HR users needing to take action on multiple files in the "Ready for Review" queue can save time by utilizing the bulk actions functionality. With bulk actions, users can take one of two actions:
- approve files in bulk
- mark multiple files as 'complete' at the same time.
Keep in mind when submitting approvals via bulk action it will require you to send the consumer copies to all the candidates at the same time, via the same method, so you will want to be prepared for this before you kick off the bulk approve process.
Let's take a look at how the bulk approve functionality works.
Log in to the portal. Navigate to the "Ready for Review" queue in the left-hand navigation:
Note the bulk actions button is grayed out and is not clickable:
This is because we haven't selected any files yet. Once we have selected more than one file from this view, we will see the bulk actions button darken and it can now be clicked:
If we want to select all the files on the page, we can click Select All Visible, and even click another page to select more files:
Note: When selecting your files, be sure to select less than 50 files at a time for approval or your bulk approval file may not process smoothly or within a reasonable amount of time.
After you have selected the files you wish to approve, click the bulk actions button and then select Bulk Approve in the drop-down:
You will then be presented with a modal window asking how you would like to send the consumer copies to the applicants after the approval has been processed:
Once you have selected a method, click Submit:
You will then receive a notification modal that will indicate if the files have been successfully queued up for approval, or if any files had issues being sent to the queue:
Click OK to proceed.
The system will then kick off the bulk approval process and will send you an email when it has completed, letting you know if all of the files were able to be approved or if any files encountered an issue and will need to be approved individually.
Here are a couple of reasons why a file might not be approved in a bulk approval order:
- Consumer copy notice was to be emailed to the applicant and the applicant is missing an email address, or the email address is not valid
- Consumer copy notice was to be mailed to the applicant and the applicant's mailing address is incomplete or not valid
If the email you receive indicates any of the files were not able to be approved in the bulk process, you can log back in to the portal and approve those orders individually.
Bulk complete is a simple and efficient way to mark a selection of files as 'complete' rather than having to individually mark each order with this status.
Let's take a look at how the bulk complete functionality works.
As with bulk approval, once you select more than one file, the bulk actions button becomes darkened and is clickable:
Select bulk complete from the drop-down:
You will then be presented with a modal window that informs you that the action you selected will apply to all of the orders from the previous screen:
Once you select submit, you will receive a success notification letting you know that you will receive an email once all the files have been processed:
Click OK to proceed.
The system will then kick off the status update process and will send you an email when it has completed, letting you know if all of the files were able to be updated to "Complete" status, or if any files encountered an issue and will need to be updated individually:
Reversing Bulk Complete Action
If, for whatever reason, you realize you moved a file to "Completed" status in error, you can move it out of "Completed" status and back to "Ready for Review" status.
To do this, you will navigate to the file and click on the Completed button:
And select Move Back to Ready for Review:
The screen will refresh and will display a confirmation that the file has been moved back to "Ready for Review" status:
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
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