What we'll review:
Enabling Search Types for Clients
Ordering Options
Additional Auto-Population Restrictions
Duplicate Detection
International Ordering
Enable Search Types for clients
1. In order for clients to order searches, you must enable the specific search types for them at the Client Type level.
This can be done by navigating to the Sales Tab -> Client Types -> Search Options.
From here, you will have the ability to enable specific search types by selecting the check boxes next to the searches you would like for your clients to be able to order -> Hit 'Update Client Type Settings'
2. If the search also needs to be available for a la carte ordering on the admin side, navigate back to the client type and select 'Edit Ordering Box.' From here, you can add the search type to the list of a la carte searches as shown below:
Once added, the search will be available as an a la carte option when ordering a new report or adding to an existing report from the admin module:
*NOTE*: You cannot configure searches to be ordered on a client-by-client basis; Search Options can only be set at the Client Type level.
Ordering Options
For each client you set up, you can set specific ordering options, such as whether the client can order individual searches or packages, and so on. To access these settings, navigate to the Client Editor -> Ordering Options.
By default, a Client will inherit their Ordering Options from the Client Type that they are setup to follow. In the screen shot below, you'll see that the Override Client Type Ordering Options box is unchecked which means that the Client is using the Ordering Options setup at the Client Type. The grayed-out checkboxes show you exactly what the client type settings are.
If you wish, you can choose to override the client type settings and instead set these options for the client specifically by checking the option called: Override Client Type Ordering Options and use the settings below. The page will then refresh and you'll be able to set all ordering options individually for that specific client.
Below are the ordering options on this page, along with what they do. Note that some options affect only the Legacy client view.
Hide SS# Trace details from client: (Legacy Feature: no longer available ) If checked, the HR client will not be able to see the results of a Social Security Trace / Past Address History, though those results can be used to auto-populate. For more info on SSN Trace, please see Past History Trace.
If a CRA desires their HR client to not be able to see the results of the SSN Trace, the CRA is able to turn off the ability for the Client to order single searches and force the client to order packages and bundles. Option selected to ‘enforce package’ which will not allow them to remove searches.Number of years to auto-populate from SS# Trace: When you run a Social Security Trace / Past Address History, the system includes only records within the time frame you specify here, plus any records that do not report dates. For example, if you choose 7 years, and it's currently 2010, then the system will report any results with a year of 2003 or later, plus any results with no dates. For more info SSN Trace please see Past History Trace.
Ability to order single searches: If you check this box, then the client will be able to order individual, a-la-carte searches depending on what you make available via the client type. The client will be charged on a per-search basis using the pricing scheme you've implemented at the client or client type level. Unchecking this box means the client can only order packages (assuming you check the following option).
Ability to order packages: If you check this box, then the client can order any packages you create at either the client type or client level. If you uncheck this box, then the client can only order a-la-carte (assuming you check the previous question).
Ability to add extra searches to a report: (Legacy Feature) When checked, it allows a client to add extra searches to a package report during order, or to any report after the original report is ordered.
Ability to add extra packages to a report: (Legacy Feature) When checked it allows a client to, in effect, choose a package and then add a second package to it when ordering, giving them the combined searches (and pricing) from both packages together.
Enforce package ordering:(Legacy Feature) When checked, a client that orders a package must order at least one of each search type that is contained within the package. When unchecked, a client can choose a package and then remove searches from it before ordering (though the full price will still be charged).
Ability to add additional profile locations/names...:(Legacy Feature) Each of these options allows or disallows the ordering of either additional addresses (locations) or AKA's (names) when ordering either individual or packaged searches in the classic view of the client module. The Verocity 2009 module always allows ordering of AKA's and additional locations, although you can set the option below to affect the pricing of AKA's for packaged searches.
Add AKA's for free/normal price:(Legacy Feature) If you enable AKA's to be added to packaged searches, you can use this option to either offer those AKA's for free (not adding to the package price) or for the standard per-search charge over and above the package price. Court fees are added in either case if the pricing policy you create for the client allows it.
Enforce package limit by hiding "add" tabs:(Legacy Feature) Checking this option removes a client's ability to click "Add" while ordering a specific search if they have already ordered the number of searches allowed within the package. It does not, however, prevent auto-population from exceeding a package limit for a search type (the following option does prevent this).
Enforce package limit on the confirm screen:(Legacy Feature) Checking this option double-checks package limits at the order confirmation screen to ensure that a client has not ordered more searches than are contained within the package. That way, even if a Social Trace auto-population added more counties than permissible, the client would be forced at order time to remove excess searches. This option is most effective when combined with the option above.
