Pre-Adverse and Adverse Action letters (Search Based)

What we'll review:

Letter overview

Customize Wording

Letter Print Queue

Pre-Adverse and Adverse Letter Delivery Price

Pre-Adverse and Adverse Letter Delivery Settings

When a client does not wish to hire an applicant based on the results of the background check, the Verocity system offers clients the ability to create both pre-adverse and adverse action letters to inform them of the decision.

These letters are built similar to that of a search type. The adverse and pre-adverse letters are nothing more than additional searches a client can order. They require that the applicant's address is entered when the search is ordered.

To enable these letters to be ordered by clients, see Enabling different search types to be ordered.

Customize Wording

The wording can be configured in System Settings, Client Type or the Client level.

Navigate to Letter Management>Pre-Adverse/Adverse to edit any wording. This text editor will accept HTML formatting.

Pre-populated fields: 

{{MYCOMPANY}}- Your company name from the default profile
{{MYURL}}- Your company website from the default profile
{{MYLOGO}}-company logo from the default profile
{{MYADDRESS}-company city,state,zip from the default profile
{{MYPHONE}}-company customer service number from the default profile
{{MYFAX}}-company customer fax service number from the default profile
{{MYEMAIL}}-company email from the default profile
{{NOW}}-current date
{{CLIENTNAME}}-client name
{{CLIENTADDRESS}}-client address,city,state,zip
{{CLIENTCONTACT}}-client contact
{{CLIENTFAX}}-client fax
{{CLIENTEMAIL}}-client email
{{SUBJECTNAME}}-subject name
{{SUBJECTSTREET}}-subject street
{{SUBJECTCITY}}-subject city
{{SUBJECTSTATE}}-subject state
{{SUBJECTZIP}}-subject zip
{{DATECOMPLETED}}-date search was completed
{{pagebreakhere}}-add this to break pages.

Letter Print Queue

There is an option to print all letters at once using a print queue.  To learn how to charge a price for this service, go to Pre-Adverse and Adverse Letter Delivery Price

Enable this under the client's settings:

After this is enabled and a search is ordered, the print queue can be accessed under the report management - pre-adverse/adverse queue tab. There is also an option to email. If this search type is added to a report, that letter will attach to the final report for viewing.

Once a search is printed or emailed from this view, it disappears from the queue below. Letters will only be available in queue for 14 days.

If the letter has not printed by then, it will be removed from the queue and will need to be printed from the search level.

Pre-Adverse and Adverse Letter Delivery Price

A price can be set for the Pre-Adverse and adverse letters. This is typically used for printing and/ or mailing costs that may be incurred to deliver a letter on behalf of the client.

There are a few setup steps to enable this feature:

Navigate to Clients>View Client - search client and edit client options
Expand Prices
Click Modify Client Pricing
Add a price to Adverse Action Letter Delivery 
Click Update Default Pricing
***Note:  this step above will need to be done at the Client Type level if using Client Type pricing***

Go back to the Client settings by clicking the Client name link or navigate to Clients>View Client - search client and edit client options.
Scroll down to Custom Letter Settings (Old)-Search Based and expand the section
Select YES next to Display in Pre-Adverse & Adverse Queue
Check the box - Use Client Setting

Now when a pre-adverse or adverse letter is ordered for this client, the letter will appear in the Pre-Adverse & Adverse Queue.

Navigate to Report Management>Pre-Adverse & Adverse Queue
Check the Print box and then Print Adverse or Print Pre-Adverse

Go back to the search and the price will show in the Pricing section of the report.  Navigate to Report Management>Report Finder - locate search.  Click go to Report Level

Note: The letter must be printed (or save as a PDF) for the price to appear on the report.

Pre-Adverse and Adverse Letter Delivery Settings

Search based Pre-Adverse and Adverse ( Version 1.0 ) letters will be delivered to the subject under different conditions depending on how the report containing the Letters was ordered. Some of these settings honor the 'Applicant Result Delivery Setting' which is located under the Global, Client Type or Client editor.

SHM orders containing an Adverse Letter

Search based action letters will always be accessible in the Applicant Portal. The 'Applicant Result Delivery Setting' is not used.

HR initiated orders containing an Adverse Letter

When a report is ordered in the HR module, the HR user can indicate the Final report to be sent to the subject by clicking the check box ( shown below ) or manually entering the subjects email address. When either action is taken and the 'Applicant Result Delivery Setting' is enabled, the letter will be emailed to the address entered or indicted by the checkbox. Note: The Pre-Adverse and Adverse letters will not be emailed by themselves, they are attached to the completed report

You can confirm if an email has been added to receive the Final Report by inspecting the Report level in the admin module. 

The 'Send Final Report to Email' will be used to send the Pre-Adverse/Adverse letter if populated.

Admin initiated orders containing an Adverse Letter

Action letters will be sent to the Final Report email when entered on the Create Profile screen of an Admin order (shown below ) and the 'Applicant Result Delivery Setting' is enabled.

You can confirm that the 'Send Final Report' has been populated by clicking the 'Change report info' option at the report level. This is the same as HR initiated orders.

Integration initiated orders containing an Adverse Letter

The subject email address will always populate the 'Send Final Report' field. The 'Applicant Result Delivery Setting' will be honored with orders initiated from an Integration. You can confirm that the 'Send Final Report' has been populated by clicking the 'Change report info' option at the report level. This is the same at the HR and Admin initiated orders.