CIA Rock Integration

Introduction

With the latest CIA Rock integration, users gain access to up-to-date information, enabling informed decision-making. Clear Investigative Advantage delivers meticulous background checks, covering everything from employment history to criminal records, ensuring accuracy and compliance.

Leverage the power of this plugin to streamline and enhance your background check processes. Experience automated notifications, simplified profile updates, and customizable features tailored to your needs—all seamlessly integrated within Rock.

New Functions:

• Automated Package Management
• Automatic Background Check Renewals

Setup

The plug-in contains dlls, ascx controls and an image. Once installed Rock will restart and it will run migrations to configure Rock.

Configuration

After installing the plugin from the Rock shop, you’ll need to do some basic setup to configure Rock to communicate with CIA.

1. Navigate to your new plugin by going to Admin Tools>System Settings>CIA

2. Add CIA credentials and validate.

After adding credentials, CIA will indicate on the screen if your credentials were successfully validated. Click 'Save,' and CIA will automatically load your background check packages. This new functionality bypasses the need to manage packages manually in Rock, enhancing the UI experience for staff.

Your Rock database will now establish a secure connection with CIA, enabling communication and access to background check services. If you don’t have an account with CIA, you can request one from this page or visit their site https://www.ciaresearch.com/ to activate an account.

3. Enable CIA as your default background check provider. The first time you launch CIA, click on the button to set CIA as your default provider.
   

Enabling this default setting will set your background check action on the person profile.

Usage

Once you’ve finished the setup instructions, you’re ready to start requesting background checks through Rock.

To order a Background check:

1. From a person’s profile, click the Actions icon and choose Background Check (CIA).

2. The Background check workflow will start. The next screen will show you who you requested the background check for, with an option for e-consent.

a. Start the request by entering a Social Security Number or use e-consent. b. To use e-consent choose yes “I have signed consent…”. Add a custom message for the e-consent. This provides a way to request a background check without a Social Security number, using only their email. This gives extra assurance for volunteers who may not want to provide their number.

3. Once launched, the background check is passed to the security administrator for review. The administrator can then approve, deny, update, make changes, or auto complete the check if it comes back without any alerts or issues.

To Automatically re-run a background check: a. Navigate to the person profile>Extended Attributes>Safety & Security. Here, you’ll find a new attribute titled “Auto Renewal Days”. b. Enter the number of days to wait before re-running a background check. This number can be unique to everyone. A system job and workflow will launch a new background check request when the specified number of days is reached.

Administrator Management of Requests in Rock: Background check results can be found in 3 places: a. The CIA background check page, which lists the checks and their status. Access this page through System Settings>CIA. b. Safety & Security attributes on a person’s profile. c. Workflow results on the “Background Check (CIA)” workflow. The "Cleared and Serving Report," included with the plugin, is a valuable tool for managing background check requests. (Navigation: Installed Plugins > CIA > Cleared and Serving Report)

a. Use this feature to filter for one individual or a list of individuals for whom you wish to initiate a background check.

b. To launch the process, click the gear icon at the top of the list and select your desired background check workflow.

c. To run a renewal on the background checks select the Safety & Security > Automatic Background Check Renewal (CIA) workflow. This will start a new workflow for everyone selected and automatically re-run the background check for everyone selected. If a background check cannot be run for some reason, an email will be sent to you Safety and Security team members allowing them to select a package and continue the process.

d. If you don't wish to use the included report, you can perform this action from any person report or dataview.

Under the Hood

The CIA plugin is powered by workflows and system jobs to keep your process running seamlessly. Here is more information about your included functions:

1. Background Check Workflows: The background check workflow is responsible for handling the process of requesting background checks, updating lists, sending notifications, and updating attributes. It serves as the backbone of the background check functionality within Rock. The second workflow is the new "Automatic Background Check Renewal," which runs the new auto-renewal process mentioned above.

2. Customization Recommendation: Depending on the processes of your organization, you may want to customize the workflow. We suggest you copy the original workflows rather than changing them directly.

3. System Jobs Included: System Jobs are included with the plugin. A new one, "Auto Renew Background Checks," is preset to use the new person attribute of "Auto Renewal Days" and the "Automatic Background Check Renewal (CIA)" workflow. It is configured to run every day at midnight. The other system job, "Update CIA Requests," cannot be modified. This job queries CIA to determine which submitted background checks are complete.