KMS UserId & Password Procedures
  • 08 Jun 2022
  • 4 Minutes to read
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KMS UserId & Password Procedures

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Establishing New Users

The individual agencies should oversee initial setup of new users. That responsibility lies with the assigned agency administrator(s). If problems are encountered, please contact Lexipol Customer Support for assistance.

  • Within KMS, Admin Tab > User Management > Add user.

User Information Tab:

  • Mandatory fields: Email, First Name, Last Name
  • Optional fields: All other fields are optional, but attention should be given to the following fields:
    1. Groups - If your agency utilizes groups then the user needs to be added to the correct group at this time as this may dictate how policy is distributed.
    2. DTB Start Date – this will dictate how DTB’s are received initially and if left blank DTB’s will not be received at all.
  • Set Password – Lexipol uses a standard Policy123 (case sensitive) for this field and then allows the user to set a new password at login. Agency discretion.
  • User Status – Account Enabled (Checked) , Password Not Expired o (allows user to set password) or (Checked) (The password is set and does not expire), DTB Test Taker (Checked) (along with a DTB Start Date)
  • Notification Settings – choose Mobile (Checked) or Email (Checked) or both (this allows the user to be notified of Acknowledgements and DTB’s)

User Permissions Tab:

  • Choosing the appropriate permissions for the user:

   

Explanation of User Permissions

Agency Administrator

        Highest Level. Grants full authority to complete all functions of the system and to all manuals,

DTBs, and users within the account. No additional boxes need to be check when this one is 

selected.

 

(Product) Agency Administrator

              Grants full administrative authority to the specific manual and DTBs to the product listed.

Example: Custody Agency Administrator grants full admin rights to the custody manual

 and custody DTBs, only. However, user has access to all reports and users regardless of 

the assigned product.

Note: If a user is an admin of one product and an end-user of another, the end-user box 

of the other product needs to be checked. 

Example: Custody admin user is also an end user of the LE manual, but does not need to 

complete LE DTBs, LE manual user must also be checked. 

 (Product) Agency Analyst

                Allows access run all reports, for all manuals and DTBs the agency may have, regardless of 

product type.

Example: Fire Agency Analyst provides access to LE, custody and supplemental manual 

reports as well. Does not grant access to users. 

Do not select this box alone or the user will not have access to receive and view policies.


(Product) Agency Author

                Allows access to edit and approve policy within the specified product manual, but they

cannot issue policy.

Example: Fire Agency Author allows the user to edit fire policy, only. However, user will

have editing and issuing rights to all DTBs. User will not have access to reports, users, or

accreditation tabs.


(Product) Manual Administrator

                Allows editing and approving rights to the specific product manual, only, but not authorized to

issue policy. 

Example: LE Manual Administrator allows editing rights to the LE manual, only. Does not allow

access to reports, draft DTBs, and user tabs

 

(Product) Manual Analyst

        This permission does not work. Use Agency Analyst instead.

 

(Product) Manual Author

              Allows editing rights to the specific product manual, only. 

Example: Supplemental Manual Author allows the user to edit only the supplemental 

manual. User cannot issue policy and has no access to draft DTBs, reports, accreditation, and 

user tabs.

 

(Product) DTB Administrator

        Allows full rights to all DTBs, regardless of product type. Does not allow access to reports, 

accreditation, or user management. Does not allow access to reports. Must check Agency

Analyst to grant access to run reports.

 

(Product) DTB Analyst

              Does not work. Use Agency Analyst instead.

(Product) DTB Author

Allows full rights to all DTBs, regardless of product type. User can edit and issue all DTBs.

No access to reports, accreditation, and user management tabs.

 

(Product) DTB User

If checked alone, the user will not have access to the manual or DTBs. When checked with

 manual user, user will have access to both issued manual and issued DTBs. User must also

 have a DTB start date and the DTB Test Taker box checked on the User Information page.

 Checking the DTB Test Taker Box, only, will not send DTBs to the user even if the user has a

 DTB start date.

 

(Product) Manual User

        Allows access to the issued manual for the specific product. User will receive and acknowledge 

product policies but not DTBs. 

 

(Product) User

        Includes same permissions as DTB User and Manual User, therefore, check only this box if a user 

will be required to acknowledge policy and complete DTBs. User must still have a DTB start date 

and the DTB Test Taker box checked on the User Information page. This is specific to the product 

type.

Example: Fire User provides access to issued fire policies and fire DTBs, only. 

 

Note:  Users with higher permission access (i.e. Authors, Analysts, and Manual Administrators) will

need access to the User or Manual User functions.

 

Exception: The Agency Administrator does not need the User function or Manual User function

but still needs to have a DTB start date and DTB Test Taker box checked if the administrator will be required 

to complete DTBs.

 

Once the choices are complete hit Submit and the message comes up that the user was successfully created.


Note:  Users with higher permission access (i.e. Authors, Analysts, and Manual Administrators) will

need access to the User or Manual User functions.

 

Exception: The Agency Administrator does not need the User function or Manual User function

but still needs to have a DTB start date and DTB Test Taker box checked if the administrator will be required 

to complete DTBs.

 

Once the choices are complete hit Submit and the message comes up that the user was successfully created.

 

User Password Requirements

Minimum 8 characters, 1 Capital Letter, 1 number or special character.

 

Resetting Passwords

Go to User Management (on the Admin tab), search for the user and then Edit User !, on User Information Tab > Update Password, reset to Policy123 and then uncheck “Password Not Expired”. The user will be prompted to change their password when logging into KMS. If needed, set the password to whatever the user requests and check “Password Never Expires”. Again, this is at the agency’s discretion.


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