Copyright: Copyright © 1995 by Michael Wolter


Adding Another Key

The Add Another button allows you to quickly add a number of different keys to the program's database.  The Add Another button is only displayed while adding a new key.  Clicking on this button will save the information for the key you have just entered and immediately begin adding another key.  It is equivalent to clicking the Update button, and then clicking the Add New button again.

Note that key functions will not be added immediately if you use the Add Another button.  You will have to go back through the keys at a later point and add function descriptions for them.


Adding Key Functions

Click on the Add a Function button to add a line of text describing a function of the currently displayed key.  You may enter as many function descriptions as you like.  Enter the text and click the Ok button to save it.  Click the Cancel button if you change your mind and do not want to add a new function description.

Functions are stored for each key so that if you add or delete functions for a key, all people already assigned that key will inherit the changed functions.


Adding New Keys

After displaying the Maintain Keys window, click on the Add button to add a new new key to the database.  Enter the Key Code for the new key.  Click on Update to update the database with the newly entered key.  Click on Add Another to update the database and immediately start to enter another key.  Click on Cancel if you change your mind and do not wish to add the new key to the program's database.

Quick Data Entry Tip: Pressing the Return or Enter keys on the keyboard after entering a new key code will Update the database with the new key code and then select the Add a Function button.  Simply press Return again to click this button and add a function description line for the key you have just added.


Adding New People

Click on the Add New button to add new people to the Keys Program database.  An empty record is displayed and you may enter the first, middle and last names.  How much of the name is entered is entirely up to you, but either a first name, a last name or both must be entered.  Both name fields cannot be left blank.  Use the tab key to move from the first/middle name field to the last name field.

When you have entered the names, click on:

Update to save the new name in the program's database.

Cancel to return to maintaining existing people records without adding a new person permanently to the database.

Add Another to save the information for the person you have just entered and immediately begin entering another person.

Quick Data Entry Tip:  Press Enter or Return from the last name field to execute an update and place focus on the Issue Key button.  Pressing the Enter key again will initiate the process of issuing the new person their first key.


Backing Up the Keys Database

Select Backup from the File menu to make a copy of  the Keys program's database to a different disk drive.  It is recommended that you use this option frequently to backup the data so that it will not be lost if your hard disk fails.  It is a good idea to routinely backup the database to a floppy disk after each session -- any time that you have added people, keys or changed key assignments.

If you need to restore the data from your backup disks, start by reinstalling the Keys program, if necessary.  Then copy all the files (KEYS.MDB and KEYS.LDB) from the backup disk to the same folder or directory that the program was installed in (e.g., C:\KEYS).  The Backup menu option will work for as long as the database will fit on a single floppy disk.  If the database has grown too large to fit on one disk, it is recommended that you utilize other backup options such as tape drives.

Warning: restoring the files from backup disks will overwrite any information currently stored by the program with the data as it was when the backup was made.


Benefits of The Keys Program

Most companies have a number of keys that are issued to employees to allow them access to offices, buildings, storage areas or vehicles.  These keys often change hands as personnel changes and changes in employee responsibilities occur.

The most fundamental step in increasingly security is the careful tracking of what individuals had access to what keys at what time.  There is no telling when a theft or other incident may make this information vital.  A thorough and accurate record of key ownership could be immensely helpful in such difficult times.


Cancel Key Addition

The Cancel button is only displayed while adding a new key.  Click on this button if you change your mind and do not want to update the program's database file with the information for the key you have just entered.

If the Cancel button is no longer displayed, you will need to click on the Delete button to remove information for a particular key.


Closing Report Output Window

When you have finished viewing or printing the report, click on the Ok button to close the Report Output window.  You will return to the People Maintenance window, where you may continue with other work.


