DISA, formerly Crimcheck Setup and Use

DISA’s integrated employment background screening solutions will improve your team’s efficiency, enhance your candidate experience and accelerate time to hire. Shared clients can order background checks, track status and view completed reports without leaving AvionteBOLD while its mobile-friendly solution enables candidates to easily and securely provide information and electronically sign authorization and applicable state forms. DISA is committed to protecting clients’ employees, customers, assets, and brands by providing comprehensive, accurate, and compliant employment screening solutions focused on the staffing industry.   

 

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CHAPTERS

 

Integration Features

· Self-serve integration setup

· Restricted user permissions

· Mass ordering from talent search

· Expiring background check monitoring

· Background check talent search terms

· Supporting analyze reports

· Background check data uplifted to BI

· Supporting widgets

· Background check auditing

 

 

Integration Setup

This is a self-serve integration in that you are able to enable and configure it as long as you have your account and user credentials from DISA. Each user within an organization has their own unique password. Login credentials are sent via email by Crimchek.

In order to enable and configure the integration, users need to have the Marketplace Admin user permission enabled.

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  • Users who open DISA from the Marketplace, without the Marketplace Admin permission, will see the following message.

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Marketplace Integration Enablement

You will find the DISA integration in the Marketplace and will have options to:

        • Receive more information regarding DISA and the integration offering
        • Enable the integration yourself if you are an existing DISA customer and have your DISA credentials

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DISA Account Configuration & Validation

In order to utilize the DISA integration in BOLD, you will need to enter the following credentials:

              • Integration Partner Key – Provided by DISA
              • Shared Secret – Provided by DISA

Click the Verify Account button to validate the configured credentials.

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Validation Errors

              • If the user doesn’t have Marketplace Admin user permissions
              • If required credentials are missing
              • If Integration Partner Key is invalid
              • If Shared Secret is invalid

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Marketplace Integration Configuration

Once your DISA account is validated, you will need to complete your integration configuration.

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Property

Value

Description

Consent Type [Provider/Staffing Company]

Provider

The background check provider will be sending the consent form to the talent

Requires the following talent data to place an order:

·         First Name

·         Last Name

·         Email Address

·         Phone Number

Staffing Company

The staffing company will be sending the consent form to the talent

Requires the talent complete a consent form before the system will allow a user to order a background check

Logged on Talent > Screening Page

·         Consent Toggle = Yes

·         Consent Date logged

Requires the following talent data to place an order:

·         First Name

·         Last Name

·         Email Address

·         Phone Number

·         Address

·         SSN

·         Date of Birth

Default Package Expiration (Days)

Numeric

Allows clients to set a default value (in days) that will prepopulate in the New Background Check aside when ordering a background check for a talent.

Location ID

Autofilled

If a new office is added to BOLD after the DISA integration has been configured, the location ID will need to be manually populated with “ActiveLocation”.

 

 

Marketplace Audit

Changes to the integration configuration are being tracked in the Marketplace Audit.
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Able to filter the Marketplace Audit based on the following:

        • Integration
        • User
        • Date Range

A search field is available to perform keyword searches within the Marketplace Audit.

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User Level Permissions

User level permissions help ensure that users have the proper permissions and access to the background check data and features. By combining these user permissions in BOLD, there is more flexibility and options for the level of background check access given to a user, for example:

  • A user could have the ability to order and view results
  • A user could have ONLY the ability to order
  • A user could have ONLY the ability to view results

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Property

Value

Description

Recruiter Review Access

True

User will be able to edit the background check Recruiter Review Status

False

The background check Recruiter Review Status is visible but not editable to the user

Request Background Check

True

User will be able to order background checks

False

User will be unable to order background checks 

View Background Check Results Report

True

User will be able to view results of background checks

The View Report option will be visible in the Talent > Screening page, background check widget, and expiring background checks widget

False

User will be unable to view results of background checks

The View Report option will not be visible in the Talent > Screening page, background check widget, and expiring background checks widget

 

 

How to Order a Background Check

The Create Background Check flyout and talent data requirements changes based on the Marketplace Consent setting.

