Once you've pulled up an applicant (see Finding Your Applicants and Reports in Navigating the New HR Module), the HR Module gives you everything you need to manage their report — review and share results, track searches as they complete, request a status update, set a final grade, archive finished reports, and keep documents and notes together in one place.
Reading the applicant list
Clicking a Report Snapshot card or using the Reports tab lands you on the Subjects screen, showing the applicants in that status. The panel on the left lists the status groups — In Progress, Completed, Needs Attention, Review Needed, Archived — plus SwiftHire Mobile; click any one to switch lists.
A few controls help you work the list:
Filter — the All / Flagged / Unread toggle at the top narrows the list to just flagged or just unread reports.
Sort — use the Sort by dropdown (for example, Date Newest or Name A–Z) to order the list however you like.
Per page — choose how many applicants show per page (6, 12, 24, 50, or 100), and page through with Prev / Next.
View Options — choose whose reports the list shows: My Reports, All Users' Reports, or — if your account has branches and your user has access to them — All Branch Reports or Select Branch Reports.
Each applicant's row shows their name and order date, current status, a bar with the count of completed searches (for example, 1 / 2 searches), and — if your account uses report grading — the Final Grade. The icons on the right of each row let you open the report, mark it read or unread, print it, and (on completed reports) archive it, all without opening the report first.
The report at a glance
The card on the left shows the applicant's name, the report ID, the package ordered (if it was a package), current status, date ordered, and progress (searches complete out of total). The Applicant Information panel shows their name, SSN, DOB, and contact details (if provided).
Searches (X of Y Complete) lists every search in the report. Use Expand All, or click a single search to expand just that one. A search that has a record is flagged with an icon; expand it to see that search's portion of the report rather than the whole thing.
If your account uses report grading, completed searches are graded by your CRA as part of their review, following the grading criteria you've established. The grade each search receives appears here, and the report's overall Final Grade shows on the Completed list and Final Report.
Some users also have permission to modify a grade. If that's you, you can choose a different grade from the dropdown and Save. This changes the grade on your side; it doesn't send the search back to the CRA.
Report options
The left sidebar groups everything you can do with the report:
VIEW — View Report (opens the full report), print report, mark unread/read, archive/unarchive this report, and download all documents.
SEND — e-mail report sends a copy by email.
ORDER — order more adds searches to this same report; re-screen this applicant starts a brand-new, separate report with their PII (name, DOB, SSN, etc.) auto-filled; and create form I-9, which appears only if the Compliant Form I-9 search type has been enabled for your account.
A quick distinction worth knowing: re-screen creates a new, separate report (filed under the user who ordered the original), while order more adds to the report you're already in.
Requesting a status
For a search that's still in progress, click Status request in that search's options, type your message, and send it — your request goes to deverus support. Depending on your account setup, you may also see an option to send a preset message to the researcher directly.
One thing to note: the Add note option on a search is for your own reference only — those notes aren't reviewed on our end. When you actually need information from the CRA, use Status request.
Documents and notes
Every search has Add doc and Add note options. Expand a search to see its documents and a running notes thread, where you can reply to a note and send it. You can also upload a document to the whole report rather than a single search. Report-level documents — disclosures, consent forms, and the like — are listed together in the Documents section lower on the page, and you can grab everything at once with download all documents.
About the Needs Attention group
An applicant shows up in Needs Attention when the CRA adds a note requesting information or posts a status update. Once you open the applicant and read it, they move out of Needs Attention automatically.
Archiving applicants
Once a report is complete, you can move it to Archived so it's out of your actively monitored list of Completed reports.
One applicant — open the report and choose archive this report from the VIEW options.
Several at once — on the Completed list, select the applicants you want (or use Select All -> Archive) and choose Archive Selected.
You can unarchive one or many reports later from the Archived group.