Contents

The Keys Program -- Help

  Overview

  Benefits of The Keys Program

  Copyright and Disclaimer

  Differences Between Evaluation and Registered Versions

  Order Form

  How to Contact Cyberniche Software

  The File Menu

    Backing Up the Keys Database

    Exiting from the Program

  Maintaining Keys

    Adding New Keys

      Update Key Addition

      Cancel Key Addition

      Adding Another Key

    Adding Key Functions

    Deleting Key Functions

    Deleting Keys

    Navigating Existing Keys

    Finding a Key

    Report on Current Key

    Ok Button to Leave Key Maintenance

  Maintaining People

    Adding New People

    Issuing Keys

    Returning Keys

    Deleting Key Assignments

    Deleting People

    Navigating Existing People

    Report on Current Person

  Generating Reports

    Include Issue Dates Option

    Include Returned Keys Option

    Keys & Functions Report

    Keys & Functions & People Report

    People Report

    People & Keys Report

    People & Keys & Functions Report

    People & Keys & Functions & Comments Report

    Report Output Window

      Printing Reports

      Closing Report Output Window

  Getting Help


Copyright and Disclaimer

Keys is copyrighted 1995 by CyberNiche Software.  All rights reserved. It is not public domain nor free software.  Non-registered users are granted a limited license to use this product on a trial basis. If you intend to use Keys on a regular basis, you are expected to register. For information on registration, Click on Registration here in Help or click on the Register Keys button in About Keys on the Help menu.

A registered user is granted a single-user license to use this program on any one machine at any one time.  The registered version is a single user version of the program.  A multi-user version (a version that supports multiple people accessing the keys database at one time) is available and is sent when a site purchases two or more copies of the program.  A registered user is permitted to make a copy of the program for backup purposes only.  Distribution of the registered version of the program is not permitted under any conditions.  The shareware or evaluation version of the program may be copied and distributed without restriction as long as all the original files are included and are not modified in any way.

Trial users of Keys must accept this disclaimer of warranty: The Shareware evaluation (trial use) version is provided as is.  Cyberniche Software makes no warranty of any kind, expressed or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose.

Registered Users of Keys must accept this disclaimer of warranty:  Cyberniche Software warrants the physical disk(s) provided with registered version to be free of defects in materials and workmanship for a period of ninety days from the date of registration. If CyberNiche receives notification within the warranty period of defects in materials or workmanship, and such notification is determined by CyberNiche to be correct, CyberNiche will replace the defective disk(s).  The entire and exclusive liability and remedy for breach of this Limited Warranty shall be limited to replacement of defective disk(s) and shall not include or extend to any claim for or right to recover any other damages, including but not limited to, loss of profit, data, or use of the software, or special, incidental, or consequential damages or other similar claims, even if Cyberniche Software has been specifically advised of the possibility of such damages.  In no event will  CyberNiche's liability for any damages to you or any other person ever exceed the lower of suggested list price or actual price paid for the license to use the software, regardless of any form of the claim.  Cyberniche Software specifically disclaims all other warranties, express or implied, including but not limited to, any implied warranty of merchantability and/or fitness for a particular purpose.


Deleting Key Assignments

Click on the Delete Key button to permanently delete a key from a persons record.  Select the key to be deleted from the list on the left hand side of the window.  The selected key's functions will be listed on the right hand side of the window.

By default, an entry will be added to this person's comments indicating the key that was deleted, the issue and return dates (if any exist) and the date that the key was deleted.  Click on this check box to remove the check mark if you do not wish to add a comment about the key deletion.

Warning:  Deleting a key without adding a comment, or removing this comment at a later time will remove all evidence that the key in question was ever assigned to a person.  It is best to use the Delete Key button only for correcting mistakes.  Use only the Issue Key and Return Key buttons to preserve the most complete record of key ownership.

Click on the Ok button to delete the selected key.  Click on Cancel to return to the people maintenance window without deleting any keys.  Clicking on Ok will have no effect if there is no key selected.


Deleting Key Functions

To delete a function description from the list for a particular key, click on the function description you wish to delete.  If there are more functions than will fit on the screen at once, you may use the scroll bar to see them all.  After the function to be deleted has been selected, click on the Delete a Function button.  A confirmation window will be displayed.  Click on Ok to delete the selected function description.  Click on Cancel to return to the key maintenance screen without deleting a function.

Functions are stored for each key so that if you add or delete functions for a key, all people already assigned that key will inherit the changed functions.


Deleting Keys

Click on the Delete button to delete the key currently displayed on the screen from the program completely.  A confirmation window is displayed on the screen asking if you are sure you wish to delete the current key.  Click on Yes to delete the key.  Click on No to return to the key maintenance window without deleting the current key.

Note: The program will not allow you to delete a key if any individual currently is assigned the key.  Even if the key has been returned, the record defining the functions of the key must be saved to preserve the historical record of the key's past ownership.  Click on the Report button if you need to see who the key has been assigned to.


