Statuses Tab - Background Check Status Type

The Background Check status type panel on the Statuses tab of the Applicant Profile page is used for the following:

  • For portals with third party vendor background check integration, the Background Check status type panel is used to configure the background check functionality that is associated with the Background Check status type.
  • For portals that do not have a third party background check vendor, the Background Check status type panel is only used as a placeholder in the applicant status workflow for the requisition to indicate that the candidate is in the background check step of the status workflow.

Note: The ability to manage background checks through a specific vendor is controlled by integrations. Background check integrations can be enabled via the Edge Marketplace.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Applicants: Manage HireRight Background Checks Grants access to manage HireRight background checks from the Applicant Profile page. This permission cannot be constrained. Recruiting
Requisition: Manage Grants ability to access and manage all requisitions regardless of ownership (constraints permitting). This permission also grants read-only access to the Applicant Review tab when creating or editing a job requisition. This permission can be constrained by OU, User's OU, and Grade. Recruiting
Requisition: Owner

Enables owner to access requisitions and applicants for requisitions for which they are an owner. This permission also grants read-only access to video interviews that are completed by applicants via HireVue. For portals with Referral Suite enabled, this permission also enables requisition owners to edit the referral source on the Applicant Profile page. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. If the user is removed as an owner, the permission is revoked for the associated requisition. This permission cannot be manually assigned. Also, if a user has both the permission necessary to manage requisitions and be a requisition owner, the constraints of the Requisition: Manage permission overrule those of the Requisition: Owner permission. For requisition owners that do not also have permission to manage requisitions, only certain fields are editable when editing a requisition.

Recruiting

Requisition owners that do not have the permission necessary to manage requisitions can only manage an applicant's profile for a job requisition for which they are an owner.

EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Background Check Assigned

This email is triggered when a background check is assigned to an applicant. This assignment is dictated by successful assignment in the vendor integration and not solely by clicking the Assign link for a background check. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to applicants when they are assigned a background check to complete.

 Recruiting
Background Check Complete

This email is triggered when a background check is completed. This assignment is dictated by successful completion of the background check in the vendor integration. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to recruiters when a background check is complete.

 Recruiting

Background Check Status Type Panel - Third Party Background Check Vendor

For portals with third party vendor background check integration, the functionality associated with the Background Check status type is available for each instance of the Background Check status type in an applicant status workflow. This enables a background check process to be configured for the status, and then assigned to the vendor from the Statuses tab of the Applicant Profile page. The vendor performs the background check, and the Applicant Profile page is then updated with the result of the check. This process can be managed through integration with HireRight, which is an independent organization that conducts candidate background checks. Or, you can select a different vendor with which to manage the process. A vendor must be defined via a backend setting in order to enable third party vendor integration.

From the associated status panel on the Statuses tab, you can monitor the progress of the background check. A Current Status field in the status panel displays the current progress, and you can also check the progress from a link provided in the Progress field in the panel. Once the check is complete, you can view the details of the check. This provides you with a clear understanding of the result that is provided by the vendor for the applicant.

Assign Background Check

When a third party background check is configured for a status that is defined as the Background Check status type, the panel displays the following when the applicant reaches the status:

  • Current Status - This field displays the current status of the background check. When the applicant first reaches the Background Check status type, this field displays "Not Assigned to Applicant." Once the background check is assigned, the value changes, depending on the vendor's progress with the background check.
  • Assign to Applicant - Click the Assign to Applicant button to assign the background check to the vendor. Note: You must have permission to manage background checks to assign the background check to the vendor. The button is hidden for users without this permission.

    • Clicking the Assign to Applicant button opens the vendor's background check ordering page. From this page, the user must complete the vendor's background check ordering steps within the vendor's system to complete the process for ordering the background check. Once the order is completed, the user is redirected to the Applicant Profile page.

Assigning the background check triggers the Background Check As signed email, if configured by the administrator in Email Management.

The Background Check Assigned history event is also logged on the History tab of the Applicant Profile page.

