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 cards
  • The key cards are purchased by Library Spaces and kept by the Room Coordinator
  • They are labeled using a label maker and a record is created in Alma 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 workersemployees, unless they request it. (COVID-19 Exception–Student workers employees 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 as temporary credentials.
  • They are always given an expiration date.
  • Tracked on a spreadsheet managed by the Room Coordinator.

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Because the locks have an internal clock that tracks both time and date, you can set a credential to lose its access rights on a specific date. This is especially helpful when assigning credentials to user groups with a high turnover rate such as student workersemployees. By setting an expiration date, even if you don't remove the user or their credential from the lock, they will no longer have access once the credential expires.

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• Fill in the fields for the new user. This will include:
  • Last Name
  • First Name
  • Group
  • Activation Date
  • Expiration Date set to end of term (Student Workers Employees only).
    • If you don't want to enter the expiration date manually, you can set it by going into the program preference settings.
    • You will find those in the Setting drop down at the top of the main screen. 
    • If you choose to do this, be sure to delete the expiration date when setting up user profiles for staff.
• Save the user information. This will return you to the previous window.

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PIN Credentials

• Select PIN – used for student workers and used  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. 
• There is a list of random numbers in the Room Coordinator Binder. Add the appropriate department number to the beginning of the random number you select.
  • 1=Library Staff/Faculty
  • 2=Ecampus

  • 6=LEAD Student Employees

  • 7=All other Library Student Employees
  • 8=Studio/Grad Commons
  • 9=Keys
• Cross out each random number you use so it won't be used again.
• 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. 
  • Trim this list down by group. Use the Show Group drop down field and select the user group you wish to view.
  • Toggle buttons on the left to choose 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 employees 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.
  • Select the doors you want to give the credential access to.
  • When adding several doors at once:
    • 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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• Once you have selected the door(s) you want, click the "Add" button at the bottom of the pop-up window. This will take you back to the previous window.
• Repeat the above step until all the needed users have been added access rights to the doors they need. Then click the "Close" button at the bottom of the window.
• The main window will now flash "(x number) Doors Require Programming". It is now time to Program the locks

Copy Function

If you are adding several users who will all have the same access rights, you can save time by copying the access rights of one user to another.

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

If you have multiple 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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