Data Facts provides Human Resource Professionals with cutting edge, top-of-the-line background screening technology and personalized support and service.
Greenhouse Recruiting's integration with Data Facts allows users to send a background check request form to candidates automatically from within Greenhouse Recruiting. In this article, we will cover how to:
Configure User Setup Permissions in Greenhouse Recruiting
Contact a Greenhouse Recruiting user in your organization with Site Admin level permissions with the additional user-specific permission Can edit another user's advanced permissions to apply the following permissions to your account:
- Can manage ALL organization's API Credentials
- Can manage and configure web hooks
Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > Users > Your Name.
The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage and configure web hooks and Can manage ALL organization's API Credentials so a check is in each checkbox.
When finished, click Save.
In addition to the above developer permission, the user configuring the integration should have a Site Admin permission level, or a Job Admin permission level with the additional user-specific permission Can manage custom fields.
Repeat these steps for all users who should have access to set up the integration.
Create a Harvest API Key for the Greenhouse Recruiting / Data Facts Integration
To create a Harvest API key for the integration, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click API Credential Management.
From the API Credential Management page, click Create New API Key to generate the API key for Data Facts.
From the Create new credential dialog box, give your API key a name and select Harvest from the Type dropdown menu. When finished, click Create.
On the Manage API Key Permissions page, provide the following permissions to the Data Facts Harvest API key:
Custom Field Options
When finished, click Update.
Your Harvest API key for the Greenhouse Recruiting / Data Facts integration is created and configured. Provide your Harvest API key to your Data Facts onboarding team so they can set up the integration.
Create the Data Facts Web Hook
Click the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click Web Hooks. Click Web Hooks from the subsequent page.
You will be directed to a page where you can create a new web hook. From this Create A New Web Hook page, provide the following details:
- Name: We suggest Data Facts Integration
- When: Be sure to select the correct action so the web hook fires at the appropriate event in Greenhouse Recruiting [Candidate has changed stage]
- Endpoint URL: https://apiaN.tiltingwindmills.com/service/grnhs/ WILL BE PROVIDED /ApplicantEvent
Note: Production host is assigned at go-live
The "N" in apiaN is specifically assigned (apia1, apia2, etc.) at go-live
- Secret Key: The XML username set up for the integration
- Error Recipient Email: A responsible party from the client, and other parties that need to be notified of Greenhouse Recruiting errors
Click Create Web Hook.
That is it! Your Greenhouse Recruiting account and Data Facts account can now talk to each other. These settings dictate execution of the Data Facts web hook once the end user transitions the candidate into the Background Check stage for a job.
Provide Data Facts a Greenhouse Recruiting User ID
In order to send information from Data Facts to Greenhouse Recruiting using the Harvest API key, Data Facts will need a Greenhouse Recruiting User ID to associate with the data. This user account must be a Site Admin, but does not require any additional user-specific permissions.
To find a Greenhouse Recruiting user's User ID, have a user with Site Admin permissions click the Configure icon in the upper right-hand corner and select Users from the left-hand panel.
Click Export to Excel. A spreadsheet will be downloaded onto your computer.
Open the Excel file and navigate to the User ID column. Select a Site Admin User ID from the column that will be associated with any data pushed from Data Facts to Greenhouse Recruiting.
You will need to share this User ID with the Data Facts team when you provide the Harvest API key.
Note: If you would prefer to create a new user specifically to be associated with data pushed from Data Facts to Greenhouse Recruiting, follow the steps linked here.
Create Custom Candidate Fields
This portion of the configuration allows you to select a background screening package for the candidate, as well as to receive a URL to the candidate's results after the background screening is completed by Data Facts.
Click on the Configure icon in the upper right-hand corner, then click Custom Options on the left-hand panel.
Under the Company Custom Fields section, click Candidates.
On the Manage Candidate Fields page, click + Add Field.
Add Background Package for the Field name, and choose Single select as the Type. Click Save.
Repeat the steps above to create a second Custom Candidate Field named Background Report. The Type for the Background Report field should be URL. Be sure to check the box to mark the field as private.
Once the Custom Candidate Fields are created, click the pencil icon in line with each field, then copy the Immutable Field Key. Provide both Immutable Field Keys to the Data Facts team.
Add Background Check Stage to Interview Plan
Add a Background Check stage to one of your jobs by navigating to a job (All Jobs > Job).
From the Job page, click Job Setup and navigate to Interview Plan on the left-hand panel.
Navigate down the page and click + Add a Stage. Select the Background Check stage from the subsequent list.
Repeat these steps to add the Background Check stage to the Interview Plan for each job where you would like to execute a Data Facts candidate background screening.
Order a Background Screening Package for a Candidate
Before moving a candidate to the Background Check stage, you must choose the Background Screening Package.
Navigate to the candidate's profile, then click Details. Under the Additional Details panel, find the Custom Candidate Field named Background Check and select the correct package from the dropdown. Click Save when you are finished.
Once the package is chosen, advance the candidate to the Background Check stage. The candidate information will be sent to Data Facts to begin the background screening process. You can see updates about the status of the background screening by clicking the URL in the Background Report Custom Candidate Field.
Note: The background screening request is sent to Data Facts as soon as the candidate is moved to the Background Check stage. If the candidate is moved to the Background Check stage before the Background Check Package is selected, no information about the requested package will be sent to Data Facts. To resolve this, move the candidate backward one stage, select the Background Check Package, and then advance the candidate to the Background Check stage again.