Send email to accounting dept. when package is not full: When checked, this option sends a simple notification email to the CRA accounting contact any time a package that is Admin ordered does not order the full number of searches of each type that the package allows.
Ability to auto-populate names: When checked (assuming the next option is also checked), Verocity 2009 will auto-populate any aliases from the Social Security Trace / Past Address History search onto county criminals, instant searches, and other searches that support AKA's. If unchecked, AKA's will be suppressed when the auto-population of counties/states occurs. If your clients are accidentally ordering AKA's because they don't notice the auto-population, uncheck this option to suppress the AKA auto-population. For more info see Ordering additional names AKAs.
Ability to auto-populate searches: Check this option to allow auto-population of counties and states during ordering. When checked, this option allows the options below and above to work. When unchecked, this option supersedes the option above and the option below by completely disabling any auto-population. Clients will have to manually add all counties, states, and AKA's they wish to order if you uncheck this option. For more info see Auto-Population.
Ability to auto-populate searches via SS# Trace tool:(Legacy Feature)When checked (assuming the previous option is also checked), the system will prompt the user to choose locations and AKA's to populate when ordering a package or individual searches that include a social trace. When unchecked, the system will auto-populate only the main applicants' city and zip. For more information see Auto-population.
Allow clients to choose the Chistory during order time: If you have multiple Chistory options setup for MVRs in the researcher network, you can allow customers to order these options by turning on this option here. To set up these multiple options please view MVR Chistory.
Set client to use credit reports: If you have worked with deverus to integrate you with Hart Software and a credit bureau, then you can choose which type of credit report this client will receive. For example, if you are set up to receive both Employment and Tenant reports, you can choose which of those this client will receive for all credit reports ordered.
Put all searches on hold when ordered: Checking this option will put all searches ordered by this client into a Hold status, and will not send them to the researcher until you release the hold status. The one exception to this is the SSNT search, as its used for populating the orders and is technically run before the order is submitted. You can view searches on hold from the right-hand side of the Dashboard, and when viewing a search that's held, you'll have a link to click that releases that search from hold status. In this way, you can review, alter, or cancel searches from this client before they're sent to a researcher. We've expanded the functionality of the Hold feature to include instant searches. The hold feature will now hold ALL searches in the system. The one exception to this will be the SSNT search, as it's used for populating the orders and is technically run before the order is submitted.
Upgrade Ordering: You can turn on global upgrade ordering option by clicking this. For more information please view Upgrade Ordering.
Ordering Type: International Ordering or Domestic. You have 2 types of ordering types that you can set up for your clients. Domestic gives you the basic ordering screen. International Ordering changes the ordering input screen to account for international searches. You will now have a country dropdown, with municipality, region and government ID instead of SSN number.
Select a default year for time-dependent searches: This option will default the years searched on any search that has a time-dependent ability, including county, state and federal. The years are still editable on the search level by a researcher:
If you don't have this option enabled within your verocity system, please submit a ticket to support and request the default_search_year configuration key to be enabled.
Ability to check whether orders are check for duplication on SSN, and DOB/Name: Duplicate checking will prompt a client that there was an order already in the system for a SSN, name or DOB match. The client can choose to proceed with the order after the prompt.
Verocity Field Requirements: When ordering a report from the HR module, there are several fields that can be forced for your clients to complete when submitting a background check.
Additional Auto-Population Restrictions
These additional settings are located in the ordering options, called ‘Restrict auto population modifications’. This setting will prevent a user from the following:
Removing search types from a package
Removing populated searches
Removing populated aliases
and has the following features:
Removes the ‘add’ button on search that have been auto populated
Removes the ‘add’ button on the alias
Duplicate Order Detection
The client module has the functionality to automatically warn of potential duplicate orders during the ordering process. A client-type and client-specific setting allows you to choose whether orders are checked for duplication on SSN primarily, and DOB/Name secondarily, in one of three ways:
In the Verocity client module, the duplicate detection task is kicked off as soon as the SSN, or Name and DOB, is entered. If a duplicate is found within the client/branch (as determined from the settings above), then the background check will be interrupted with a focus window. The person ordering sees the following:
A message indicating that a duplicate was found
The name and date of previous orders found
The client name if it was processed by a branch other than the client processing the order
A link to view summary information on the previous report
An option to either proceed with or cancel the current order
International Ordering
SwiftHire Mobile will naturally accept any international orders, addresses, phones and IDs. For HR ordering there is an option labeled International Ordering. If a client is set for international ordering, when they're placing an order the system will prompt the user to select the country first in the applicant profile. If the U.S. is selected as the country, then the screen will be the same as the default, otherwise known as "Domestic Ordering." If any other country is selected, the fields available will be:
Street Address
Municipality
Region
Postal Code
Government ID