Choice Screening Background Check Integration (v2)

Overview

Updated 03/07/2023

Choice Screening is an industry-leading and BSCC-accredited screening provider with over 15 years of experience in the staffing industry. They offer background checks, drug, alcohol, medical screening, professional verifications, driving records, credit reports, rental history, medical registries, workers compensation, international screening, and more.

The Choice Screening integration with AviontéBOLD allows you to use their screening services when performing your background check requests on prospective talent and the results are delivered to you in a report within the BOLD interface.

• Click here to see our Background Check Integration (v1) article.
  
  

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• Integration Features
• Integration Setup
• Marketplace Integration Enablement
• Choice Screening Account Configuration & Validation
  • Validation Errors
• Marketplace Integration Configuration
• Marketplace Audit
• User Level Permissions
• Job Requirements
  • System Level Job Requirements
  • Company Level 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
• Appending a Package to an Existing Background Check Order

  • How to Append a Package

• Background Check Fee Bill Back
• 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 · Company level background check placement requirements · In-app ordering · Append additional package to existing order · Mass ordering from talent search

· Background check fee bill back · 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 credentials from Choice Screening.

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

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

Marketplace Integration Enablement

You will find the Choice Screening integration in the Marketplace and will have options to (there may be two Choice Screening tiles, make sure it is the one with the copy description mentioning 2021):

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

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Choice Screening Account Configuration & Validation

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

• • • • • Client ID – Provided by Choice Screening
        • Client Secret – Provided by Choice Screening

Click the Verify Account button to validate the configured credentials.

Validation Errors

• • • • • If required credentials are missing
        • If the Client ID is invalid
        • If the Client Secret is invalid

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Marketplace Integration Configuration

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

Property	Value	Description
Bill Transaction Type	Dropdown	List of transaction types synced to BOLD from Classic.  This is used as part of the background check fee bill back feature.
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	Numeric	Allows you 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 Choice Screening	Each Choice Screening location ID needs to be mapped to a BOLD office

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Marketplace Audit

Changes to the integration configuration are being tracked in the Marketplace Audit.

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
• A user could order a background check without being able to bill back the fee to the company

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
Bill to Company	True	User will be able to add company billing transactions for the background check fee. User will also have the ability to edit existing billing transactions that aren't in a closed time entry batch.
	False	The background check billing information will be visible but not editable.

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Job Requirements

You are able to 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. 1. 1. 1. 1. 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 the talent to have the package completed
               4. Specify the “Within Days” value
                  1. The lookback 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.

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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. 1. 1. Navigate to the Talent profile
      2. Select Screenings tab
      3. Click Create a Background Check → Opens Create New screenings flyout
         1. If multiple screening integrations are used, a Provider dropdown list appears. Select Choice Screening from the dropdown.
      4. Enter required talent information – fields will prepopulate with talent data if it exists
         • First Name
         • Last name
         • Email
         • Mobile Phone number
      5. Select Location
         • Will only display offices configured with a Location ID in the Marketplace that the current user has access to
      6. Select Package
         • Can order multiple packages at one time
      7. Set Expires (days)
         • 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.
      8. Click Submit & Save Talent
         • If talent data is entered or updated in the flyout, data will be saved back to the talent record

Send a Single Background Check Request - With Staffing Company Consent

1. 1. 1. Navigate to the Talent profile
      2. Select Screenings tab
      3. Click Create a Background Check → Opens Create New screenings flyout
         1. If multiple screening integrations are used, a Provider dropdown list appears. Select Choice Screening from the dropdown.
      4. Enter required talent information – fields will prepopulate with talent data if it exists
         • First Name
         • Last name
         • Email Address
         • Mobile Phone
         • Street Address
         • City
         • State
         • Zip
         • SSN
         • Birth Date
      5. Select Location
         • Will only display offices configured with a Location ID in the Marketplace that the current user has access to
      6. Select Package
         • Can order multiple packages at one time
      7. Set or confirm value for expiration days
         • The number of days before a user can order the same package again
         • Prevents duplicate orders
         • Defaults to the value entered in the Integration Configuration, if there was one
      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 failure in creating an order with Choice Screening, an error will be displayed in the flyout.

