sap successfactors - clearstar...2020/03/23 · sap successfactors clearstar, inc. 8 03/23/2020...

ClearStar, Inc.

SAP SuccessFactors

IntegrationUserGuide

Last Updated: March 23, 2020

SAP SuccessFactors

ClearStar, Inc. i 03/23/2020

ContentsAudience...............................................................................................................................................................................1

RequiredKnowledgeandSkill......................................................................................................................................1

ListofClearStarContacts................................................................................................................................................1

DescriptionofIntegration..............................................................................................................................................1

SuccessFactors|InitiateBackgroundCheck............................................................................................................1

CandidateEngagement....................................................................................................................................................2WhatTheCandidateSees........................................................................................................................................................................3Email......................................................................................................................................................................................................3LegalNotices......................................................................................................................................................................................4BasicInformation.............................................................................................................................................................................4ClearMD................................................................................................................................................................................................5CollectionSiteSelection................................................................................................................................................................................5DonorInformation...........................................................................................................................................................................................6Confirmation......................................................................................................................................................................................................6

ElectronicSignature........................................................................................................................................................................7Review..................................................................................................................................................................................................8Submission..........................................................................................................................................................................................8BrowserSupport..............................................................................................................................................................................9

SuccessFactors|BackgroundCheckStatusandResults......................................................................................9AvailableStatuses.......................................................................................................................................................................................9ResultsVisibility........................................................................................................................................................................................10

SAP SuccessFactors

ClearStar, Inc. 1 03/23/2020

AudienceThis user guide is intended for SAP SuccessFactors, Network and Partners using the ClearStar Background Check Integration.

RequiredKnowledgeandSkillUse of this guide assumes you are familiar with the following:

• SAP SuccessFactors platform • ClearStar application(s) • Required workflow for application users

ListofClearStarContactsNAME TITLE EMAIL PHONE TYPE

Lydia Wray Director, Product Management

[email protected] 678-710-5664 Secondary/Escalation

Client Service Client Support [email protected] 770-416-1900 Primary

DescriptionofIntegrationThe ClearStar Background Check Integration will streamline the background screening process for recruiter and candidate, utilizing Integration Center. Recruiters can initiate the background check process, which will include an element of candidate engagement, via a ClearStar application, to ensure capture of all required data and electronically signed documents.

Recruiters will have access to background check status updates within SuccessFactors; and, recruiters and candidates alike can be provided access to the final background check results.

SuccessFactors|InitiateBackgroundCheckBackground Checks can only be initiated by users with appropriate permissions, as dictated in the Implementation Guide.

To initiate a background check:

1. Navigate to Recruiting. 2. Navigate to Candidate(s) that are in the Background Check, or status you’ve defined as your status for

background checks, status of the Talent Pipeline. 3. Select Take Action. 4. Select Initiate Background Check.

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5. To proceed with the Background Check, select Confirm in the Initiate Background Check popup window.

Upon confirmation, if candidate engagement is required, an email will be sent directly to the candidate. See Candidate Engagement.

NOTE: If an error occurs, currently the only error message that can be displayed in SuccessFactors is Unable to initiate background check. Error occurred while executing integration center process. ClearStar will display detailed error messages when the feature is available; and, has the ability to send emails with detailed errors. For troubleshooting assistance, contact ClearStar.

ErrorEmailsEmails with details description of errors can be emailed to the address(es) or your choosing.

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Examples:

Dear Administrator, An error occurred while processing the request for 'Jane Doe’, from Instance ‘Demo Customer - Production'. Error code: 347 Error message: Duplicate Background Check Profile: N/A Business Owner: 611 Customer: N/A Regards, ClearStar SuccessFactors Notifier Dear Administrator, An error occurred while processing the request for 'John Doe’, from Instance ‘Demo Customer - Production'. Error code: 341 Error message: PackageID not specified in job requisition Profile: N/A Business Owner: 611 Customer: N/A Regards, ClearStar SuccessFactors Notifier

CandidateEngagementTo capture additional requirements not available or not captured in the SuccessFactors integration process, ClearStar will engage the candidate using a ClearStar application to capture and provide the following, when necessary:

• Provide legal notices to candidates • Capture required PII or service specific details not available in SuccessFactors • Schedule electronic drug and/or clinical test registration, known as WebCCF • Capture electronic signature on required disclosure and authorization documents

Note: The candidate experience is customizable and defined during the integration implementation process.

