Log+Key

Documentation Everyday tasks

Assigning objects

How to book an object in Log+Key to another person without them taking it out themselves — for staff without their own access, for contacts and for central issuing.

Usually everyone takes out their objects themselves – at the terminal, on a smartphone or in the web app. With object assignment, a person who manages the objects books the object to someone else instead. That is the right way when

  • staff have no access of their own and a central office, such as HR, issues the keys,
  • an object goes to an external person set up as a contact – for example a subcontractor on a building site.

Object detail page: More actions, Assign object, choosing a person and confirming

Before you start

Roles with the permission Object Assignment may assign – admins and owners in the standard roles. The route via the object detail page also needs the permission Object Assignment on Details Page. In the standard roles only the owner has it; admins assign via the user or contact detail page. If your admins don’t see Assign object, an owner adds the permission under Managing roles and permissions.

From the object detail page

  1. Under Objects, open the object you want to hand out.
  2. Click More actions → Assign object.
  3. In the Assign object dialog, choose the person. The list contains your users and your contacts in one alphabetical list; for contacts the company appears underneath. Search users… finds the person faster. If they are not set up yet, add them straight away with the first entry, Add new contact.
  4. Optional:
    • Comment – for instance what the object is being handed out for.
    • Latest return deadline – when the object should be back. The field is locked at first; switch on Override default return deadline, then choose None, Today, Tomorrow, In one week or Specific return date, as at take-out.
    • Confirm action with signature – the receiving person signs right on the device.
    • Send email receipt – after confirming you choose the recipients, see Printing and sending receipts.
  5. Click Confirm with PIN and enter your personal PIN. If you switched on the receipt or signature, those steps come first – Log+Key asks for the PIN at the very end.

Several objects at once: once a person is chosen, Advanced assignment opens the large Object assignment dialog – the same as on the user detail page, see below. The current object is already listed under Assigned.

In the object list the status then changes to In use, and the Taken by column shows the chosen person – also when it is a contact.

Assign object is only in the menu for available objects. If someone has the object right now, you find Receive object there instead – see below.

From the user detail page

Alternatively, start from the person:

  1. Under Users, open the person.
  2. Click Object assignment at the bottom.
  3. The Object assignment dialog has two columns: Available on the left, Assigned on the right. Both can be narrowed down with search, Location and Type; on the left, the In use switch also shows objects someone has right now. Each row names the object, its type and location.
  4. Move the objects to Assigned with the arrow buttons between the columns. It is quicker with a USB NFC reader, available from Log+Key: it types the ID of every scanned tag like a keyboard and confirms it. NFC Scan Mode – on by default – keeps the cursor in the search field, so you can scan several objects one after another.
  5. Optional: Comment, Override default return deadline with a return date, Confirm action with signature and Send email receipt – as in the Assign object dialog.
  6. Click Confirm with PIN and enter your personal PIN.

From the contact detail page

A contact’s detail page also has the Object assignment button at the bottom: open the contact under Contacts and click Object assignment. The same dialog opens as on the user detail page.

How the object comes back

If the person has their own access, they return the object themselves as usual – in the web app via Return or by scanning at the terminal. For people without access and for contacts, the managing person books the return:

  1. Open the object and choose More actions → Receive object.
  2. The Receive object dialog names the Current holder and explains: by receiving the object, it will be made available again.
  3. Optional: Confirm action with signature and Send email receipt – for instance so the person signs for the return.
  4. Click Receive object and confirm with your personal PIN.

It also works at the terminal: scan the object and choose Return objects under Objects will be transferred from another person.

In the history

An assignment appears in the History as the action Assignment: Take: Performed by names the person who assigned, Affected user the person who received the object – also when it is a contact. Receiving an object back appears as the action Assignment: Return, with the person who had the object before as Affected user.

Tips

  • Receipts and signatures make the handover provable, especially with external people – see Handing objects to external people.
  • For handovers between two people who both have access, the take-over is simpler: the new person books it themselves.
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