Background Check Assigned But not Completed

Once the background check has been ordered, the associated status panel is updated to display the following information:

  • Current Status - This field displays the current status of the background check. Immediately after successfully ordering the background check, this field is updated to display the progress of the background check. The status is updated by the system if the vendor sends the system an update. The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If this field is not supported by the vendor or if the system has not yet received a status from the vendor, then "Not Available" displays.
  • Date Assigned - This field displays the date on which the background check was assigned. The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If this field is not supported by the vendor or if the system has not yet received a date value from the vendor, then "Not Available" displays.
  • Progress - This field displays a link to check the progress of the background check. The name of the link is pulled from the vendor. Therefore, the name of the link varies, depending on the vendor. The progress is updated by the system if the vendor sends the system an update. If this field is not supported by the vendor or if the system has not yet received progress information from the vendor, then "Not Available" displays. Note: You must have permission to manage background checks in order to check the progress.

    • For portals with HireRight integration, the link in the Progress field displays as Check Progress. Clicking the link enables you to check the status of the background check in HireRight.

Background Check Completed

Once the background check has been completed by the vendor, the associated status panel is updated to display the following information:

  • Current Status - When the background check is completed, this field is updated to display the completed status. The status is updated by the system if the vendor sends the system an update. The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If this field is not supported by the vendor or if the system has not yet received a status from the vendor, then "Not Available" displays.
  • Date Assigned - This field displays the date on which the background check was assigned. The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If this field is not supported by the vendor or if the system has not yet received a date value from the vendor, then "Not Available" displays.
  • Validity Period - For background checks that have a validity period, the validity period appears in the status type panel during the validity period across all non-closed requisitions that are applicable for the candidate.
  • Progress - This field displays a link to check the progress of the background check. The name of the link is pulled from the vendor. Therefore, the name of the link varies, depending on the vendor. The progress is updated by the system if the vendor sends the system an update. If this field is not supported by the vendor or if the system has not yet received progress from the vendor, then "Not Available" displays. Note: You must have permission to manage background checks in order to check the progress.

    • For portals with HireRight integration, the link in the Progress field displays as Check Progress. Clicking the link enables you to check the status of the background check in HireRight.

  • Result - This field displays the vendor's background check determination for the applicant, such as "Meets Company Standards." This field only displays for users who have permission to manage background checks. In addition, this field only displays if the vendor supports sending the system an adjudication or final result. If the vendor does not support this, then the Details field described below displays instead.

    • The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If the vendor does not send the system a result value or if the system has not yet received a result from the vendor, then "Not Available" displays.

  • Details - This field displays a link to view the details of the background check. This field only displays for users who have permission to manage background checks. The value that displays is pulled from the vendor. Therefore, the value varies, depending on the vendor. If the vendor does not send the system a details value or if the system has not yet received a details value from the vendor, then "Not Available" displays.

    • For portals with HireRight integration, the link in the Details field displays as View Details. Clicking the link opens the final background check report.

Completion of the background check by the vendor triggers the Background Check Complete email, if configured by the administrator in Email Management.

The Background Check Complete history event is also logged on the History tab of the Applicant Profile page.

Background Checks with Validity Periods

Validity periods can be configured for background check integrations when configuring the integration in Edge. See Background Check Connector - Settings.

On the Applicant Profile > Statuses tab, the date on which the background check expires displays in the Expiration Date field below the request details. The expiration date is not calculated until results are returned from the background check vendor.

In addition, the original requisition where the background check was requested is also visible, both when the background check is in an In Progress status and when results have been returned.

If an applicant has applied to other requisitions, then the background check results will be visible for those requisitions, as well, during the background check's validity period.

See Frequently Asked Questions - Background Check Validity Periods.

Sensitive Statuses

Recruiters who have permission to view sensitive statuses will be able to see background check results across all requisitions for which they have access when the candidate was in a sensitive status for the background check.

Recruiters who do not have the sensitive statuses permission will not have access to background check results that were submitted when the status the candidate was in was defined as sensitive.

Background Check Status Type Panel - No Third Party Background Check Vendor

For portals that do not have third party vendor background check integration, there is no functionality that can be configured for the Background Check status type. Instead, the panel is for informational purposes and only displays the name of the status and the date on which the candidate was moved to the Background Check status type.