WhatTheCandidateSees

EmailThe email subject and body is fully customizable per client preference. Below is an example, containing a link that the candidate must follow to complete their background check process.

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Desktop

Mobile

LegalNoticesUpon access via the emailed link, the candidate will be presented with required notice(s) as they pertain to the background check process. The most common required notice is A Summary of Your Rights Under the Fair Credit Reporting Act.

The candidate must certify that they have read and understand presented notice(s) and accept them before proceeding to the ClearStar candidate experience.

Desktop

Mobile

BasicInformationThis section of the candidate experience allows the candidate to provide data that may not be captured within SuccessFactors, such as Social Security Number and Date of Birth. Based on client preference and requirements for service package ordered, the visibility and requirement of fields on this page can be customized as well as the welcome instructions appearing above the step.

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Desktop

Mobile

ClearMDClearMD is ClearStar’s electronic drug and/or clinical test registration process. If the ordered package contains a drug test, clinical test or both, the candidate will be given the opportunity to select the preferred collection site for their tests and provide any additional laboratory required data that has not yet been provided, in SuccessFactors or ClearStar’s candidate experience; and, confirm their selections and donor information.

CollectionSiteSelectionDesktop

Mobile

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DonorInformationDesktop

Mobile

ConfirmationDesktop

Mobile

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ElectronicSignatureFor compliance, ClearStar’s candidate experience will capture all required signed documents to initiate the background check. Documents required can vary based on service package ordered.

This section of the candidate experience not only allows the candidate to sign electronically; but, it also provides details on the following, per electronic signature and background check specific regulations:

• Right to Withdraw Consent to Electronic Form • Right to Enter into Documents in Non-Electronic Form • Requesting a Paper Copy of My Electronic Record • Resident Notices and Acknowledgments for CA, ME, MN, NY, OK and WA • Hardware and Software Requirements as it pertains to electronic signature

Once the candidate certifies that they have read and understand the document(s), they can sign electronically.

Desktop

Mobile

NOTE: If the candidate exercises their right to non-electronic signature, the profile will remain in a draft status and work will not begin until the candidate provides the hand-signed documents via email, fax or hand delivery.

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ReviewDesktop

Mobile

Following electronic signature, the candidate will be given an opportunity to edit data provided. To submit, candidate will select Finish.

SubmissionIf the candidate signed all documents electronically, the background check will transition to In Progress with ClearStar and work will begin. If the client preference is to allow the candidate access to their background check results, instructions on how to retrieve said results from ClearStar’s candidate experience will be provided at Confirmation, along with access to signed documents and WebCCF documents, when applicable.

Desktop

Mobile

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BrowserSupportWEB BROWSER PLATFORM SUPPORTED VERSION

Microsoft Internet Explorer Windows Desktop Version 11

Microsoft Edge Windows Desktop Latest stable version

Mozilla Firefox Windows and Mac Desktop Latest stable version

Google Chrome Windows and Mac Desktop Latest stable version

Safari Mac Desktop Latest stable version on latest OS

Safari Mobile iOS Latest stable version on latest iOS

Android Mobile Android Default device browser on 5 or later

SuccessFactors|BackgroundCheckStatusandResultsTo view background check results:

1. Navigate to Recruiting. 2. Navigate to Candidate(s). 3. Navigate to the Background Check section.

AvailableStatusesSuccessFactors users will have visibility into the background check status, with three primary statuses available.

Upon initiation of the background check by the recruiter and prior to the candidate completing their portion, the status will display a View Status of Request Submitted and notation of Background Check Request Submitted.

Once the candidate has completed all requirements and submitted, via the candidate experience, the Current Status will display as In Progress – Profile #XXXXXXXXXXXXXXXX and a View Status of Request Submitted. Note that the profile number is unique to only the candidate and will always be 16 digits long.

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Upon background check completion, the Current Status will display as Complete– Profile #XXXXXXXXXXXXXXXX or Complete-Review– Profile #XXXXXXXXXXXXXXXX and the View Status will provide a link to View Report.

Complete indicates that the profile is completed without any flags needing review by recruiting or hiring users.

Complete-Review indicates that the profile is completed; however, it contains flags needing further review or attention by recruiting or hiring users.

ResultsVisibilityThe View Report link available for Complete statuses requires valid ClearStar credentials to load the report. Upon selection, users will be prompted to provide a username and password and once successfully provided, the completed Profile Report will be displayed.

If you do not have ClearStar credentials, please contact ClearStar.