Key management software
© 2022, Aidex GmbH
Software "Key-Organizer" for Windows™

Instruction manuals

To get started, please see the First steps page.

The following sections describe new features that have yet to be updated in the PDF instructions or have only recently been included.

There are two PDF documents as instructions for Key-Organizer: the first one is a technical guide for IT admins, e.g. regarding a shared data folder: InstallationTips.pdf.

The second guide is for users of the program: UserGuide.pdf.
In it, the section about print templates is out of date and needs to be replaced. The new information about print templates can be found in InstallationTips.pdf.

Both instructions can also be called from the program, see there in the main menu: Help.

New: Link entries with files

Some customers have requested to be able to store scanned handover receipts in the program and link them to persons or key handovers. This function has been available since program version 2022-04.

The files can either remain in their place on the hard disk or be taken over (moved) by the Key Organizer to its data folder. You should prefer the latter if the file does not need to stay in place for other uses.
If a file remains in its original location, you must ensure yourself that the file remains exactly there permanently and is not renamed. In addition, the path must also be valid for other users. Otherwise the Key Organizer will not find the file again.

Linking with key transfers
To link a file to an issued key, go to the Employees tab and select a person. The issued keys are listed at the bottom left. You can right-click on a key entry and select "Link to file" from the pop-up menu. A file selection dialog box will then appear.

Link to master data
You can also link a file to any master data record, for example, to a door, a building, a key without a person reference, or a person without a key reference. To do this, first select an entry on any tab and then click on Edit in the main menu, then on "Link to file".

Show linked files
In the menu where you found the link function, there is also a menu item "Show linked files". In the window that lists the files, you can double-click on a file name to call up the file. With the right mouse button you can find further functions, e.g. to delete the entry.

Transferring a file to the data folder
To copy or move a linked file from its original location to the program's data folder, right-click in the file list (see above) and select "Copy file to data folder" from the pop-up menu.

Customize print templates in Word

Since program version 2022-08 it is possible to use Word documents as print templates. In contrast to the previous HTML templates, it is easy to customize Word documents yourself according to your own wishes. The prerequisite for this is that the users of the Key Organizer have Microsoft Word installed (it does not yet work with OpenOffice and others). If MS Word is not installed, templates in HTML remain as an alternative (included as standard in the program). Placeholders

By default, the HTML templates are preset because they work even if Word is not installed. If you have MS Word installed, we recommend switching to Word templates. To do this, click in the Key Organizer in the main menu on: Edit > Edit Print Templates. Behind each button you will find an option "Use a Word document as a template". You can save the respective default template of the program to be able to edit it individually. Afterwards you can select the edited file again in the same window.

IT: Set up backup on server

The storage of the input data is file-based on your hard disk or a network folder. Please note that in the event of a failure, your data cannot be restored from a "cloud" or similar.

Your IT must therefore take care of the data backup itself. Please make sure that the data folder of the program (see InstallationTips.pdf) is included in the data backup by your server.