KMS - Policy Groups and Scheduled Acknowledgements

Policy Groups and Scheduled Acknowledgements

Policy Groups are intended to specifically assign Policies/DTBs to a particular group of users. While a powerful tool it is often not used or set up properly. Knowing the details of these processes will help you resolve a lot of issues. This can be confusing, don’t hesitate to reach out to Lexipol Customer Support for assistance, if needed.

Policy Groups

How to Setup a Policy Group -

1. Before you can set up the Policy Group, the group must be created, and the users added into the group. Go to the Admin Tab>Group Management>Add Group. Create the group and add Users into the group.

• 1. A group must have at least 1 member.

  2. Users should not belong to multiple groups.

1. Once the Group is established, go to the Manual, and choose the Policy Groups Button.

1. Choose “New” and Update the Policy Group Title. See screenshot on next page. (1 & 2)

2. Enter a Description if needed. (3)

3. Choose what type of Policy Group (4)

   1. Include Selected Policies for Policy Acknowledgements and DTB Exams

   2. Exclude Selected Policies for Policy Acknowledgements and DTB Exams

4. Choose from the “Available Policies” for the group (5)

5. Choose from the “Available Groups” (6)

6. Close and the Policy Group is now active.

How this works –

When a user is newly established, if no Groups/Policy groups are employed they typically get all policy (majority of agencies are setup this way)

If Policy Groups are being used and the user is immediately (during setup) assigned to a Group, the policy they receive is only what is designated in the Policy Group. When policy is updated and released to the manual the policy group is again called and only delivers designated policy.

Example:

Agency has 65 users (59 officers and 6 admin staff).

Facts:

• Agency has 160 policies, and they are doing DTB’s.

• Two groups are created: Sworn and Admin

• Two policy groups are created to match: Sworn and Admin

• The sworn group is setup as Inclusive (Includes selected DTB & Policy) and all Chapters/Policies are checked.

• The admin group is also setup as Inclusive (Include selected DTB & Policy) only Chapter 2 and Chapter 10 are checked.

When policy runs the officers get everything and the admin group only receives the policies in Chapter 2 and Chapter 10. When DTBs are issued the officers get all DTB’s while the admin group will only receive DTBs that reference the policy that they are designated to receive.

NOTE: The admin group could have been set as exclusive (Excluding the selected DTB & Policy) as well. All policy except for that in Chapters 2 & 10 would have been checked and the outcome is the same. Admins must figure which approach makes the most sense for them to utilize.

So, even if when the DTB pkg is released you choose ALL DTB Test Takers, the Policy Group is 1^st priority and dictates what users receive. The same applies to Scheduled Acknowledgements, see the diagrams below.

Scheduled Acknowledgements

Scheduled Acknowledgements are intended for policy review or resending policy to an individual or group. These are more time specific, and the schedule can be One Time Run, Weekly, Monthly or Annually. NOTE: While there are some similarities to Policy Groups, Policy Groups are the higher priority when policy is run. If there is a Policy Group in place and you run a Scheduled Acknowledgement, it still calls the information stored in the Policy Groups first, and dictates the receipt of policy. Regardless of what is chosen in the Scheduled Acknowledgement. See below:

Typical Life Cycle:

Scheduled Acknowledgement Cycle:

How to Setup a Scheduled Acknowledgement:

1. The Group must be created, and the users added into the group. Go to the Admin Tab>Group Management>Add Group. Create the group and add Users into the group.

   1. A group must have at least 1 member.

   2. You can use an existing group if applicable.

2. Once the Group is established, go to the appropriate Manual and choose the Scheduled Acknowledgement Button on the Issued Manual.

1. Choose “New” and Update the Title. See screenshot next page. (1 & 2)

2. Enter a Description if needed. (3)

3. Choose the Available Policies. (4)

4. Choose the Available Group(s). (5)

5. Set the Schedule (6)

6. Close

7. This Scheduled Acknowledgement is now saved and set to run in the nightly process. (Always double-check that all the above criteria was saved).

Example Situation:

If Joe Smith was a Custody User when his profile was established, he received Custody Policy. If Joe transfers to Law Enforcement and the admin changes his permissions, Joe no longer has access to the Custody Policy, but the permission change does not auto deliver LE Policy because - Policy is ONLY delivered at initial setup of a user and not when permissions change. The Scheduled Acknowledgement is the process needed to send the new Policy to the user.

Both can be tricky and involved. Please reach out to Customer Support for assistance when/if you decide to use either of these options.