Key returns need to be recorded in VertiGIS FM when a contact or employee returns keys they were assigned. This action documents that the person is no longer in possession of the keys and that they no longer have access to the doors and rooms the key opens.

You can end a key assignment in VertiGIS FM either of two ways: using the dashboard workflow or on the key's details page.

Return Keys on the Dashboard

Using the return key workflow on the Key Management legacy dashboard, you can search key assignments by key bearer and select the assigned keys being returned.

This workflow allows you to document multiple key returns for the same key bearer on the same return date.

To Return Keys on the Dashboard

1.Navigate to the Key Management dashboard.

2.Under Operational Procedures, click Return.

You can see overdue key assignments in the Tasks section below the Operational Procedures template. Assignments with orange status symbols () are overdue for return. Refer to View Key Return Dates.

If you do not see the Operational Procedures template, an administrator must add it to your custom dashboard or restore the legacy dashboard. Refer to Dashboard Customization.

3.Click the > button in the Key Holder menu.

4.Double-click the key bearer (contact or employee) who is returning keys.

You can only select contacts and employees assigned the Key contact type (key bearers) who are currently assigned keys.

5.Click the calendar icon in the Date of Restitution menu and use the date picker to select the date the keys are being returned.

6.In the Key section, click the Add () icon.

7.Select the key being returned and click Apply, or double-click the key.

8.Repeat steps 6-7 for any additional keys being returned.

9.In the Signature section,

▪record your signature in the Signature box.

▪enter your name in the Full Name text box.

▪select the date using the calendar picker () in the Date menu.

10.Click Save or Save and Close.

Click Yes on the dialog that loads after you save the key handover to download a document that outlines which key was issued to which contact or employee. If you click No, you can still print a receipt later on the Key Receipt page.

On the dashboard, the key assignment no longer appears in the Tasks section. On the key's details page, VertiGIS FM updates the key's State to Available and ends the assignment to the key bearer in the Key Holder section.

Details Page of Returned Key

Return Keys on Key's Details Page

Alternatively, you can end the key bearer assignment for a single key on the key's details page.

To Return Keys on the Key's Details Page

1.Navigate to the details page for the key being returned.

2.Click the Return () icon.

3.Click the calendar icon () in the Date of Restitution field and select the date the key is being returned.

4.In the Signature section,

▪record your signature in the Signature box.

▪enter your name in the Full Name text box.

▪select the date using the calendar picker () in the Date menu.

5.Click Save or Save and Close.

Access Unprinted Key Return Receipts

When you issue keys to a key bearer or receive keys back from a key bearer and document the transfer using the dashboard workflows, VertiGIS FM asks you if you want to print a document that outlines the issuance or receipt of the keys.

Print Receipt Dialog

Templates used to render key issuance receipts are managed in the Hand-over of keys report definition in the Report and Queries administration section. Refer to Report Definitions.

If you click Yes, a document file is downloaded to your computer. If you click No, no file is downloaded, but you can access it later by clicking Receipt under Actions on the Key Management legacy dashboard.

Actions Section on Key Management Dashboard

If you do not see the Actions section, an administrator must add its template to your custom dashboard or restore the legacy dashboard. Refer to Dashboard Customization.

The page that opens lists all the key handovers (times keys were issued to key bearers) and key returns for which no receipt was printed (i.e., the person issuing the key clicked No on the dialog above).

Unprinted Key Issuance Receipts

To print a receipt for the key transfer, select it and click the Print Receipt () icon.

Print Receipt Icon

You can now open the document on your computer.

Sample Key Issuance Receipt

In VertiGIS FM, click Yes on the dialog that appears after you click the Print Receipt () icon to remove the key transfer from the Key Issuance Receipt Page. This means that you will not be able to download additional copies of the key issuance receipt for the key transfer. If you click No, the key transfer remains in the table so that you can download additional copies of the document.

View Key Return Dates

You can see the dates key bearers must return their issued keys in the Tasks section on the Key Management legacy dashboard.

If you do not see the Tasks section, an administrator must add its template to your custom dashboard or restore the legacy dashboard. Refer to Dashboard Customization.

The icon in the leftmost column indicates the status of the key assignment based on its Planned Return column.

Key Assignment Statuses and Planned Return Dates

Key Bearer Assignment Statuses

You can double-click a key assignment in the Tasks section to see the key assignment's details.

Key Assignment Details

Key Assignment Details