Batch Re-Screening Applicants

The process of Re-Screening large batches of your employee files is now easier than ever with the Batch Re-Screening functionality - available in the VF web portal, the VF extensions, and the VF Salesforce App!

VF Web Portal

Let's start by taking a look at the Re-Screening in the VF web portal. Log in to the VF web portal and navigate to the gear in the top right-hand corner of the screen. Then navigate to the Bulk Actions tab:

 

Next, you will establish the parameters you wish to set regarding the individuals you wish to Re-Screen. In order to make the process convenient and accurate for our customers, you will notice that there are many ways to narrow down your search using specific criteria such as date ranges, position, file owner, and a number of different cost code options to name a few:

 

After establishing your filter criteria the list will update automatically. Then you simply select the individuals to be Re-Screened and select Re-Screen Selected:

 

You will be guided to the Re-Screening Review page where you will determine which searches to run on your selected individuals. Remember, whichever searches you select will be run on each individual. Also note that the searches you originally ran will be preselected. Lastly, as always, you can choose to either complete the order yourself by selecting 'Direct Order' or have the individual do so by selecting 'Send Applicant Invite,' both of which are located at the top of the page:

 

After selecting your screening method and types of searches, you will be able to either adjust your CSV Template to fit your needs or proceed with the screening process by clicking the Next button:

 

Clicking the Download CSV Template button will provide you with a pop-up of all the columns that are available for your CSV. Any items grayed out are required columns and cannot be unselected:

 

Note: You will only need to click 'Download CSV Template' if you want to create your Re-Screening CSV from scratch yourself. Otherwise, simply click next on the previous screen and the system will build your CSV for you with the candidates you selected on the Re-Screening selection screen.

Once you click Next, the system will attempt to upload the CSV it created for you. If there are any missing fields for any of the files you selected for Re-Screen, you will see an error message banner on the screen:

Upon clicking the 'failed entries' button you will receive a more detailed error message which is intended to assist your efforts to rectify the error:

 

 

Once you proceed with the ordering process, your files will be queued and the screening process will begin. You will be taken to a Batch Order Details display page which will allow you to see critical information such as who was screened and the status of the orders:

 

Upon clicking the Back to Results button, you will be taken to the start of the batch ordering process, where you can view previous orders (including the one just entered) or you can initiate a new batch order.

 

VF Extension

For those using the VF extension, the Re-Screening process will be very similar, everything will just be a little more compact. After accessing the gear, you will be able to click on Bulk Re-Screening:

 

Just as in the VF Web Portal process, you will establish your filter criteria, select the individuals who need to be Re-Screened, and click the Re-Screen Selected button:

 

You will be given the option to adjust the screen types, download the CSV template, or proceed, depending upon your needs and preferences. You will be prompted to adjust the CSV document if there are any errors detected, and then you will be ready to submit your Batch Re-Screen order.

 

Salesforce Application

When using the Verified First Salesforce application, the Re-Screening functionality will appear almost exactly the same as in the VF portal.

Log in to your Salesforce instance and navigate to the Verified First portal from within Salesforce. Click on the gear in the top right-hand corner of the screen:

 

Then navigate to the "Bulk Actions" tab:

 

Next, you will establish the parameters you wish to set regarding the individuals you wish to Re-Screen. In order to make the process convenient and accurate for our customers, you will notice that there are many ways to narrow down your search using specific criteria such as date ranges, position, file owner, and a number of different cost code options to name a few:

 

After establishing your filter criteria the list will update automatically. Then you simply select the individuals to be Re-Screened and select Re-Screen Selected:

 

You will be guided to the Re-Screening Review page where you will determine which searches to run on your selected individuals. Remember, whichever searches you select will be run on all individuals selected. Also note that the searches you originally ran will be preselected. Lastly, as always, you can choose to either complete the order yourself by selecting “Direct Order” or have the individual do so by selecting “Send Applicant Invite,” both of which are located at the top of the page:

 

After selecting your screening method and types of searches, you will be able to either adjust your CSV Template to fit your needs or proceed with the screening process by clicking the “Next” button:

 

Clicking the 'Download CSV Template' button will provide you with a pop-up of all the columns that are available for your CSV. Any items grayed out are required columns and cannot be unselected:

 

Note: You will only need to click 'Download CSV Template' if you want to create your Re-Screening CSV from scratch yourself. Otherwise, simply click next on the previous screen and the system will build your CSV for you with the candidates you selected on the Re-Screening selection screen.

Once you click 'Next,' the system will attempt to upload the CSV it created for you. If there are any missing fields for any of the files you selected for Re-Screen, you will see an error message banner on the screen:

 

Upon clicking the “failed entries” button you will receive a more detailed error message which is intended to assist your efforts to rectify the error. Click 'Export All Entries' to download the CSV with items needing to be corrected:

 

Scroll to the far right of the CSV and you will see the individual items that need to be corrected in the sheet:

 

Make the necessary updates to the rows of your sheet that need to be corrected. Re-save the document (export to CSV if using Mac Numbers program) so you can upload the corrected sheet.

Return to the Salesforce application, close the errors list pop-up window, and click Upload CSV Template to upload the corrected CSV document:

 

Click Choose File and select the sheet you just saved with the updates:

 

Once the new CSV is accepted, the error messages will disappear from the screen. Additionally, you can click any of the pencils to the right of each employee, if you find that you need to update any of the employee's information - name, address, email address, phone #, etc. Then click Send Invites:

 

A confirmation message regarding the batch Re-Screening will then be displayed:

 

Click Next and then determine if you would like the order to be auto-ordered or if you would like to manually review the files and then submit:

 

Select the method by which you would like to send your Re-Screening invites and then click Next:

 

After clicking Next,you must check the box certifying that you have satisfied all the necessary FCRA requirements contained within it and then click Send:

 

You will then be taken to the list of files you Re-Screened:

 

Activity History (VF Portal and Salesforce Application Files)

In the event that you need to double check which files were created from a Re-Screen or which file the Re-Screen was created from, you can check the file's activity history for this information.

Navigate to one of the files you Re-Screened. Hover over the carat next to Order Details and select Activity History:

 

You can then see what file the Re-Screened file is associated with:

 

Activity History (VF Extension)

In the event that you need to double check which files were created from a Re-Screen or which file the Re-Screen was created from (in the VF extension), you can check the file's activity history for this information.

Navigate to one of the files you Re-Screened. Click on the clock icon in the bottom right corner of the screen:

 

 

 

The information and opinions expressed are for educational purposes only and are based 
on current practice, industry related knowledge and business expertise. The information
provided shall not be construed as legal advice, express or implied. 

If you have any further questions, or need a product enabled on your account, 
please contact Verified First Client Services for assistance.

Call 844-709-2708 or email clientservices@verifiedfirst.com