Search Level Functions
The main admin workflow functionality in the system is centered around searches. You may choose to access and view these queues for different reasons. Maybe you are a client manager checking on the status of your client's accounts, or maybe you are an actual researcher entering results. The search and report level views will allow you a multitude of functions.
An entire report is identified under the applicants first and last name. When using the report finder you may put in a single search id, but select a report level view, and you will be taken the report level view which shows all searches ordered for the applicant.
A. Search ID- The unique number identifier attached to a search
B. Status- The state of the search: Pending, Delayed, Need Information, Researcher Editing, Quality Review, Complete, Verified, Not Verified, Cancelled, Unassigned, Hold, Review, Adjudicate
C. Client- Click on this hyperlink to view the ordering client's settings and client information
D. Researcher- Click on this hyperlink to view this researcher's settings and information
E. User- Click on this hyperlink to view the ordering user's settings and information
F. View report- Click here to view a PDF version of the applicant's report, if the search is still pending it will be listed as pending on the report.
G. Print- Print a PDF version of the current report
H. Go to report level-Click on this hyperlink to view the whole report for this applicant. A group of searches ordered for one applicant is considered a report in the system
I. Posted Date- Posted time is the time that the original order was created if a search goes on hold and is later released, the posted time will update to the released for research time; original time posted will be viewable from "pending by sones" summary view
J. Aged- Time search has been pending in the system
Completed Time- Time search has completed research
K. Create Note- Communication tool used to create admin, client, researcher and applicant notes and emails.
L. Exception Price- Change the search price and view details of cost and fees
M. Cancel Search- Cancel and exception price this search in one section
N. Resubmit- Edit search information and resubmit to the researcher, or submit to a different researcher; this function does not work with instant searches
*NOTE* Resubmitting to a researcher will remove the current results.
O. Follow-up Queue- Send searches to a follow-up queue that may need attention later; you may use the follow-up filter when creating a queue in "Report Finder"
P. Request Status- Send a quick email message to researchers asking for a status update on the search; an admin note will also be created on the search level. An email will be sent to the researcher that will include the search ID in the subject line for any status request generated from the system. To request an ETA for a pending search:
Navigate to the search details and add a note to the researcher with your specific request.
Ensure you check the 'Send to Researcher' option to forward the request.
Q. Set Auto-Renewal Date- This sets a date for a reminder email to be sent to the client when an applicant needs to be rescreened; a pop-up will also show up in the client's HR module; see Auto-Re-Screening
R. Flag and Send to QA- This quickly sends any search to QA with a discrepancy flag
S. Edit or Enter Results- Use this section to enter any results or edit existing results
T. Upload Documents- This section will allow you to upload documents to the search level. To upload to the report level you must click the report level view to upload
Resend Result - This section will allow you to resend the search result. If this option is not available make sure that both the receiving results method and timing are set to anything except Online Only or Email-Status Only. Also check the Client Editor make sure that this client does not have an accounting bar set.
Report Level Functions
A. Applicant Profile Information- View the information provided on the applicant profile
B. AKA Names- View any AKA names that were entered or populated with the past address history trace
C. Cancel Associated Searcher- Cancel all searches associated with that AKA, can be used with the on-hold function to edit clients AKA's
D. Change Report Info- Edit applicant profile information including the Applicant Phone Number and Applicant Email by using the Change Report Info function. Changing Report info can also notify researchers of change
E. Change Client- Assign this report to a different client or user
F. View Report- View the current version of the report
G. Print Report- Print a PDF copy of the current report
H. Go to Search Level- View all searches from the search level view
I. Order More Searches- Add additional searchers or adverse letters to the report
J. Set Auto-Renewal Date- Set Auto-Renewal Date- This sets a date for a reminder email to be sent to the client when an applicant needs to be rescreened; a pop-up will also show up in the client's HR module; see Auto-Re-Screening
K. Searches- List of searches, details, status, and notes for each search in the report
*NOTE* The Report ID can be found at the end of the URL when on the report level view.
Report Level Tabs
Documents- Displays all documents uploaded to the report level
Pricing- Displays all client pricing associated with the report
Activity- Logs any activity on the report, including SwiftHire emails and price changes
Notes- Displays automated or created notes associated with the report