icims Recruit Integration User Guide

Transcription

1 icims Recruit Integration User Guide Asurint Customer Service Page i

2 Table of Contents 1. Overview Ordering the Asurint Background Check Scenario 1: Recruiter Completes Background Check Forms... 3 Scenario 2: Candidate Completes Background Check Forms Candidate Application Process Scenario 3: Prompt Recruiter User to Select Background Check Method Order Tracking and Report Viewing Order Statuses and BGCheck Results Viewing, Scoring the Background Check Report Page 1

3 Revision History Name Date Reason For Changes Version THyde Initial draft 1.0 THyde Updated to reflect new Applicant Direct Portal UI and workflow THyde Updated icims screenshots Page 2

4 1. Overview The purpose of this document is to serve as a step-by-step guide for icims users for ordering Asurint candidate background screening products via the integration between the icims and Asurint platforms. Please note that this document does not include any guidance on the actions taken in icims that precede ordering the background screening from Asurint. For more information on this portion of the workflow, please contact your icims administrator. Further, it should be mentioned that only candidate information will be passed from icims to Asurint at this time; non-candidate data pertaining to jobs or other features in the icims platform are excluded. 2. Ordering the Asurint Background Check The steps involved in ordering the Asurint Background Check via the icims platform vary depending on how the user s customer account was configured within the Asurint platform. The customer account can be configured for three ordering scenarios: Scenario 1: Scenario 2: Scenario 3: The icims user (Recruiter) completes the background check forms via the Asurint EZ-iQ Report Wizard screens and places the order, or The icims user (Recruiter) sends an notification to the Candidate with instructions on completing the background check forms themselves via the Asurint Applicant Direct Portal, or When ordering an Asurint Background Check, the icims user (Recruiter) is prompted to select either Scenario 1 or 2 for completing the background screening forms. The following sections will present the workflow for each of these scenarios. 2.1 Scenario 1: Recruiter Completes Background Check Forms Step 1: When the Recruiter is ready to order a background screening for the candidate, they should first verify that the candidate s SSN is populated by clicking on the Cand. Details tab. If the SSN field is empty, click the Edit button, enter the SSN, and then click Save. Page 3

5 Step 2: The Recruiter then clicks the Take Action button in line with the appropriate job to trigger the ordering process: Step 3: From the Edit Profiles screen, the Recruiter selects Partner Screening: Asurint Background Check Initiated and clicks Save: Page 4

6 Step 4: On the Workflow Status page, click the Confirm or Modify Package button: Step 5: The next screen presented to the user is dependent upon their package configurations in icims: a) If a package was not tied to the job, then the Asurint Package Select screen is presented next: Page 5

7 Click on the folder labeled EZ-iQ Report Wizard to see the corresponding packages in the righthand panel, and then click the desired package name to select it. b) If a package was tied to the job, then the first page of the Asurint EZ-iQ Report Wizard is presented (see the next step). Step 6: The Subject Information page appears next and displays the corresponding candidate data that mapped from icims. Populate the required data that is missing and then click the Continue button at the bottom of the page: Page 6

8 Step 7: The site will navigate to the Supplemental Criteria page. The content of this page will vary depending on 1) the screening package selected and 2) the amount of candidate data already provided in icims. Complete all required data (in red) and click Continue. Page 7

9 Step 8: After completing all the Supplemental Criteria screens for all the products included in the selected package, review the Order Summary page and click Finish to submit your order. Step 9: Next, review the information on the Order Completed screen. Page 8

10 Note: If the order contained products that require supporting documentation that must be received by Asurint before they can begin processing, the documents can be uploaded by clicking the click here to upload the document link, or it can be delivered via any of the other methods indicated in the Attention box. Step 10: Step 11: Click Close to close the Order Completed tab/page. On the icims Summary page, click Close and return to icims. Page 9

11 2.2 Scenario 2: Candidate Completes Background Check Forms Step 1: Step 2: When the Recruiter is ready to order a background screening for the candidate, they should first verify that minimally, either the candidate s Social Security Number or Date of Birth is populated. This can be done by navigating to the Cand. Details tab (for SSN) and the EEO tab (for Date of Birth). At least one of these fields must be populated for this scenario. NOTE: When using this scenario, the Asurint screening package must be tied to the job requisition; the recruiter is not given the option to pick the screening package at the time the check is initiated. The Recruiter then clicks the Take Action button in line with the appropriate job to trigger the ordering process: Step 3: From the Edit Profiles screen, the Recruiter selects Partner Screening: Asurint Background Check Initiated and clicks Save: Page 10

12 Step 4: On the Workflow Status page, click the Confirm or Modify Package button: Page 11

13 Step 5: The Asurint Background Check landing page opens in a separate tab: Click the Send button to send the described to the candidate. Step 6: A message will appear, indicating that the was sent. Step 7: Step 8: Click Close to close page/tab. On the icims Summary page, click Close and return to icims. Page 12

14 2.2.1 Candidate Application Process This section is provided to help the icims user understand how the candidate will act on the notification generated in the previous section and how the candidate will interact with the Asurint Applicant Direct Portal website in order to complete their application and generate an Asurint screening order. The candidate receives an notification similar to the following: By clicking the here hyperlink, the candidate s default browser will first render the Background Check Request page to provide the candidate with information on the screening process: When the candidate clicks, Continue, they are presented with one of two possible landing pages: 1) If the icims user entered either the Candidate SSN or both the SSN and Date of Birth in icims, then the Candidate will see the SSN Validation screen: Page 13

