    6. Change the information in the field, or fields as you desire, and click on the button at the bottom of the page.

    HINT: If you are using Internet Explorer as you browser, by clicking the [Enter] button on your keyboard, you will activate a SEARCH or SAVE your information to the displayed record.

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  • Sending a User their password.

    1. Systems Administrators may send a user their password in a number of ways.

      1. Send the existing password by simply clicking on the link in the top menu bar of the individuals record.  The user will be sent their password via email.

      2. The Systems Administrator may set a new password by typing in the new password in the section of the individuals record and following the step above, and click on the button at the bottom of the page .

      3.  Individuals with login privileges, may change their own password by following step b.

       

  • Accessing Key Issue

    Individuals who have Key Issue privileges will see a link in the top menu bar of each persons individual record, which looks like this.....  Single click on the link and the program will display the current KEY ISSUE RECORD for individual selected.

 

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Individuals who have Key Issue privileges will see a link in the top menu bar of each persons individual record, which looks like this.....  Single click on the link and the program will display the KEY ISSUE HISTORY for individual selected.

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This feature is available to all KeyNET customers. A checkbox in the KeyNET Configuration screen will allow customers to enable or disable this feature on a per-zone basis. No additional licensing is required.

 

All KeyNET systems will maintain a flag for all customers. This flag will be set whenever an existing user's department is changed, either by manual change or through a file import utility. These user flags are hidden, and will not show up in the personnel record, and cannot be cleared by another department change.   These flags will be set for all records where the department changes, whether the alert feature is enabled or not. 

 

When the alert feature is enabled, key issue operators will be alerted whenever the key issue screen is accessed for a person whose flag is set.   A yellow alert message will appear across the top of the key issue screen, warning the operator that the person's department has changed, and telling them to check the issued keys for that person.  A "CLEAR" link will appear in the box. Clicking the link will clear the alert. This is the only way an operator can clear the alert for a given person.

 

No additional action will be taken by the system on a department change, other than to display the alert to key issue operators when they access a flagged record. This alert will enable the key issue operator to take whatever action is needed when the alert is displayed, and choose to clear the alert or leave it active.

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