 

Send a Single Background Check Request - With Provider Consent

        1. Navigate to the Talent profile
        2. Select Screenings tab
        3. Click Create a Background Check → Opens Create New screenings flyout
        4. If multiple providers are used, a dropdown list will appear asking you to select which one. Select Crimcheck.
        5. Enter required talent information – fields will prepopulate with talent data if exists
          • First Name
          • Last name
          • Email
          • Phone Number
        6. Select Location
          • Will only display offices configured with a Location ID in the Marketplace that the current user has access to
        7. Select Package
          • The package dropdown list will dynamically change as you select packages/services and add additional items to the order
          • Can only select one package per background check request, so once a package is selected, only services will be displayed in the package dropdown when an additional item is added to the order
          • Based on the package selected, the services associated with that package will be hidden from the dropdown when adding additional items in order to prevent duplicate services from being ordered.

          • Select_Background_Check_Package.png
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        8. Set Expires (days) - the expiration days value
          • The number of days before a user can order the same package again
          • Prevents duplicate orders
          • This determines when it shows on the Expiring Background Checks widget.

        9. Select Account
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        10. Select Billing Code
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        11. Select Employment Location
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        12. Click Submit & Save Talent
          • If talent data is entered or updated in the flyout, data will be saved back to the talent record

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Send a Single Background Check Request - With Staffing Company Consent

        1. Navigate to the Talent profile
        2. Select Screenings tab
        3. Click Create a Background Check → Opens Create New screenings flyout
        4. If multiple providers are used, a dropdown list appears. Select Crimcheck from the list.
        5. Enter required talent information – fields will prepopulate with talent data if it exists
          • First Name
          • Last name
          • Address
          • SSN
          • Date of Birth
          • Email
          • Phone Number
        6. Select Location
          • Will only display offices configured with a Location ID in the Marketplace that the current user has access to
        7. Select Package
          • The package dropdown list will dynamically change as you select packages/services and add additional items to the order
          • Can only select one package per background check request, so once a package is selected, only services will be displayed in the package dropdown when an additional item is added to the order
          • Based on the package selected, the services associated with that package will be hidden from the dropdown when adding additional items in order to prevent duplicate services from being ordered.

            Select_Background_Check_Package.png
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        8. Set Expires (days)
          • The number of days before a user can order the same package again
          • Prevents duplicate orders
        9. Select Account
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        10. Select Billing Code
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        11. Select Employment Location
          • The selection is only passed through to DISA.  The value IS NOT saved nor displayed in BOLD.
        12. Click Submit & Save Talent
          • If talent data is entered or updated in the flyout, data will be saved back to the talent record

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Order Request Validation Errors

When there is an issue with the talent’s data that would cause failure in creating an order with DISA, an error will be displayed in the flyout.

Example: Incorrect education “To” value

Incorrect Value: 2020

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Mass Ordering Background Checks

Mass background checks can be ordered from 3 places in BOLD. 

  • Talent Search

    1. Navigate to the Talent search page

    2. Select up to 15 talent

      • If more than 15 are selected, you will receive an error when ordering

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  • Job > Nominated

    1. Navigate to a job candidate screen

    2. Under the Nominated section, select up to 15 talent

      • If more than 15 are selected, you will receive an error when ordering

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  • Job > Pipelined

    1. Navigate to a job candidate screen

    2. Under the Pipelined section, select up to 15 talent

      • If more than 15 are selected, you will receive an error when ordering

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Mass Ordering - With Provider Consent

        1. Click the Mass Background Check mass action
        2. Select Location, Package, and enter a value for Expires (days)
        3. Click Continue

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        4. Data validation check runs to confirm if the selected talent records have all the required data elements to place the order.
          • If required data is missing, the talent records will be displayed in the flyout.
          • The flyout will display the number of records that need to be updated
          • There will be a link to the talents’ records for quick navigation
          • Missing required information will be highlighted
          • Click Continue to page through the talent records that require updates

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        1. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.

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        2. A confirmation message will be displayed in the flyout with the number of successful and failed orders.
          • # of successful orders are displayed in green
          • # of failed orders are displayed in red
          • Errored talent listed in the flyout
          • Expand the screen to see detailed error
          • Depending upon the error, you can fix the issues and click the Reprocess Failed Requests button to order again

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Mass Ordering - With Staffing Company Consent

        1. Click the Mass Background Check mass action
        2. Select Location, Package, and Expires values
        3. Click Continue

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        4. Consent validation check runs to confirm if the selected talent records have completed a consent form
          • Checks against the Consent field on the Talent > Screening page

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        5. Data validation check runs to confirm if the selected talent records have all the required data elements to place the order.
          • If required data is missing, the talent records will be displayed in the flyout.
          • The flyout will display the number of records that need to be updated
          • There will be a link to the talents’ records for quick navigation
          • Missing required information will be highlighted
          • Click Continue to page through the talent records that require updates

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        1. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.

