To manage costs for International Criminal Record Checks, Certn’s Follow-Up Flow feature allows you to review an application that exceeds a set cost threshold before it runs and is billed to your account.
Who can use this feature: Human Resources (HR) users and Property Manager (PM) users who request international criminal record checks.
IN THIS ARTICLE
What is the Follow-Up Flow?
Note: This article provides insight into the steps required to resolve the Action Required status that occurs under certain conditions when an International Criminal Record Check is ordered. The steps apply for the Certn Web Application. If you are using Certn via one of the Applicant Tracking Systems (ATSs) we’ve partnered with, your experience may differ from what is described here. You can choose to log into our Web Application to action these steps, or check your ATS’ documentation for additional information.
The Follow-Up Flow is a feature that prevents you from paying for international checks you don't want to order. It identifies applications for you to review before the international checks run and are billed to your account.
When an application requires an action from you as a result of the Follow-Up Flow, its status in your Certn dashboard changes to Action required:
Applications that need review are identified in part by the following settings on your account:
- Your Cost Threshold setting defines the maximum amount per application that can be billed to your account without review.
- Your Follow-Up Flag setting defines whether the Cost Threshold setting is turned on or off.
The Follow-Up Flow feature also ensures that you run only those checks that apply to your candidate. For example, when you first order an International Criminal Record Check for a candidate you may not know which countries apply to them. When they fill their application and provide a 5-, 7-, or 10-year history, the Follow-Up Flow feature provides you with a list of the countries from their address history. You then have an opportunity to decide which countries you’d like to add or remove from the application. The feature will also automatically remove any countries you may have specified when first ordering the application but for which your candidate did not provide an address.
With the Follow-Up Flow enabled and your Cost Threshold set, the following scenarios will require your review:
- The countries you selected when you ordered the International Criminal Record Check and the address history your candidate provided don’t match (this includes the scenario where your applicant does not have any international addresses*).
*Note: Our Canadian, United States, Australia, and United Kingdom Criminal Record Checks are not considered international addresses. To order criminal record checks from any of these countries, select them directly from the Order screen in the Web Application.
- The cost to run checks in all applicable countries exceeds your Cost Threshold.
If the cost to run checks in countries your applicant has lived in does not exceed your Cost Threshold, then the checks for their application proceed and are billed to your account without requiring any action from you.
How to enable the Follow-Up Flow
In the previous section, you learned that the Follow-Up Flow relies on two settings on your account: your Cost Threshold, and your Follow-Up Flag. By default, these settings are configured as follows:
- The Cost Threshold is set to $250.
- The Follow-Up Flag is turned on so that the Cost Threshold is respected.
These settings are currently managed by Certn. To confirm how they are set on your account or to change them, contact our Support team.
Understanding and resolving an Action required status
Taking action on an application will allow you to review the application and determine which of the previously listed scenarios applies to your application.
- From your dashboard in the Web Application, on the row for the application, open the Actions menu and then select Action Required.
Note: Alternatively, you can get to this page from the application's report by selecting Actions and then Action Required, as shown in the following image:
- A checks selection page opens where you can review the application. The information in the checks selection page will help you determine which scenario applies to your application.
When the address history provided by your candidate does not match the country or countries you selected when you ordered the International Criminal Record Check, you are given an opportunity to review and confirm the list of countries you’d like to run. The summary of your checks selection page will show an updated list of countries based on the address history your candidate provided.
The Follow-Up Flow feature creates this revised list according to the following rules:
- Any countries that you requested when you ordered the checks but for which your applicant did not provide an address history will be automatically excluded from this list.
- Any additional countries that your candidate provided in their address history that you did not originally specify when you ordered the check will be added to this list.
If the International Criminal Record Check is crossed out, your candidate did not provide any international addresses*.
If one or more countries included in the check amounts to a total cost that exceeds your Cost Threshold, you will be required to confirm the cost. On the checks selection page, your order summary includes the costs per country and the total amount.
- You now have an opportunity to review this list and keep or remove the checks for the different countries. To remove a country’s check from the application, click the bin icon next to the country in the cost summary panel, or click Remove next to the country in the country list panel. You don’t need to take an action for the countries you want to keep.
- When you’re satisfied with your revised order, click Confirm in the cost summary panel to allow the application to proceed.
Note: If you opted to remove all countries from your order or the candidate did not provide any international addresses*, and there are no other checks included in your application, confirming your application will cancel the (empty) order.
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