TABLE OF CONTENTS

• Requests Tab
• Summary
• Applicant Auto Approval
• Requests List
• List View
• Submitting a Request
• Selecting Multiple Requests
• Rejecting a Request
• Rejecting With a Notice
• Determining the Error in a Request
• Types of Errors
• Invalid Social Security Number
• Sorting Requests
• Searching Requests
• Default Requests View

Requests Tab

• This area of Aegis will show you any requests that have come through your Secure Applicant or Secure Volunteer portals.
• The background check does not begin until after the Request is approved for processing.
• If you have requests that need reviewing, a number will appear to show you how many requests you have.
• Only a user with the Order ability can submit a Request. 
• The Requests Tab is found on the Left Navigation panel as shown.
• Remember, if you see a number represented, this shows you how many new requests are ready to view.

Summary

• The panel at the top gives a summary of your requests.  
• Notice the default date rage shows the last 90 day of requests.  To see older requests, click the Wrench icon in the upper right corner to choose a new date range.

Applicant Auto Approval

• Applicant Auto Approval allows any application entered through your applicant portal to be automatically submitted for a background check.
• Please contact clientservices@bib.com if you are interested in setting this up.
• A user will need to be “tied” to this function in order for it to work.  This user will appear as the Requestor for any auto-submitted application.

Requests List

• Requests are listed from newest to oldest.  The default view is the Card View.  This shows a brief summary of the application. 
• A request card shown in Red means that there is an error with the order.  
• Depending on the error, it may need correcting prior to submission for the background check.

List View

• You may also view the applications as a list, by choosing the List View icon.  Multiple applications may be selected at once by clicking the box to the left of the name.

Submitting a Request

• To submit a request for a background check, in Card View, click the Green Checkmark.

• In List View, click Actions then Approve.  

Selecting Multiple Requests

• In Card View, press and hold Ctrl on your keyboard and click on each application to select it.  The application will appear outlined to show you that it is selected.

• Once you have all the requests selected that you would like to submit, click the Green Checkmark at the top to submit them all at once.

• In List View, click the box to the left of the name.  You may select all by clicking the empty check box at the top.

• Once you have all the requests selected that you would like to submit, click the Approve button at the top to submit them all at once.

Rejecting a Request

• If you do not wish to proceed with a background check for an applicant, you have two options:
  • Click the Yellow Reject icon to reject the applicant WITH a notice.
  • Click the Red Trash icon to reject the application WITHOUT a notice.
• You can reject multiple applicants at once, just like you can approve multiple applicants at once. 

Rejecting With a Notice

• Choose a reason for why you are removing the applicant.
• You can choose Other Reason to send a custom message to the applicant.
• In any case, the applicant will be emailed and notified that their application was removed.
• This action cannot be undone, and a new application will need to be submitted if it was rejected.

Determining the Error in a Request

• To see what is causing an error in a request, in Card View, hover your mouse over the card to see the error.

• In List View, this is shown in the Status column.

Types of Errors

• Some errors you may see are:
  • Invalid address length
  • Invalid email address 
  • Invalid SSN 
  • Invalid ZIP 
• Not all errors can be fixed from Aegis.  You can correct some of the data by clicking Account under their name, then Edit.
  
• Here you can edit their address, email address and phone number. 

Invalid Social Security Number

• If an applicant provides an invalid SSN, a warning message will appears as soon as you load the Requests page. 
• The SSN cannot be edited, so if you need it adjusted, reject the application and notify the applicant to submit a new request.
• Note that this message may appear for an applicant who does not have a valid SSN due to being a citizen of another country.

Sorting Requests

• Your organization may have a lot of requests to sort through.  There are several tools at the top to help you.
• You can show only applicants who have applied at a specific location, or you can also sort by their name, or the date added.   Click each letter to see only applicants whose last name starts with that letter.

Searching Requests

• Currently a search function for Requests only exists in the List View.
• Enter your search criteria in the box, then click Go!
• You can search by first name, last name or both names together.

• If an applicant has submitted a request with your organization previously, this will be shown under the badge icon of their request:

Default Requests View

• If you prefer to use one view vs another in the Requests tab, simply leave the page with that view showing, Aegis will remember that this is the last view setting used.  
• Some clients use the Requests page more than any other page, and want to see this as soon as they log in.  You can do this as well by setting it as your Default Start Page.
• While on the Requests page, click the icon in the upper left portion of the page to do this.