Description

Currently, to run a Background check you need to have the user fill out a paper form that has their SSN written down on it. Usually this is given to a staff member, though sometimes it might go through a volunteer first. Then you hope that document makes it to your HR department so they can run the background check. Along the way you try to keep it as secure as possible so you don't leak a person's SSN into the wild.

With the Self Service Background Check, that paper form is removed. You probably will still have them fill out a paper (or digital) volunteer application, then when that comes in a staff member can send a SSBC request to the prospective volunteer if the position they are applying for requires a background check. They enter the SSN information and it gets plugged directly into the Background Check workflow and scrubbed clean once that is completed.

Installation

There is currently no built-in method in Rock for sharing Workflows. So you will need to install a helper block to do this. This block is in beta but has worked very well for many people. Because it is in beta it does not exist in the plug-in shop just yet. You will need to manually install it.

Go to the Releases page and download the Share Workflow release. Extract the contents into your RockWeb folder (this is often C:\inetpub\wwwroot). Do not overwrite anything that already exists. The zip file contains the full directory structure that needs to be created, so just copy what is missing.

Once the these files are in place, go into Rock and create a new page. I suggest going to the Plugins page and creating it there. Call it Share Workflow and add the new Shepherd Church > Misc > Share Workflow block to the page. You can now export and import workflows.

Import New Workflow

Now, on the same Releases page, download the Self Service Background Check release. Extract this and you will end up with a file that you will need to import into Rock. Go back to your new Share Workflow page and import this file into the page. If everything goes well you should get back a success message. In that case you can go to your General Settings > Workflow Configuration page and you should find the new workflow under the Safety & Security page.

Edit the new workflow. There are a few things you'll probably want to change.

• Set User Defaults > Notify User - This e-mails the user telling them to fill out a background check form. You'll want to edit the copy text of this to match your organization.
• Get User Authorization > Get Details - The default text on the form should suffice, but you may want to check and see if you need anything changed.

Configure Old Workflow

Because this new workflow simply kicks off the original workflow to do the heavy lifting, we need to make a few tweaks to the Background Check workflow so that it knows to skip over some stuff when it is launched by our new workflow.

Add New Activity

First, you need to add a new activity. Call it From Self Service and set it up to match the image below:

Update Initial Request Activity

Next go up to the Initial Request activity. We need to make a few changes here to call the new activity when appropriate.

Create a new Action called Activate From Self Service if Has PackageType and put it at the very top of the activity so it executes first. Configure it as follows:

Finally, go to the Get Details action in that same activity and turn on the Activity is Completed Upon Success checkbox.

Save all changes.

Usage

Using the new workflow is pretty simple. Go to the Person Details page and edit the Block settings for the Bio block. In the settings modal select the new Self Service Background Check workflow then Save changes.

Now your users can initiate a new instance of the Self Service Background Check, enter the basic request information and then it will be sent to the user for them to fill out the required information.

And please, test Test TEST TEST this before using it in production. :)