Global HR Research Setup & Use

Global HR Research is focused on providing intelligent technology solutions that simplify the screening process for the next generation of business leaders. From pre-employment to continuous screening, our SMB screening solutions improve efficiencies, reduce risk, and deliver an overall better experience for both applicants and staff. Shared clients can order background checks, track status and view completed reports without leaving AviontéBOLD. 

CHAPTERS

• Integration Features
• Integration Setup
• Marketplace Integration Enablement
• Global HR Research Screening Account Configuration & Validation
  
  • Validation Errors
• Marketplace Integration Configuration
• Marketplace Audit
• User Level Permissions
• Job Requirements
  
  • System-Level Job Requirements
  • Custom Filled Job Requirements
  • Placement Validation
• How to Order a Background Check
  
  • Send a Single Background Check Request - With Provider Consent
  • Send a Single Background Check Request - With Staffing Company Consent
  • Order Request Validation Errors
• Mass Ordering Background Checks
  • Talent Search
  • Job > Nominated
  • Job > Pipelined
  • Mass Ordering - With Provider Consent
  • Mass Ordering - With Staffing Company Consent
• Background Check Management
  • Talent Screening Page
    
    • Features & Field Definitions
  • Talent Audit
  • Talent Search Terms
    
    • Search Term Options
  • Background Check Widget
    
    • Ordered
    • Needs Review
    • Completed
  • Expiring Background Checks
    
    • Adding a Background Check Order to the Widget
    • Removing a Background Check Order from the Widget

    • Re-Ordering Background Checks from the Widget

Integration Features

· Self-serve integration setup · Restricted user permissions · System-level background check placement requirements · Company-level background check placement requirements · Mass ordering from talent search

· Expiring background check monitoring · Background check talent search terms · Supporting analysis reports · Background check data uplifted to BI · Supporting widgets · Background check auditing

Integration Setup

This is a self-serve integration that you can enable and configure as long as you have your account and user credentials from Global HR Research.

To enable and configure the integration, users need to have the Marketplace Admin user permission enabled. This is found by navigating to Account & Settings > your user name > Edit Access.

Click the Marketplace Admin checkbox in the Management settings.

After enabling, log off AviontéBOLD and log on again.

Navigate to Account & Settings > Avionté Marketplace.

Type "global" in the search bar to bring up Global HR Research.

Image: Marketplace with Global HR Research panel shown.

Note: Users who open Global HR Research from the Marketplace, without the Marketplace Admin permission, will see the following message after clicking the Settings button.

Marketplace Integration Enablement

With the Marketplace Admin permission, you will find the Global HR Research integration in the Marketplace and will have options to enable the integration. Click the Enable Partner Integration button to proceed.

Global HR Research Account Configuration & Validation

To use the Global HR Research integration in BOLD, you will need to enter the following credential:

• Partner Token – Provided by Global HR Research

Click the Verify Account button to validate the configured credential.

Validation Errors

• The following will be shown if the required credential is missing:

Marketplace Integration Configuration

Once your Global HR Research account is validated, complete your integration configuration.

Property	Value	Description
Show All Packages [Yes/No]	Yes	Gives users the ability to order any configured packages for the account
	No	Restricts ordering to only the packages configured for the order location selected when requesting the background check
Consent Type [Provider/Staffing Company]	Provider	The background check provider will send 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 send the consent form to the talent
		Requires the talent to 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)	Number	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	Provided by Global HR Research	Each Global HR Research location ID needs to be mapped to a BOLD office

For Location IDs that already exist for an office, an Edit button is available if you wish to make changes.

To make changes, click the Edit button for a Location ID, and type in the changes you want.

Do this for all Location IDs you wish to change, then click Save.

Note: This window will close after saving.

Marketplace Audit

Changes to the integration configuration are tracked in the Marketplace Audit. To open it, on the Marketplace main page, click the button to the left of the "Integrations Shown" toggle.

Select Global HR Research from the Integration dropdown, and click Search.

The audit log results are shown.

Users can 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.

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

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

Job Requirements

System-Level Job Requirements

You can configure system-level background check requirements that would apply to every placement made in BOLD.

Navigate to Utilities > Table Editor > New Filled Job Requirements – Integrations

Configuration Steps

1. Select a package from the dropdown
2. Click the "+" button to add it
3. Specify if the package is required to be passed or completed
   1. Passed – Validation will require the talent to have the package completed and designated a “Passed” recruiter review status
   2. Completed – Validation will require the talent to have the package completed
4. Specify the “Within Days” value
   
   1. This is the look-back period for a valid background check

Custom Filled Job Requirements

You can configure company-level background check requirements that would apply to placements made for jobs with the company requirement set.

