Key Requisition

Key Requisition

SOVA allows you to create key requisition forms and control authorizations with the ability to have multiple signatories, thus ensuring that all required parties have signed off on a key request before the keys are made. Here are the steps required to start a key requisition.

Prerequisites to completing key requisition forms:
  1. You must enter keys in the equipment module. For information on how to do that, please review the article on Adding Equipment.
  2. You need to setup the departments at your place of business, so you can choose the department from a dropdown menu for the person requesting the key(s).
Steps to create key requisition forms:
  • Navigate to Logs.
  • In the "Select Log Type" dropdown, select "Key Requisition"
  • Click the green "Add Key Requisition" button at the upper right
  • Complete the top part of the form
  • With the "Key Details" tab activated, click the plus "+" icon. Your screen should look like this:


  • Add equipment ID (if known), the equipment name, and the key group.
  • Click Save
  • Repeat for other keys or key sets
  • Click to activate the "Authorizations" tab
  • click the plus "+" icon. Enter the name, title, and email for the authorizing person. Your screen should look like this:


TIP: You cannot edit authorized persons. If you make a mistake, simply delete the authorized person and enter them again.


  • Add additional authorizing persons as needed
  • Click Submit
  • Users added to the Authorizations tab would receive an email similar to below asking them to login, review the request, and provide their approval. There is no means for a person added to the Authorizations tab to indicate their disapproval of the key request, other than refusing to sign the authorization. NOTE: if this happens, your choices are to delete the key request all together and deny access to the key by the requesting party, or delete the authorized person declining to sign the authorization and add another authorized person (if necessary).

  • Authorized signers would use one of the options above to login, review the requester's name and the keys they are requesting in the screen below. If they approve, they would add their signature and submit their approval. An example screen showing this step is below:


  • Back in the key requisition listview below, we can now see that there are no more signatures required, and now we are ready to make the approved key(s):


  • Clicking the action icon in the screen above opens a menu where you can edit or delete the key requisition. Let's edit this entry so we can show you how to override an authorization, in the event the authorized person did not get their email request, or perhaps they call and provide their authorization by phone. While this is not the recommended protocol, SOVA has an override feature allowing you to add authorizations manually.
  • In the screen above, click the action icon and choose Edit.
  • When the key requisition edit screen opens shown below, click the "Authorizations" tab. You will see an action icon that looks like a checkmark, which is highlighted below with the arrow. Selecting that opens a popup allowing you to provide an override authorization signifying that the person listed in the requisition form has given their approval. You document these details and provide your name in the popup screen shown below:

  • That's it! You have successfully completed a key requisition. Current these authorizations are available digitally only. you cannot download a copy of a completed key requisition form. This is an item on our roadmap to complete development of a PDF version of the form. Please let us know in the comments if you think a PDF version would be useful.

Watch the video below to see how we add a new key requisition:


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