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        2. A confirmation message will be displayed in the flyout with the number of successful and failed orders.
          • # of successful orders are displayed in green
          • # of failed orders are displayed in red
          • Errored talent listed in the flyout
          • Expand the screen to see detailed error
          • Depending upon the error, you can fix the issues and click the Reprocess Failed Requests button to order again

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Background Check Management

There are a few tools to help you manage your background checks and results efficiently so you can place talent on jobs quickly.

 

 

Talent Screening Page

Once a background check is ordered, it will be added to the Talent > Screening page.

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Features & Field Definitions

Field

Description

Consent Fields

Used to indicate if the talent completed a background check consent form

If the Marketplace consent setting is set to Staffing Company and the Talent Given Consent field is set to No, the Create a Background Check button will be greyed out

Table Filters

Allows you to filter the orders by provider, package, status, & score

Provider

Displays the provider the background check was ordered through

Order Date

Date the background check was ordered

Completed Date

Date results are received from DISA

Package Sent

Name of package ordered

Status

Current state of the order

 

Status Values: Sent, Pending Signed Consent, Pending Talent Action, Pending Recruiter Action, Results Pending, Completed

Score

Custom score value sent back from DISA

Adverse Action

Dropdown field that allows for manual tracking of the pre-adverse action status of an order

Status Values: Initiated, Contested, Cleared, Adverse Action

View Report

Gives the user access to the detailed results on DISA’s site

The report button will be displayed upon submitting the order to the partner

User will only be able to view the report if they have the proper access through their account with DISA

Details Button

Displays additional order information

Expires On

Displays the date the order will expire on

Once the expiration date is passed, the package can be ordered again for that talent

Date can be edited if needed

Recruiter Review

Status Values: Not Reviewed, Meets Requirements, Doesn’t Meet Requirements

 

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Talent Audit

Changes made to the background check order from either the user or DISA, are tracked in the talent audit.

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Talent Search Terms

Background Check search terms have been added to BOLD.  The search terms allow you to perform AND OR searches to find the right Talent.

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Search Term Options

Search Term

Value Options

Use Case

Type

Background Checked

Applicants Who Have Had

Used to find talent who have had a background check

Single-select list

Applicants Who Haven’t Had

Used to find talent who haven’t had a background check

Provider

Background check provider(s) that are enabled

Used to find talent who have or haven’t had background checks for a specific provider

Single-select list

Branch

Offices with Crimcheck location IDs configured in the Marketplace

Used to find talent who have or haven’t had background checks for a specific office

Multi-select list

Package

Available packages

Used to find talent who have or haven’t had background checks for a specific package

Multi-select list

Recruiter Status

Not Reviewed

Used to find talent who have or don’t have background checks in a specific recruiter review status

Multi-select list

Meets Requirements

Does Not Meet Requirements

 

Background Check Status

Sent

Used to find talent who have or don’t have background checks in a specific order status

Multi-select list

Pending Signed Consent

Pending Talent Action

Pending Recruiter Action

Results Pending

Completed

Date Range

From Date

Used to find talent who have or don’t have background checks ordered within a certain date range

  Date

 To Date

 

 

Background Check Widget

The background check widget can be used to manage the open background check orders, orders with results that need to be reviewed, and completed orders.

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Ordered

Background checks that have been ordered and are pending results back from DISA.

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Needs Review

Background checks that have been ordered, where we’ve received results back from Crimcheck that need to be reviewed.

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Completed

Background checks that have results back and they’ve been reviewed.

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Expiring Background Checks

The Expiring Background Checks widget can be used to manage background checks that have expired, or will be expiring within (maximum) 90 days. 

Adding a Background Check Order to the Widget

Background check orders are shown in the widget if the Expiration Date on the order falls within the widget's parameters.

 

Removing a Background Check Order from the Widget

Background check orders are removed from the widget in 3 ways:

        • When a new background check with the same package is ordered
        • If the Expiration Date on the order is edited to fall outside of the widget parameters
        • If the Expiration Date on the order is removed 

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Re-Ordering Background Checks from the Widget

Background checks can be re-ordered directly from the widget by clicking the Create New button.

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