Example: Incorrect education “To” value

Incorrect Value: 2020

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

Mass Ordering - With Provider Consent

1. Click the Mass Background Check mass action
2. Select or verify Location, Package, and Expires (days) values
3. Click Continue
   
   
   
   
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

8. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.
   
   
   
   
9. 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 the detailed error
   • 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 confirm or change Expires (days) values
3. Click Continue
   
   
   
   
4. A 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
     
     
     
     
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

9. Once all required talent data has been entered, you’ll receive a message in the flyout instructing you to submit the order.
   
   
   
   
10. 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

Appending a Package to an Existing Background Check Order

Choice allows a user to append additional packages to existing orders.  The results for the appended package are then shown on the report for the existing order.

How to Append a Package

To append a package to an existing order, click the Details button.

Click the Append to Order button.

Click the Add Background Check button, fill in the location and package fields, and click the Submit & Save Talent button.

Background Check Fee Bill Back

You have the ability to bill back background check fees to your customers from the Talent > Screening section in BOLD.  This can be done in two ways, from either the Create Background Check aside or the Background Check Details aside.

NOTE: A user must have the Bill to Company user permission enabled, in order for a user to create the billing transaction: Account & Settings > User Profile > Edit Access > Choice Screening > Bill to Company = Checked

Create Billing Transaction from Create Background Check Aside

When ordering a new background check for talent, there is a $ button along each package line item.

For packages where the fee is being billed back to the customer, you can click on the $ button to create a billing transaction.

NOTE: To cancel the billing transaction for the package, click the red $ button.

NOTE: Users who don't have the Bill to Company user permission will not have the $ button in the aside.

Create Billing Transaction from Background Check Order Details Aside

For an existing background check order, a user can click on the Details button to open the aside.

NOTE: Users who don't have the Bill to Company user permission will be able to view the existing billing information, but they will not be able to edit it.

From both the Create Background Check and the Background Check Order Details asides, you will need to fill out the entire billing form in order to create a billing transaction.

Field	Description	Note
Company Name	The customer that the fee is being billed back to	This field automatically searches and returns a list of company names based on the value entered.  Value must be at least 3 characters to return results.
Company Office	Customer office that the fee is being billed back to	Based on the Company Name selection, the Company Office dropdown will populate with the company's associated offices.
Accounting Period	Accounting period that the customer should be billed for the background check fee	Dropdown provides up to 15 accounting period options
Bill Amount	The amount that the customer should be billed for	Bill amount must be greater than zero
Bill Transaction Type	Transaction type used to display the background check fee on the invoice	The Bill Transaction Type value will default from what is selected in the Marketplace

Sync to Back Office

Upon clicking the Save button, the transaction will be created and stored in the back office.  The billing transaction is only a one-way sync from BOLD to Back Office.

The billing information will remain editable in the front office until the transaction in the back office is associated with a closed time entry batch.  At that point, the record in Front Office will be permanently locked down.

Deleting the Billing Transaction from BOLD

If there's a need to delete the billing transaction from the Front Office, before the back office transaction is associated with a closed time entry batch, you can update the bill amount to 0 and the back office transaction will be removed.

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.

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 Choice Screening
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	Custom score value sent back from Choice Screening
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 Choice Screening'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 Choice Screening
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
	Automatically set to Meets Requirements if the score sent back from Choice Screening is “Passed”
	Automatically set to Doesn’t Meet Requirements if the score sent back from Choice Screening is “Failed”

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Talent Audit

Changes made to the background check order from either the user or Choice Screening, 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 results.

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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 Choice Screening 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

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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

These are background checks that have been ordered and are pending results back from Choice Screening.

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Needs Review

These are background checks that have been ordered, where we’ve received results back from Choice Screening that need to be reviewed.

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Completed

These are background checks that have results back that have 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

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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