Deleting People

To delete the person whose name is currently displayed in the people maintenance window, click on the Delete button.  A small window will appear asking you to confirm that you really want to delete this person and any keys that are assigned to them.  Click on the Yes button to delete them, or the No button to return to the people maintenance window without deleting anyone.

Warning:  Deleting a person who has been assigned keys at any point may erase important historical information.  To preserve a complete record of key ownership, you may enter returned dates for all of a person's keys, but do not delete their entire record outright.


Differences Between Evaluation and Registered Versions

The unregistered evaluation version of Keys will allow key information to be stored for no more than five people.  The text "Unregistered Evaluation Version" appears on the main People Maintenance window.  No other limits are placed on the functionality of the evaluation version.  Information on an unlimited number of keys may be stored and complete reporting options are available.

Users are expected to use the evaluation version of the program for a limited time to evaluate the capabilities and usefulness of the software.  After evaluating the program, users should either register by purchasing a copy of Keys, or discontinue use of the program.

The registered version of the program will allow key information to be stored for an unlimited number of people.  It does not have the text on the People Maintenance window identifying it as the evaluation version, and does not display the window that reminds the user to register when exiting from the program.

The registered version of Keys that is sent when a single copy is purchased is a single user version, for use on one PC.  If more than two licenses are purchased, or if a site that has bought a license for a single copy in the past purchases an additional copy, a multi-user version is sent that allows more than one person to access the keys database at once using a network.


Exiting from the Program

Select Exit from the File menu to exit from the Keys Program.  Any changes that you have made to the Keys database are saved while you work, but it is important to exit the program normally to prevent any chance of damaging the database file.

Note: the evaluation version of the program will display a screen of information about purchasing the Keys program when exiting, and will have a chance to print an order form.  Users of the registered version will not see this screen.


Finding a Key

After you have entered several keys, you may find it useful to click on the Find button to locate a particular key.  After you click this button, a small window will appear where you may enter the first few characters of the key code you wish to locate.  Alternately, since the keys are sorted alphabetically by key code, you may use the navigation buttons First, Previous, Next and Last to move to the information for a certain key.


Generating Reports

The Reports menu allows you to generate a variety of reports to display or print the information stored in the Keys program database.  The different options on the Reports menu allow you to specify how much information will be included in the reports.  All reports are displayed in the Report Output Window, from which you may view the complete report, print the report or save the report to a text file.

The reports generated from the Reports menu will include information on all keys or on all people (depending on the report that is selected).  Use the Report buttons on the People Maintenance or Keys Maintenance screens to report only the information for an individual person or key.


Getting Help

Context sensitive help is available throughout the Keys program.  Just press F1 from any window and information will be displayed on the particular part of the program that you are currently using.

For more detailed information, use the options on the Help menu.  Select Contents to display the complete listing of all topics in the help file.  Select "Search for Help on..." to use the standard Windows Help procedure for searching for help on a particular topic.  Select Using Help for general information on using Help files in Windows.

Select About Keys on the Help menu to display the name and version number of the Keys program, as well as the address for Cyberniche Software and information on how to purchase the program or additional copies of the program.


How to Contact Cyberniche Software

You may contact Cyberniche Software by mail, by e-mail or by phone.

Cyberniche Software

4271 Carlisle Rd.

Gardners, PA 17324-8930

USA

e-mail: wolter@dickinson.edu

Phone: 717-486-7084

We will also do custom Windows programming work at reasonable rates.


Include Issue Dates Option

The Include Issue Dates option controls whether or not issue dates and return dates are included in the reports that you generate.  By default, this option appears checked on the menu, which will cause these dates to be included in reports.  Select this menu option with the mouse to uncheck this option and prevent dates from being included in the reports.  Select this option again to have the check mark reappear.

Note: Dates may only be included in reports if you add dates when you issue keys.  No return dates will appear in your report unless the Include Returned Keys option is set on (checked).


Include Returned Keys Option

The Include Returned Keys option controls whether or not keys that have been issued and returned will appear in reports.  By default, this option will be off (not checked) so that returned keys will not be listed in reports.  Select this menu option and a check will appear next to it on the menu and returned keys will be included in reports.


