What we'll review:
Create a Grading Profile
Assign a profile to a client
Grade Searches
View graded reports and changing grades
The Verocity system allows you to send certain types of reports for certain clients through a grading process, so that you can assign a color/label grade to individual searches as well as the overall report. This grade can assist your clients in quickly identifying which screened candidates can be safely hired, which require review, and which should be excluded. Clients will appreciate the speed and simplicity of the color-coded grades, and you can customize the grading profiles to your needs.
There are four overall steps to using report grading:
Create a grading profile
The first step in setting up report grading is to create at least one grading profile, which specifies colors and labels for different grades as well as which searches are subject to grading. Here's how to set up a profile.
Navigate to Tools > Report Grading Settings. Any current grading profiles will be shown on this page, along with the current default global profile (if any) at the bottom.
In the top middle of the page, click the Create New Report Grading Profile link. This will take you to Step 1 of the grading profile creation process.
Give your profile a name and description where indicated. Only administrators can see the name and description, which can help differentiate this grading profile from others you may choose to create. See the sample below.
Below, choose which searches you wish to be subject to grading for clients using this profile. For example, if only County Criminal and Federal Criminal should be subject to grading, choose only those searches as in the screen shot below.
Click Next to go to Step 2 of profile creation.
At the top of this page, specify between 2 and 20 levels of grading you wish to be able to assign. Choose both a label and a color for each. The label and color will appear on the client's final report when you grade a search at that level.
Below, each type of search you indicated as eligible for grading (in step 4 above) will be listed so that you can add instructions. These instructions will guide an administrator later when assigning grades under this profile.
Save your new profile by clicking Save at the bottom. You'll be taken to a confirmation screen.
Modifying an existing grading profile
You can make changes to an existing grading profile by simply navigating to Tools > Report Grading Settings, and then clicking the Details link for the profile you want to change. From there, you'll be sent through the same two-screen process as detailed above under Creating a grading profile. Make any edits you wish; they will take effect for all future reports that you process through grading, but will not affect any already-graded reports.
Assigning a grading profile to one or more clients
Once you've created a grading profile, you need to assign it to one or more clients in order for it to work. You can assign a grading profile globally, or to a specific client or client type.
Assigning a global grading profile
If you choose to assign a global grading profile, then every client will use that grading profile, except clients or client types that have their own grading settings. To assign a global grading profile:
Navigate to Tools > Report Grading Settings.
At the bottom of the screen, choose the new global grading profile you wish to assign from the dropdown list of all grading profiles.
If you'd like this new profile to immediately take effect, click Grade reports for all clients after choosing the profile. (Normally, you want to check this; you can uncheck it later, to temporarily turn off global report grading.)
Click Save when finished.
Once you choose a global grading profile and set it to be on, you'll see it listed at the bottom of the Report Grading Settings screen.
If you prefer not to have grading on by default for all clients, or if you wish to remove or change the grading profile for specific clients or types, read on.
Assigning a client type grading profile
You can set all clients of a specific type to use a grading profile, whether or not you've set a global profile. This will cause all appropriate reports for that client type to be graded, unless you've overridden any of the specific clients (see below). Here's how to set up grading for a client type.
Navigate to Sales > Client Types.
Click on the client type you wish to change, then click the Report Grading link for that client type.
On the Report Grading area that comes up, choose the profile you'd like to use for clients of this type, and make sure to check the Grade reports for clients of this type box. Then click the Save button. (Remember that you can later uncheck the option to turn off grading for clients under this client type.)
That's it! Clients of this type will now use the grading profile you selected.
Assigning a grading profile to a client
Just like assigning a grading profile for a client type, you can also assign (or unassign) a profile for just one client. To do so:
Navigate to Clients > View Clients, and bring up the client you wish to assign a grading profile to.
Scroll down to the Report Grading area, and follow step 4 in the previous section to assign a grading profile to this client.
Processing searches to be graded
When a client submits a search that's included in a grading profile, and it is completed by the researcher (and goes through QA if appropriate), it will still show Pending to the client, and will wait in your to-be-graded list until you complete its grading. NOTE: Certain searches, such as County Criminal searches, that are cleared by the researcher will automatically earn the top grade available, so that you don't need to process every single clear result through grading.
To access your to-be-graded list and grade any outstanding searches:
Navigate to Tools > Grade Reports.
Locate the record you wish to process through grading, or just start with the top record (which will be the oldest). You can also use the filters at the top to filter the list by client or search type if you wish; click the appropriate go button to apply a filter.
To grade a search, click the search ID for that search. You'll be taken to a screen like the following:
Just choose the grade level from the pulldown, as shown above, and click Save. That's it!
The Package name that was run for a search when viewing it in the Report Grading Queue or in the secondary search detail view.
Viewing graded searches and reports
When you grade one or more searches that are contained within a report, the system does three things to the report:
The system adds the color and label to the search summary on the report, letting the client see what that search was graded.
The system also adds the color and label to the search details, so that the client sees the grade whether looking at the summary or the details.
Finally, the system takes the lowest grade assigned to any search within the report and assigns that grade at the very top of the report, above the search summary. In our example above, if two County Criminal searches are rated Good and one is rated Needs Review, then the overall report is rated Needs Review.
The grade becomes a permanent part of the viewable and printable report.
In addition, if your client is using the Verocity client module (see Choosing between Verocity 2009 and Classic View), then your client can view the grading results within the client portal itself, without having to view the final report. These grades are located in two places:
When viewing lists that contain completed applicants, such as the Completed queue, the overall final grade and color will display for each applicant that has been graded.
On the applicant detail page, you'll see the overall grade at the top along with each individual grade below each graded search type.
In addition to viewing grades, your clients can change grades for an applicant if you give them permission to do so. You will need to enable the Change Grade permission for any user who should enjoy this privilege; no end user, not even an administrative one, can do this, but it must be done in the administrative module.
Once a user is given this permission, he/she will see an area like this on every applicant detail page where the applicant's report has been graded. The user can click any search and choose a new grade for that search; upon clicking , the new grade will be saved, and a note will be added to the search showing that it was re-graded.
Send Immediately
A checkbox has been added to the grading page, "Send Immediately". If the box is checked and the search is graded, the system delivers the report to the email addresses in the "Send Less Than Top Grade" field in the client's accounts. This email will also be sent out if the user changes a grade on the report to be less than the top grade.
Printing a Graded Report
When printing a Graded report, make sure to check the 'Background Graphics' box in Print Preview.
Not checking this option may result in the grading colors to not print.