Page Comparison

Overview

• Credentials are the tool someone uses to unlock an electronic lock. 
• Credentials can come in many forms.
• Creating a credential is a multi-step process. 
• At Valley Library we use:
  • Personal Identification Numbers (PIN
  • Proximity Credentials 
    • Key cards
    • Fobs

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• Key cards

  • Study rooms, Research rooms and Classrooms use Key key cards
  • The key cards are purchased by LEAD Library Spaces and kept by the Room Coordinator
  • They are labeled using a label maker and a record is created in Alma and Open Room for these credentials.
  • Key cards are checked out to patrons at the Circulation desk.

• OSU ID cards

  • Used primarily by OSU staff. We do not use this credential for student workers, unless they request it. (COVID-19 Exception–Student workers now use ID cards as their credential because they need exterior door access to the loading dock.)
  • OSU ID cards have a proximity chip in them that can be utilized as a credential for Valley Library locks.
  • Cards are programmed using the card's hotstamp and facility code.
  • The hotstamp and facility code can be looked up by OSU ID number through a prox lookup website. Access to this website must be requested from the ID Center.
  • Using this data, a credential is created in the software and programmed into the door locks.

• Key fobs

  • Used primarily by departments. Examples include:
    • DAS, Honors College, Information Desk.
  • The Room Coordinator has a supply of key fobs that can be programmed as credentials.
  • These are generally labeled with a key tag.

• Personal Identification Numbers (PIN)

  • PINs are issued primarily to students workers.
    • They are always given an expiration date
    • Room Coordinator checks in with Student worker managers each term to update credentials as needed.
    • Room Coordinator keeps a spreadsheet of credentials issued to Student workers in the Restricted Drive.
  • PINS are also issued to new staff as a temporary credential. 
    • Room Coordinator will create a batch of PIN credentials
    • When the Library Spaces Planning Manager has approved an access request, the Room Coordinator will receive a copy of the completed access request.
    • The Room Coordinator will then email a temporary PIN to the new employee's supervisor.
    • Room Coordinator will create a permanent credential for the new staff member. The Room Coordinator will deactivate the the PIN when issuing the permanent credential.
    • Permanent credentials are programmed into the locks approximately once a month, more often if needed. 

Credential Functions

When credentials are being created, they can be assigned different functionality. Select a function from the drop-down menu.

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Sometimes, you will The other way to populate the serial number field is by converting the Hot Stamp.This is especially handy when you need to add credentials to a lock but you wondon't have the card in hand. Another way to populate the serial number field is by converting the Hot Stamp. 

• The Hotstamp number a 4-5 digit code on the card or fob. 

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• For key cards purchased by Valley Library, the Facility Code will be a 3-4 digit number on the packaging of the new cards. 
• For OSU ID cards, the Facility Code (and the Hotstamp) can be found on the prox lookup site bookmarked by the Room Coordinator or by looking at the ID card itself.
• After entering these codes, click the "Convert Hotstamp" button and the "Card(s) (Mag or Prox)" field above will populate with the serial number.
• After you have populated the  "Card(s) (Mag or Prox)" with the serial number and have the correct format chosen, click "OK"
• This will return you to the Users screen but now you should see a credential listed in the credentials box. You have just created a Prox card credential.

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• Select PIN – used for student workers and as temporary credentials for new employees.
• The program will then allow you to either enter a number of your choosing or have the program randomly generate a PIN.

  • Note
    title PIN Selection
    If you select a number on your own, the program will let you know if that number is already in use within that facility file.

• Click "OK" when done.
• This will return you to the Users screen but now you should see a credential listed in the credentials box. You have created a PIN credential.

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• A window will open up showing a complete list of users and credentials in the current facility file. This can be a very lengthy list. 
  • You can trim Trim this list down by viewing it by group. Just use Use the Show Group drop down field and select the user group you wish to view.
  • You can use the toggle Toggle buttons on the left to choose to view by user or by door.
    • I use view by door when I'm adding several users to the same door(s) (like new student workers to the staff room on 3rd).
    • I use view by user when adding only a few users, but I'm adding them to multiple doors , or each user to a different door.
      • If viewing by user, each line will be a credential and the user that credential is assigned to.
        • If a user has more than one credential, there will be more than one line for that user.
        • Study Room doors always have two lines because they have two key cards.
        • Use the bar at the bottom to scroll over to see more fields of information.
  • The image below shows all the users and credentials for the study rooms. 
  • The window on the right shows the doors each credential is authorized to open. 
    • Highlight one of the credentials.
    • If the credential has no access rights, the window will be empty like the image below.
      
      
• Highlight the user and credential you are giving access rights to.
• Click the "Add" button found at the bottom of the window. A pop-up will appear.
  • Because we are viewing by user, the pop-up lists all the doors/locks in the current facility file.
    • When viewing by door, the list will be all the users in the current facility file.
  • You are going to select Select the doors you want to give the credential access to.
  • In some cases you may be When adding several doors at once. To select multiple doors:
    • Hold the shift key while highlighting the doors in the list. This works well when highlighting doors listed next to each other.
    • Hold the control key if you are skipping some of the doors in the list.

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The copy button in the Access Rights window allows you to easily give the access rights of one User to a second User.

1. In the View by User mode , and highlight the User whose access rights you wish to copy.
2. Press the Copy button at the bottom of the window.
3. This brings up a pop-up window with a list of the Users that you can assign the same access rights to. You can select multiple Users by holding ctrl while selecting the Users that you wish to give access to the door. (Note: Only the Users in the group that you have selected in the Show Group window will appear on this list. If you wish to copy access rights from a User in one User group and give them to someone in a different User group you have to select All Users in the Show Group window.)

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1. In the View by Door mode, highlight the door whose access rights you wish to copy.
2. Press the Copy button at the bottom of the window.
3. This brings up a pop-up window with a list of the User that you can assign the same access rights to.
4. Highlight the door you wish to assign the copied access rights to.
5. Press the Copy button at the bottom of the pop-up window.

Wrapping Up

If you are only adding one user and/or credential, you are now ready to program the locks.

If you have multiple uses users and/or credentials to add, repeat the steps above before programming locks. Generally, I create all my users and credentials and then give access rights. However, if you think you may forget something doing it that way, then go through the entire process with each user. Remember, you can only program locks in one facility file at a time. If your user needs access to doors in more than one facility file, you will need to complete the entire process (including programming the lock) for one facility file before working with a second facility file.

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