Issuing Keys

Click on the Issue Key button to assign a new key to the person currently displayed on the screen.  Select the key to be issued from the list on the left hand side of the new window.  You may click on the key using the mouse, use the cursor arrow keys or use Page Up and Page Down keys.  If more keys have been entered into the program than will fit in the list, a scroll bar will appear on the right of the list.  When a key is selected from the list, the functions assigned to that key will be listed on the right side of the window.

After selecting the correct key to be issued, press the tab key or click with the mouse to enter the date that the key was issued.  The current system date appears by default.  If you enter a different date, the date you use will become the new default when the next key is added.  An Issue date is not mandatory -- if you do not know or do not wish to enter an issue date, highlight the date displayed on the screen and press the Delete key on your keyboard.

Click on the Ok button to save the new key and issue date in the database for this person, or click on the Cancel button to return to the people maintenance screen without issuing any new key to this person.


Key Code
The key code is used to identify a particular key.  Up to 10 characters may be entered for the Key code, either letters or numbers.  Typically, the number or letters that are actually printed on the key are used for the key code.


Keys & Functions & People Report

The Keys & Functions & People report lists all keys in alphabetical order by key code, along with each key's functions and the people who have been issued that key.


Keys & Functions Report

The Keys & Functions report will list all keys in alphabetical order by key code.  Any functions that have been entered for keys will appear indented after the key in the report.  The report will be displayed in the standard report output window.


Maintaining Keys

Select "Maintain Keys" from the Keys menu to display the window used for adding and deleting keys and key functions.  If there are already keys entered in the program's database, the Navigation buttons (First, Previous, Next and Last) will be displayed.  If no keys have been entered into the program yet, your only options will be to add a new key or to leave the key maintenance window by clicking the Ok button.


Maintaining People

The People Maintenance screen is displayed when the program is first started.  If people have already been entered in the program, the first name will appear and the navigation keys will be enabled to allow you to move through the various people on the system.  If you have not yet entered the names of any people, your options will be limited to adding new records.


Navigating Existing Keys

If keys have been added to the program already, and you are not in the middle of adding another new key, the key navigation buttons will be available.

Click the First button to move to the very first key record.  The keys are sorted alphabetically after they have been entered

Click the Previous button to move to the key record immediately before the current key.  If the first key record is already displayed, the computer will beep and the first key will remain on the screen.

Click the Next button to move to the key record following the current key.  If the last key record is already displayed, the computer will beep and the last key will remain on the screen.

Click the Last button to move to the last key record in the database.


Navigating Existing People

If people have been added to the program already, and you are not in the middle of adding another new person, the navigation buttons will be available.

Click the First button to move to the very first person record.  The people stored by the program are sorted alphabetically by last name after they have been entered

Click the Previous button to move to the person record immediately before the current person.  If the first person's record is already displayed, the computer will beep and the first person will remain on the screen.

Click the Next button to move to the person record following the current person.  If the last person's record is already displayed, the computer will beep and the last person will remain on the screen.

Click the Last button to move to the last person record in the database.


Ok Button to Leave Key Maintenance

Click on the Ok button when you are finished adding or deleting keys or key functions.  You will return to the people maintenance window, from which you may assign keys to people or continue with other work.


Order Form
Keys Order Form

(Select Print Topic from the File menu to print this order form)

Date: ____________	Ref No: KY-100-3200

Name: ________________________________________________

Address: ______________________________________________

                 ______________________________________________

                 ______________________________________________

Phone:     ______________________________________________

Where did you learn about Keys? ____________________________

What type of PC do you use? _______________________________

What version of Windows do you use? ________________________

Do you have any comments or suggestions concerning Keys?

______________________________________________________

______________________________________________________

______________________________________________________

Registration Fee: 	$25.00 per copy

Shipping & Handling:	$  3.00 per order

Mail this form with your payment by check or money order to:

Cyberniche Software

4271 Carlisle Rd.

Gardners, PA 17324-8930


Overview

The Keys Program is a database for keeping track of keys -- what they do, who has them and when they had them.

Use the Maintain Keys option on the Keys menu to record the keys that are used by your company.  You may define any number of Keys and assign an unlimited number of functions to those keys to keep track of exactly what the keys may be used for.