Navigate to Company > Requirements

Configuration Steps

1. Select a package from the dropdown
2. Click the "+" button
3. Specify if the package is required to be passed or completed
   
   1. Passed – Validation will require the talent have the package completed and designated a “Passed” recruiter review status
   2. Completed – Validation will require that the talent have the package completed
4. Specify the “Within Days” value
   
   1. This is the look-back period for a valid background check

Placement Validation

Upon placing a talent who doesn’t meet either the system or the company-level job requirements, an error will be displayed in the placement flyout.

How to Order a Background Check

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

Send a Single Background Check Request - With Provider Consent

1. Navigate to the Talent profile
2. Select the Screenings tab
3. Click Create a Background Check → Opens Create Background Check screenings flyout
4. Select a Provider (e.g., Global HR Research)
5. Enter required talent information – fields will prepopulate with talent data if it exists
   
   • First Name
   • Last name
   • Email
   • Phone Number
6. Select a Location
   
   • This will only display offices configured with a Location ID in the Marketplace that the current user has access to
7. Select a Package
   
   • You can order multiple packages at one time
8. Verify or enter a value for Expires: (days)
   
   • This is the number of days before a user can order the same package again
   • This prevents duplicate orders
   • This determines when it shows on the 'Expiring Background Checks' widget.
9. Click Submit & Save Talent
   
   1. If talent data is entered or updated in the flyout, the data will be saved back to the talent record

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 → this opens the Create New Screenings flyout
   1. Select Global HR Research as a Provider, if multiple providers are being used.
4. Enter required talent information – fields will prepopulate with talent data if exists
   
   • First Name
   • Last name
   • Email Address
   • Mobile Phone
   • Street Address
   • City
   • State
   • Zip
   • SSN (Social Security Number)
   • Birth Date (MM/DD/YYYY)
5. Select a Location
   
   • This will only display offices configured with a Location ID in the Marketplace that the current user has access to
6. Select the Package
   
   • You can order multiple packages at one time
7. Verify or enter a value for Expires (days)
   
   • This is the number of days before a user can order the same package again
   • This prevents duplicate orders
8. Click Submit & Save Talent
   
   • If talent data is entered or updated in the flyout, data will be saved back to the talent record

Order Request Validation Errors

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

Example: The Package configuration needs an update

Incorrect Value: This is something that Global HR Research would have to fix on their end.

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

• 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

• 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

Mass Ordering - With Provider Consent

1. Click the Mass Background Check mass action
   • 
2. Select Background Check Provider Global HR Research, if multiple providers are available.
3. Select values for Location and Package, and enter a value for Expires (days)
   
4. Click Continue
   
5. The data validation check runs to confirm if the selected talent records have all the required data elements to place the order.
   
   • The related talent records will be displayed in the flyout if required data is missing.
   • 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
     
     
     
6. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.
   
   
   
7. 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
   • Talent with errors are listed in the flyout
   • Expand the screen to see detailed errors
   • Depending upon the error, you can fix the issues and click the Reprocess Failed Requests button to order again
     

Mass Ordering - With Staffing Company Consent

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

4. A consent validation check runs to confirm if the selected talent records have completed a consent form

   • This checks against the Consent field on the Talent > Screening page
     
     
     

5. A data validation check runs to confirm if the selected talent records have all the required data elements to place the order.

   • The talent records will be displayed in the flyout if required data is missing.

   • 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
     
     

6. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.
   
   
   
7. 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
   • The talent with errors is listed in the flyout
   • Expand the screen to see the details of errors
   • Depending upon the error, you can fix the issues and click the Reprocess Failed Requests button to order again
     

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 > Screenings page.

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	Displays the date the background check was ordered
Completed Date	Displays the date results are received from Global HR Research
Package Sent	Name of the package ordered
Status	The current state of the order
	Status Values: Sent, Pending Signed Consent, Pending Talent Action, Pending Recruiter Action, Results Pending, Completed
Score	This value is currently not provided to Avionté by Global HR Research
Adverse Action	A 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 Global HR Research's site
	The report button will be displayed upon submitting the order to the partner
	Users will only be able to view the report if they have the proper access through their account with Global HR Research
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
	The date can be edited if needed
Recruiter Review	Status Values: Not Reviewed, Meets Requirements, Doesn’t Meet Requirements

Talent Audit

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

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.

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 Global HR Research 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.

Ordered

This refers to background checks that have been ordered and are pending results back from Global HR Research.

Needs Review

This refers to background checks that have been ordered, where we’ve received results back from Global HR Research that need to be reviewed.

Completed

This refers to background checks that have results back and have been reviewed.

Expiring Background Checks

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

• Where to set and edit the order expiration date.

Removing a Background Check Order from the Widget

Background check orders are removed from the widget in three 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

Re-Ordering Background Checks from the Widget

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