About LexisNexis® ID Maintenance Tool

About LexisNexis® ID Maintenance Tool

About LexisNexis® ID Maintenance Tool

With the LexisNexis® ID Maintenance Tool you can easily create and manage your lexis.com® user IDs. The tool is especially useful for generating IDs quickly or deactivating IDs as individuals leave the firm.

The ID Maintenance Tool is available via a tab on the LexisNexis® PowerInvoice Service™ and provides the ability to manage users’ lexis.com® IDs. The ID Maintenance Tool provides the capability to:

  • Create new IDs
  • Edit or deactivate existing IDs
  • To locate specific sets of IDs
  • View and/or reset passwords

Lexis® ID Maintenance Tool Enhancements 2010

LexisNexis® recently released enhancements to the Lexis® ID Maintenance Tool based on feedback from information professionals.

The enhanced functionality includes:

  • Administrators now have the ability to set preferences for default sort and user display options.
    To view, click on “Preferences” in the upper right corner of the main screen (above the red bar). Use the dropdown choices to set default preferences for viewing or downloading reports.
    • “Default Sort Options” choices from the dropdown are: User ID, User Name or Activation Date.
    • “Default User Search” choices from the dropdown are All Users, Active Users, Suspended Users or Deactivated Users. 
  • Administrators can now generate a list of IDs by status.
    Select from “Sort Option” and Display” choices, or by using the default preferences. After making these selections select “View” or “Download”.
  • Administrators can now permanently deactivate a user ID.
    In the past, user IDs could be “suspended” but were not “deactivated”. This new feature allows for true deactivation of IDs; suspending IDs remains an administrative option and allows for reactivating an ID. Deactivated IDs are permanently removed and cannot be reactivated.
  • Administrators now have the ability to take an action on multiple IDs.
    To implement, select multiple IDs to either Suspend or Reactivate or Deactivate by checking the box to the left of the ID. Then, use the pulldown from “Actions” to Suspend, Reactivate, or Deactivate the selected IDs.
  • “Clone” replaces the former “create similar” link to create an ID for a new user.
  • Administrators can now initiate a LexisNexis security investigation for suspected illegal use by clicking the “investigate” link.
    Administrator’s continue to have the ability to reset or view a user’s password when “Edit” is selected. As a reminder, a user will be notified by e-mail when a firm administrator selects “Edit” to view or reset the user’s password.

Getting Started

If you are a specified administrator, a tab for the LexisNexis® ID Maintenance Tool will display at the top of your LexisNexis® PowerInvoice Service™ screen. Click this tab to display the User Search form, which is the home page for the ID Maintenance Tool.

If you have been specified as an administrator by your firm and do not have access to the ID Maintenance Tool, contact your LexisNexis Account Representative or your Librarian Relations Consultant.

The LexisNexis® ID Maintenance Tool Home Page

You can access the basic functions of the ID Maintenance tool from the User Search form. This form allows you to search for information on users, accounts and locations related to the lexis.com® IDs in your firm.

In the New Query section of the User Search form you may search by specific user name(s), account number(s), location(s), user lexis.com ID(s) and account name(s), or you can view all at one time. If you click List, located at the top right of each search box, you can display a list of all the items in that category, e.g., a list of all user names. To generate a list of specific users, user IDs, etc., within your organization:

  • Select one or more of the options under New Query that will best narrow your results to the data you want.
  • Select how you want your results sorted: by user ID, user name or activation date.
  • Click View to display your results or click Download to have them downloaded to a file.

Your search results are displayed on the User List page. If you selected Download, a Download Maintenance Activity form appears for you to indicate the format and range of pages you want to download. Note: To reset all the fields back to the default settings, click Clear All.

Creating a New lexis.com® ID

To create a new lexis.com ID select an existing user from the User List who has the entitlements your new user should have on his/her lexis.com ID. The LexisNexis® ID Maintenance Tool will automatically use the setup options and entitlements information from that person’s lexis.com ID as a template to create a new user ID. When you identify an ID with the entitlements you want to use, click the Create Similar link on the User List page. Fill in the required fields, which are Last Name and First Name. Click Create, and the new ID with the same entitlements as the model will be created.

The new ID number and temporary password will display on the screen, along with other identification information. This password is temporary and will need to be changed by the end user upon the first log on (for additional information on changing passwords please click here). You can view and/or print an ID card by clicking View ID Card. Note: the temporary password will not be printed on the card.