When the Keys Program first starts up, the window for maintaining people is displayed.  Enter the names of all the people who may have been assigned keys.  After a name is entered, you may issue keys to them.  The Keys Program will allow you to track the dates that keys are issued and returned.  Textual comments may be entered to allow you to keep track of other information, such as dates keys were lost and replaced.

A variety of reports may be generated to access the information stored by the program.  Reports may be sorted by key, showing functions and owners, or sorted by person, showing assigned keys and their functions.  Reports are displayed on the screen and may be printed or saved to text files.

Context sensitive help is available throughout the program by pressing F1.  You may also select help topics from the Contents page or search for key words.


People & Keys & Functions & Comments Report

This report is the most complete listing of information available.  The names of all the people in the program's database are printed in alphabetical order, along with any keys assigned to them, the functions of those keys, and any comments that have been entered.

If the Include Issue Dates option is checked, then the dates that keys were issued will appear on the report after the key code (if an issue date was specified when the key was issued).  If the Include Returned Keys option is checked, then keys that have been returned are also included in the report.


People & Keys & Functions Report

The People & Keys & Functions report lists all people in the Keys Program's database, along with any keys assigned to them and the functions of those keys.  If the Include Issue Dates option is checked, then the dates that keys were issued will appear on the report after the key code (if an issue date was specified when the key was issued).  If the Include Returned Keys option is checked, then keys that have been returned are also included in the report.


People & Keys Report

The People & Keys report lists all people in alphabetical order, along with the keys that have been assigned to them.  If the Include Issue Dates option is checked, then the dates that keys were issued will appear on the report after the key code (if an issue date was specified when the key was issued).  If the Include Returned Keys option is checked, then keys that have been returned are also included in the report.


People Report

The People report lists that names of all the people in the Keys program's database.  The names are sorted alphabetically by last name.  No key information is included in this report.


Printing Reports

From the Report Output window, click on the Print button to print the report that is currently displayed.  A standard Windows print dialog is displayed.  Click on the Ok button to print the entire report.  Click Cancel to return to the Report Output window without printing anything.  Click the Options button to change the default print options.  Options will allow you to print to a different printer, for example, if more than one printer is connected to your PC.


Report Output Window

The Report Output Window is the standard screen where all reports are displayed.  The scroll bar on the far right will allow you to select different pages, if the report is longer than one page.  The Print button will print the report that is currently displayed.  The Ok button will close the Report Output Window.

The horizontal scroll bar at the bottom (next to the binoculars) is the zoom control.  The zoom control allows you to enlarge or reduce the size of the report on the screen.  Reduce the report size in order to see an entire page on the screen at one time.  Enlarge the report size in order to read the details of the report.  If the report is anlarged to a size that will not fit in the window, scroll bars will appear immediately next to the report text to allow you to view the entire report.


Report on Current Key

Click on the Report button to generate a report on the current key.  The key's code and all its functions and owners will be listed.  The report will be displayed in the standard report window, from which you may print it or save it to a text file.


Report on Current Person

Click on the Report button to generate a report on the person currently displayed.  The person's name, the keys assigned to them, the functions of those keys and any comments will be included in the report.  The report will be displayed in the standard report window, from which you may print it or save it to a text file.


Returning Keys

Click on the Return Key button to return a currently assigned key.  Note that only keys that have already been issued but have not been returned may be flagged as returned.  Select the key to be returned from the list on the left hand side of the new window.  You may click on the key using the mouse, use the cursor arrow keys or use Page Up and Page Down keys.  If more keys have been issued to the current person than will fit in the list, a scroll bar will appear on the right of the list.  When a key is selected from the list, the functions assigned to that key will be listed on the right side of the window.

After selecting the correct key to be returned, press the tab key or click with the mouse to enter the date that the key was returned.  The current system date appears by default.  If you enter a different date, the date you use will become the new default when the next key is returned.  A return date is mandatory -- for a key to be recognized as having been returned, a return date is needed (but a key may be deleted from a person's record without a date).

Click on the Ok button to save the new return date in the database for this person, or click on the Cancel button to return to the people maintenance screen without making any changes to this person.


The File Menu

The File menu is the first pull down menu at the top of the main People Maintenance window in the Keys program.  It contains three options, one to backup the keys database, one to compact the database and one to exit from the program.


Update Key Addition

The Update button is displayed only when adding a new key.  Clicking Update will add the newly entered key to the program's database file and allow you to continue with other work.