It is possible to automate orders with the Verified First Salesforce Application. There is a pre-built Apex class that comes with the package installation.
In most cases, your company's Salesforce Support team would need to setup Salesforce automation for your company.
NOTE: Automation is not required to run a background check within Salesforce. Setup for automation will be configured and managed by the client's Salesforce administration team. Verified First does not have access to the client's Org to aid, assist, or troubleshoot the automation setup.
Be advised: This step (located at the attached article) is recommended before continuing with automating ordering!
Navigate to the Verified First Setup tab and scroll down to the "Automatization with Process Builder" step:
Here, you will list the defaults for your automated orders, such as:
- Account to be ordered under
- Package to be ordered
- Default File Owner
- Default File Orderer
- Order Method (Applicant Invite or Direct Order)
- Whether Auto-Order or Manual
- Cost Codes (if required) to be added on the files
- Any Subscriber email addresses to receive updates on the file status/changes
Keep in mind that Direct Orders will need all Required Fields to be pre-populated utilizing Field Mapping. We strongly recommend using the Applicant Invite option for this automation, as it leaves less risk for user error.
Click Setup in the top right corner of the screen:
Search for "Process Builder" in the search box and then click on the Process Builder link:
Click New in the top right corner of the screen to begin creating a new Process. Complete the fields below:
On the workflow page, click "Add Object:"
Select the object of "candidate" you intend to screen, and when you want the process to start:
Now set criteria. An example would be to have a checkbox field on your object that says "Initiate Background Check". So the criteria would read "If Contact.Initiate_Background_Check__c =True". Be sure to check the box under "Advanced" if applicable so that other actions on your record don't initiate a Background Check unintentionally:
Create your action. Start by clicking "Add Action" and title it something clearly connected to background screenings. Select the "vfirst__SearchObjectWhenCreate" Apex class. Next, designate the fields to reference your record ID and the Job State as these are required:
Set an action to undo the action that fell under your criteria to initiate the background check so that a continuous loop doesn't accidentally get created:
Don't forget to activate your new Process.
Please keep in mind that you will be responsible for payment for all screens ordered, regardless if they were accidentally ordered via an incorrectly configured Process. Verified First is not responsible for any unintentional screens. It is your responsibility to ensure you have configured your Process to close, and not continuously run screens. If you are uncomfortable with this form of automation, we recommend that you consult a certified Salesforce Administrator to perform this configuration.
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