Background Check Request Tool

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Use of this CloudTool requires that you have a Background Check integration set up with Secure Search or Protect My Ministry. See this KB for integration setup details.

Basics

  • The Background Check Request Tool works with your Portal, the Platform, and a background check provider to facilitate and automate the creation, completion and execution of Background Checks.
  • The Background Check Request Tool allows you to:
    • Create Background Check records
    • View the status of background check records, which include:
      • No Previous Background Check.
      • Waiting on Background Check (BC record created, waiting to be submitted).
      • Submitted (BC submitted for processing).
      • Waiting on Review (BC results returned, but could not be auto-cleared either because adjudication is not configured or there is a problem that requires human review/intervention).
      • All Clear (BC on record with All Clear = True):
    • Complete a Background Check request form on behalf of a Contact (e.g. from a paper form)
    • Email Contacts a link to the Background Check request form to complete.
  • The Background Check Request Tool can be launched from an open record or from a selection of records on the Contact, Participant or Background Check pages.
  • If a Contact has a Background Check with the same Background Check Type that is already "Processing" or in "Current Checks" clicking Create Background Requests will present a warning message to prevent duplicate checks. However, this can be ignored if there is a valid reason for requesting a new check.
  • If a Contact appears on a tab multiple times, it is not a duplicate, but indicates that they have multiple Background Checks of different Background Check Types that fall into that category.
  • Ensure that you read the article on Background Checks in order to ensure that you know how MinistryPlatform handles background check records. 
  • All Background Check Types are currently available in the drop down regardless of if Is Background Check = True or False.

Initial Setup

  • SPoCs should review and configure the following Configuration Settings:
    • COMMON,BackgroundCheckUrl: The URL for your Background Check vendor. SecureSearch and Protect My Ministry are the only supported integration vendors. 
    • COMMON,BackgroundCheckUsername: The username of your account with your Background Check vendor.
    • COMMON,BackgroundCheckPassword: The password of your account with your Background Check vendor.
    • COMMON,MonthsTillBackgroundCheckExpires: An integer value representing the number of months after which a servant needs a new background check.  The starting default value is 12 months.
    • COMMON,BackgroundCheckTestMode: Specifies whether or the not background check is to be sent in 'Test' mode.  This value should always be set to 'false' unless requested by support.
    • COMMON,BackgroundCheckTemplateID: The ID of the Message template to be used when sending Contacts a link and details requesting they complete the Background Check request form on the Portal. Available merge fields are based on the Background Check page and normal Contact Fields. Do not modify the link included in this email.
  • SPoCs can grant access to this tool via the normal process.
Please note: California customers cannot use Statewide Criminal background checks without County. You must use a county-aware background check.

Using the Background Check Request Tool

  1. From the Contacts, Participant, or Donor page, launch the tool by either:
    • Open Contact record > Tools > Background Check Request Tool, OR
    • Create selection of Contacts > Tools > Background Check Request Tool, OR
    • Open the Background Check Request Tool > Search for Contacts.
  2. Review the Contacts in your selection including their Background Check Status (displayed by status):
    • No Checks - Contacts who don't have any Background Check records.
    • Processing - Contacts who have a Background Check record in progress that is not complete.
    • Current Checks - Contacts who have a completed Background Check record.
  3. To create a new Background Check record (required) from the No Checks tab:
    1. Select Contacts.
    2. Choose Background Check Type.
    3. Optional: choose the requesting Ministry.
    4. If a county Background Check Type was chosen, choose the appropriate State and County.
    5. Click Create Background Requests.

      Note: You will only be charged for a background check once the record is sent (or filled out on behalf of the Contact) and the "Submit" button is clicked. There is no charge for creating a background check record - only once it has been "Submitted."
  4. To create a new Background Check record for Contacts with existing and/or expired checks (required) from the Current Checks tab:
    1. Select Contacts.
    2. Choose the Background Check Type.
    3. Optional: choose the requesting Ministry.
    4. If a county Background Check Type was chosen, choose the appropriate State and County.
    5. Click Create Background Requests.
  5. To complete a Background Check Request form on behalf of the Contact (optional, like from a signed paper form they submitted)from the Processing tab:
    1. Click the Fill Out Form button next to the Contact.
    2. From the Portal, complete the form. All known information will be auto-filled.
    3. Click Submit Background Check.
  6. To send emails to the selected Contacts to complete a Background Check Request form (optional) from the Processing tab:
    1. Select Contacts. If the Contact is not available to be selected, there is no email address on record for them.
    2. Click Send Emails.
    3. An email with a link using the template defined in the COMMON,BackgroundCheckTemplateID Configuration Setting will be sent to the Contacts:
      • No login or password is required for the recipient to use this link.
      • All known information will be auto-filled.
  7. To view submitted or complete forms, click the Review/Print Form button to open form attached to the related Background Check record.
  8. Click Close.
  9. The data in the Background Check Request form is transmitted to the background check provider and the Background Check record is updated accordingly.
  10. After the background check has been processed, the results are automatically returned to MinistryPlatform and the Background Check record is updated accordingly.
‚ÄčTip: The Background Check Request Tool is a great way to allow ministry staff to review the status of Background Checks without giving them access to the Background Check record (and all the juicy details therein).

Video Topics

0:08 - Initial Setup
0:52 - Launching the Tool
1:47 - Filling out the Form Online
2:10 - Background Checks Page