Additional documents required for specific background searches (found in the Forms Library) are now automatically attached to orders and can be triggered to be sent to a candidate - even when an HR user is completing an individual direct order.

When an applicant invite order is created that includes a search that requires a specific form, the additional required documents for that order will be automatically added to the applicant invite when sent to the candidate.

When an individual direct order is created that includes a search that requires a specific form, the HR user will be prompted to upload the additional required documents for that order, or optionally send the email to the candidate to complete/upload the forms.

Let's take a look at the difference in workflows based on if the order is an applicant invite order with additional forms or direct order with additional forms.

Applicant Invites and Additional Forms

When an individual applicant invite order is placed that includes a search that requires a specific form, the additional required documents for that order will be automatically added to the applicant invite when sent to the candidate. 

The applicant will then be sent an email with the details of the search(es) ordered, and what additional forms are required:

Clicking on the link in the email takes the candidate to the applicant invite screens, where they will enter their name, date of birth, etc. (if not already entered by the HR user when the order was created), and then will be presented with the additional forms needing to be signed:

If the applicant is not able to upload the forms immediately, they are able to select “Upload form with signature later” and can still ‘submit’ the application. The HR user will then receive an email notification every day for the next 5 days, to remind them the applicant has not submitted their additional documents.

However, if the applicant returns to the original email invite and uploads the documents before the 5 days has lapsed, the reminder emails will cease being sent to the HR user.

Direct Orders and Additional Forms

As an HR user placing a direct order that requires an additional form to be completed, upon clicking "Submit Order" on the final order screen, you will be asked what action you want to take for each form that is needed. You will have several different options from which to choose:

If you select the option to "Send form to applicant to sign (via email)," the process will mimic an applicant invite. When the candidate opens the applicant invite process, they will be presented with a screen of the forms that are needed to be signed by them (since the demographics information - name, address, date of birth - has already been entered on the file by HR user):

If the applicant chooses to upload the option to “Upload form with signature now” they can click “Choose File” and add the document to the order.

If the applicant is not able to upload the form immediately, they are able to select “Upload form with signature later” and can still ‘submit’ the application. The HR user will then receive an email notification every day after that for the next 5 days, to remind them the applicant has not submitted their additional documents.

However, if the applicant returns to the original email invite and uploads the documents before the 5 days has lapsed, the reminder emails will cease being sent to the HR user.

Additional Forms in File Details View

From within the file details (report-results) view of an order, additional indicators are present to advise HR users of which products are awaiting required forms.

An orange 'paper' icon indicates forms are needed still. A green 'paper' icon shows forms have been received:

Clicking on the 'paper' icon provides the HR user with the additional forms pop-up again, so the form can be uploaded at a later date:

"Waiting on Forms" Queue

Any files in your organization that are still waiting on necessary forms can be found in the "Waiting on Forms" queue in the left-hand navigation:

Clicking on this queue will provide you a list of your files with additional information easily viewed at a glance:

From this screen you can see what products are waiting on forms and take action if you have the form ready to be attached. Hovering over the 'i' icon next to any row that has "Multiple" listed for the products will reveal the individual products still awaiting forms submission.

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