How to Manage an Applicant Report
There are several ways to manage applicants in your online screening portal, including viewing complete reports, requesting status updates, archiving applicants, and ordering more searches. To begin managing an applicant, simply find the applicant you desire (as explained in Finding an applicant). If you use the Quick Find, then the applicant detail window will display immediately. If you use the advanced search or browse by category feature, you can click on the desired applicant (on the name or anywhere within the row) to bring up the detail window.
Here's a typical detail window - in this example, for an applicant still pending completion.
If you clicked on this applicant from a list of applicants, then you'll see three links in the upper left.
Back to List takes you back to the list of applicants you had originally searched for; for example, if you're viewing an applicant after browsing for all In Progress applicants, then this link returns you to the In Progress list.
Previous Applicant takes you to the former applicant
At the top of the page, you'll see the report summary, with the main information on the applicant, the current status (In Progress for the sample above), and the report progress bar and iconic notifications on the right. (See Icon notifications under Finding an applicant for details on what these icons mean.)
To view the complete background screening report on this applicant, whether completed or not, you can click the applicant's name or the status. Either way, a new window will open with the completed report, which you can view or print.
You'll see a View Report Options link just under the DOB in this top summary. You can click this link to open up further options as shown below.
view report: This link does the same as clicking the applicant name or status; it brings up the complete report in a separate window for viewing.
print report: This link also brings up the complete report, but in addition, it will automatically initiate printing of the report and allow you to choose a printer like usual. (If you want to print the report but you used the view report link, just press CTRL+P on a PC or Command+P on a Mac. This works for any web page.)
order more: Click this link to order more searches for this applicant, which will become part of the same report. For example, you can use it to order a pre-adverse action letter for an applicant who failed their background check.
re-screen this applicant: This link allows you to order an entirely new copy of the same report for this applicant, and it auto-fills all the information. That way, you can run all the same searches again, or you can remove or add searches as you see fit (as explained in Enter details under Ordering a report).
upload document(s) for this report: Use this link to upload any documents needed to process this applicant. For example, if the report requires a release form, and you did not upload the release form during the screening process, you can do so now.
If you are viewing a completed applicant (where the entire background check and all searches within it have been completed), you'll have the option to archive that applicant. This simply moves the applicant from the Completed category to the Archived category, which makes your Completed category more useful by only containing recently completed applicants you're still interested in.
Just click the archive this report link to archive the applicant, as shown below. Note that this link will only appear for a completed applicant.
You can also unarchive an archived applicant in the same way. An archived applicant will have an unarchive this report link under Report Options.
Also, you can mass-archive applicants for greater convenience, as explained in Mass-archiving applicants under Finding an applicant.
Below the report options, you'll see a listing of all searches that are part of this applicant's report. Next to each, you'll see icons that show whether the search has a discrepancy, an unread status update, or needs your attention due to missing data (as explained in Icon notifications under Finding an applicant).
To the right of each search name is a box that may or may not contain a checkmark. If the box contains a checkmark , then the search has been completed; if it does not , then the search is still in progress.
You can click on any search name to bring up details and options in the right half of the screen. For example, if the search has a record, you'll see a Record link. You can click this link to bring up the details on that search from the final report - not the whole report, but just the portion that pertains to this search. This way, you can quickly see the details of the search without scrolling through the entire report.
In addition, if the search is still in progress, you'll see a Status Request link. You can click this link to send in a request for the status of this search.
If the search has the Needs Attention icon , then you'll see a request for missing information in the Notes section at the bottom left after you click that search. In the example below, you are prompted to provide a drivers license number. Needs attention may also be a system message informing you about your report status or requesting addtional information.
At the bottom of the screen, you can view any uploaded documents or any recorded notes for the search that has been selected from the Search Types section. You can also upload a new search-specific document or add a note for your own purposes using the Add doc and Add note links you see in these sections.