15 2) If the icims user only entered Candidate Date of Birth in icims (and not the SSN), then the candidate will see the Date of Birth Validation screen: If the candidate does not provide the same date of birth collected in icims, they will receive an error message and be denied access to the site: Page 14

16 After the candidate clicks Continue, they are presented with the Electronic Signature Consent page: Page 15

17 The candidate must complete the Authorization for Electronic Signature form and click the Accept button in order to enable the Continue button: Note: If the candidate declines to authorize use of an electronic signature, they are not permitted to continue and the site navigates to this page: Also, an notification is sent to the icims user that placed the order that reads: Page 16

18 The candidate clicks the Continue button and the site navigates to the Applicant Background Check page: Any candidate information entered in icims will be mapped to the corresponding fields of the Applicant Background Check forms. The candidate goes from page to page, reviewing the data that mapped from icims and providing any missing required information (red-labeled fields). The information the candidate is prompted to enter on this and subsequent pages depends which background screening products were included in the Applicant Direct Package tied to the requisition in icims. After the candidate provides all the required data, they are asked to review the Disclosure Regarding Background Investigation: Page 17

19 The candidate reads the agreement and uses their mouse to sign their name, thus authorizing the disclosure of background screening information to the company requesting it. After signing, the candidate clicks Done. The Page 18

20 candidate is then required once more to provide authorization for use of their electronic signature. Once they click Accept, the Continue button is enabled. On click of Continue, the candidate is presented with the Acknowledgment and Authorization form: Page 19

21 This form includes legal language regarding the candidate s acknowledgment of receipt and consumption of the DISCLOSURE REGARDING BACKGROUND INVESTIGATION and A SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT. Also, depending on the background screening products included in the screening package and on the candidate s state of residence, this form may also prompt the candidate to provide consent for other screenings, acknowledgment of receipt of other legal documents, and requests for copies of the consumer report. The signature box at the bottom is necessary to capture the candidate s acknowledgment of receipt and consumption of the DISCLOSURE REGARDING BACKGROUND INVESTIGATION and A SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT documents. After signing, the candidate clicks Done. The candidate is once again required to provide authorization for use of their electronic signature in this context. Once they click Accept, if all of the required data is filled out, the Submit button is enabled. After the candidate clicks the Submit button, an order is placed in the Asurint system, and the candidate sees a message confirming that the process is complete: Soon after, a confirmation similar to the following is generated and delivered to the address provided by the candidate: Page 20

22 2.3 Scenario 3: Prompt Recruiter User to Select Background Check Method Step 1: The Recruiter clicks the Take Action button in line with the appropriate job to trigger the ordering process: Step 2: From the Edit Profiles screen, the Recruiter selects Partner Screening: Asurint Background Check Initiated and clicks Save: Page 21

23 Step 3: On the Workflow Status page, click the Confirm or Modify Package button: Step 4: Select Submit Background Check Request to complete the background request via the Asurint EZ iq Report Wizard (Scenario 1), or select Send Background Check Request to Candidate to have the candidate complete the request themselves using the Asurint Applicant Direct Portal (Scenario 2). Then click BEGIN. Step 5: If Submit Background Check Request was selected, the remainder of this workflow is identical to Steps 5 11 in Scenario 1; if Send Background Check Request to Candidate was selected, the remainder of this workflow is identical to Steps 5 8 in Scenario 2. Page 22

24 3. Order Tracking and Report Viewing 3.1 Order Statuses and BGCheck Results Upon completion of the Status Trigger action described in the table below, the Asurint Background Check order is assigned the corresponding Status: Status Trigger(s) Status BGCheck Results Recruiter selects a Status on the Edit Profiles page and clicks Save In-Progress Recruiter Screening Type** Order Status Recruiter clicks Finish on Asurint Order Summary page, or In-Progress Vendor* Screening Type Order Status Candidate clicks Submit on Applicant Direct Portal Screening Result (score, if applicable) Result URL The Recruiter clicks the Send button on the Asurint Landing Page, or The Recruiter chooses Send Background Check Request to Candidate and clicks BEGIN In-Progress Candidate Screening Type Order Status Asurint completes the order Complete Screening Type Order Status Screening Result (score, if applicable) Completed Date Result URL *The Order Status can change from Complete to In-Progress Vendor if the Recruiter updated the report score in Asurint, but did not finalize this score. Once the score is finalized again, the Order Status would update to Complete. **Screening Type values Asurint Candidate Req(uest) ID and Asurint Internal ATS ID are used internally by Asurint for order tracking purposes only. To view the Order Status of a background check in icims, click the Screen tab, then click the Background Screening panel. Page 23

25 The Standard Background Screening panel is displayed: 3.2 Viewing, Scoring the Background Check Report When the Order Status is updated to In Progress-Vendor, the Result URL displayed on the Standard Background Screening panel is populated with a clickable link for viewing the corresponding background check report in Asurint. To view the report, click on the link. A new browser tab/window will open and navigate to the Asurint login page: Enter your Asurint Username and Password and click Login. The site will automatically navigate to the Background Check Report view: Page 24

26 To print the report, click the Print button in the menu bar above the report view. Depending on your user permissions within the Asurint system, you may also be permitted to apply a score to the report by clicking the Matrix button in the toolbar above the report to reveal the scoring panel: The score applied to the report is communicated back to icims (whether finalized or not) and is visible on the Standard Background Screening panel next to Screening Result. Page 25