Deleting a lexis.com® ID

To delete a lexis.com ID, click Delete next to an ID on the User List page. You will be asked to confirm that you actually want to delete the ID. Deleted IDs will not appear on the user list when you search, unless in the original request for access to the LexisNexis® ID Maintenance Tool you indicated that you want to see “inactive” IDs.

You can also specify a deactivation date when you create an ID. If you wish to deactivate an ID at a specific time in the future (for example, Summer Associate IDs), click the radio button next to the date boxes and select the date on which you want the ID to be deactivated.

Editing a lexis.com® ID

You can edit lexis.com IDs to make changes to an individual’s name. To edit a an ID, click on the Edit button associated with that user’s name. This will provide you with an Edit User form to complete to make the change. Note that you cannot use the ID Maintenance Tool to make changes to the billgroup associated with a specific ID. If a user moves to a different city and you want his or her ID in the billgroup for that city you will need to create a new ID for that user under that billgroup.

Reset and / or Display lexis.com® Passwords

Under certain circumstances, you can securely view passwords using the LexisNexis® ID Maintenance Tool. There are two requirements regarding displaying passwords:

  • As the LexisNexis® PowerInvoice Service™ administrator you will be required to sign the Password Service Agreement which will enable you to view passwords.
  • The user’s password must be strengthened for security purposes. For additional information on strengthened passwords click here.

If you have been specified as an administrator by your firm to displayuser’s passwords and do not have access to this information on the ID Maintenance Tool, contact your LexisNexis Account Representative or your Librarian Relations Consultant and request a copy of the Password Service Agreement.

With these requirements met, you can click the Display Password button to display the password and provide it to the end user. The end user will receive an e-mail indicating his or her password has been viewed.

To reset a user’s password click the Reset Password button. When you reset the password a new, temporary, password will pop up on this screen, providing you with the information to give to the end user. When you click on another page, go back, or click on another user, the new password will appear as starred out to protect the security of the temporary password. This tool is useful for resetting individual passwords, but it is not designed to be used as a firm-wide password change tool.

Review the most recent literature for the LexisNexis ID Maintenance Tool as well as other LexisNexis products and services here. 

Frequently Asked Questions

How do I gain access to the LexisNexis® ID Maintenance Tool?

The ID Maintenance Tool is available as a tab in the LexisNexis® PowerInvoice Service™. If you are designated as an administrator for your firm, contact your LexisNexis Account Representative or Librarian Relations Consultant to gain access to the ID Maintenance Tool.

What can I do with the LexisNexis® ID Maintenance Tool?

The ID Maintenance Tool provides the capability to:

  • Create new lexis.com® IDs
  • Edit or delete existing lexis.com IDs
  • Locate specific sets of lexis.com IDs
  • Display and/or reset passwords

Can I generate a list of specific lexis.com® IDs?

Yes, to generate a list of specific lexis.com IDs within your organization do the following:

  • On the LexisNexis® ID Maintenance Tool User Search Form select one or more options that will best narrow your results to the data you want.
  • Select how you want your results sorted; by user ID, user name, or activation date.
  • Click View to display your results or click Download to have them downloaded to a file.

Your search results are displayed on the User List page. If you selected Download, a Download Maintenance Activity form appears to let you indicate the download format and range of pages to download.

To reset all of the fields back to the default settings click Clear All.

How can I display user’s lexis.com® passwords?

There are two requirements regarding displaying passwords:

  • As the LexisNexis® PowerInvoice Service™ administrator you will be required to sign the Password Service Agreement. .
  • The user’s password must be strengthened for security purposes. For additional information on strengthened passwords click here.

Please note that the end user will receive an e-mail indicating his or her password has been viewed.

What are the requirements for changing a lexis.com® password?

  • On the lexis.com® sign in screen click Change Password
  • Enter your LexisNexis® ID in the ID field and current password in the Password field.
  • Click Submit.
  • Complete the following fields:
    • Current Password:
    • New Password:
    • Verify Password:
    • Security Question:
    • Security Answer:
    • Email Address:

The new password must:

  • consist of 6-50 characters
  • contain at least one letter and one number
  • not include special characters (except @._-)
  • not include spaces
  • not include your First or Last name
  • not include your LexisNexis ID
  • not be the same as any of your previous three passwords