Submitting a Key Request in ServiceNow
This article outlines the steps of submitting a key request form in ServiceNow.
The online form replaces the blue keycards, though in some cases (e.g., non-employee students) you may still need to use the physical keycard process.
Key submitters can only request keys for employees in their department(s). Requests for new employees or employees transferring from other departments can only be submitted via this form after their directory information has been updated.
Are you...
If you hold multiple positions (e.g., concurrent full-time staff and part-time faculty) the form will pull the position information with the highest FTE and populate the corresponding authorizer/manager. You should verify that the listed authorizer/manager is authorized to sign for the keys being requested.
3.1. Select Building and room. Then, click Add.
- Select the Building and room radio button.
- Click the Add button.
3.2. Select a building. You can search for a building by typing its full name into the search bar.
- Click into the Building drop-down menu.
- Type the building name into the search field. Note that the search only recognizes full building names, not abbreviations (e.g. Langsdorf Hall, not LH.)
- Select a building from the results.
3.3. Select a building. You can search for a room by typing it into the search bar.
- Click into the Room drop-down menu.
- Type the room name into the search field. Note that you must include a hyphen in the room name.
- Select a room from the results.
3.4. Select a key.
- Click into the Key drop-down menu.
- Select the key that you want to request. Generally, the Change Key is the basic key that employees need. Note that Grand Master and Great Grand Master Keys will require business justification and additional levels of approval.
3.5. Review the information. If you selected a Grand Master or Great Grand Master Key, check the acknowledgment statement. Then, click Add.
- If you selected a Grand Master or Great Grand Master Key, a checkbox will appear. You will need to place a check in the box to acknowledge that lost keys are subject to a minimum $100 replacement fee.
- Click Add.
3.6. Your selected key will be listed in the Keys requested table.
- The Keys requested table will show the key(s) that you have selected.
- As an optional step, you can provide additional comments.
3.7. Repeat the above steps for additional keys that you would like to add.
3.1. Select Key number. Then, type in a key number and press Tab.
- Select the Key number radio button.
- Type in the key number and press the Tab key. Note that Grand Master and Great Grand Master Keys will require business justification and additional levels of approval.
3.2. If you requested a Grand Master or Great Grand Master Key, you will be prompted to acknowledge that there is a minimum $100 replacement fee associated with those keys. Click OK.
3.3. Your selected key will be listed in the Keys requested table.
- The Keys requested table will show the key(s) that you have selected.
- As an optional step, you can provide additional comments.
3.4. Repeat the above steps for additional keys that you would like to add.
If the request does not include any master keys, the request will now route for approval.
If the request does include any master keys, you will be asked to provide justification.
After the request is submitted, the key submitter and key recipient will receive confirmation emails.
4.1. If the request includes any Grand Master or Great Grand Master keys, a prompt will appear requiring a business justification. Enter the reason for issuing the key(s) in the text field and click OK.
- Type the business justification in the input box.
- Click OK.
4.2. The business justification will populate beneath the list of keys. Click Submit.
- The form will update with the business justification listed.
- Click Submit.
When you click into the drop-down menu, there will be a search field where you can type in a name, CWID, or username to search for a user.
The key recipient can only be changed by key submitters/DITCs. If you are unable to make a selection in this field and believe you should be able to, contact:
- [email protected] - if you are only interested in being a key submitter
- [email protected] - if you are interested in DITC access
If an employee holds multiple positions (e.g., concurrent full-time staff and part-time faculty,) the form will pull the position information with the highest FTE and populate the corresponding authorizer/manager. You should verify that the listed authorizer/manager is authorized to sign for the keys being requested.
3.1. Select Building and room. Then, click Add.
- Select the Building and room radio button.
- Click the Add button.
3.2. Select a building. You can search for a building by typing its full name into the search bar.
- Click into the Building drop-down menu.
- Type the building name into the search field. Note that the search only recognizes full building names, not abbreviations (e.g. Langsdorf Hall, not LH.)
- Select a building from the results.
3.3. Select a building. You can search for a room by typing it into the search bar.
- Click into the Room drop-down menu.
- Type the room name into the search field. Note that you must include a hyphen in the room name.
- Select a room from the results.
3.4. Select a key.
- Click into the Key drop-down menu.
- Select the key that you want to request. Generally, the Change Key is the basic key that employees need. Note that Grand Master and Great Grand Master Keys will require business justification and additional levels of approval.
3.5. Review the information. If you selected a Grand Master or Great Grand Master Key, check the acknowledgment statement. Then, click Add.
- If you selected a Grand Master or Great Grand Master Key, a checkbox will appear. You will need to place a check in the box to acknowledge that lost keys are subject to a minimum $100 replacement fee.
- Click Add.
3.6. Your selected key will be listed in the Keys requested table.
- The Keys requested table will show the key(s) that you have selected.
- As an optional step, you can provide additional comments.
3.7. Repeat the above steps for additional keys that you would like to add.
3.1. Select Key number. Then, type in a key number and press Tab.
- Select the Key number radio button.
- Type in the key number and press the Tab key. Note that Grand Master and Great Grand Master Keys will require business justification and additional levels of approval.
3.2. If you requested a Grand Master or Great Grand Master Key, you will be prompted to acknowledge that there is a minimum $100 replacement fee associated with those keys. Click OK.
3.3. Your selected key will be listed in the Keys requested table.
- The Keys requested table will show the key(s) that you have selected.
- As an optional step, you can provide additional comments.
3.4. Repeat the above steps for additional keys that you would like to add.
If the request does not include any master keys, the request will now route for approval.
If the request does include any master keys, you will be asked to provide justification.
After the request is submitted, the key submitter and key recipient will receive confirmation emails.
4.1. If the request includes any Grand Master or Great Grand Master keys, a prompt will appear requiring a business justification. Enter the reason for issuing the key(s) in the text field and click OK.
- Type the business justification in the input box.
- Click OK.
4.2. The business justification will populate beneath the list of keys. Click Submit.
- The form will update with the business justification listed.
- Click Submit.
Next Steps
After the form is submitted, it routes to the key recipient's authorizer (manager) for review. The authorizer receives an email from the Help Desk notifying them that a key request is awaiting their approval.
Requests that include Grand Master or Great Grand Master keys will route to the Lead Locksmith for review and approval. If approved by the Lead Locksmith, requests are sent to University Police for fulfillment. The recipient will receive an email with instructions when keys are ready for pickup.
Requests that do not include master keys are sent to University Police for fulfillment. The recipient will receive an email with instructions when keys are ready for pickup.
The workflow for the entire request is cancelled. A reason will be provided for the rejection. You may submit a new request to obtain keys.
The workflow for the entire request is cancelled. You may submit a new request to obtain keys.
Need More Help?
For technical assistance, contact the IT Help Desk at [email protected] or 657-278-7777. View the Help Desk website for business hours.
You are done. Great job!