IntelliCorp

Greenhouse Recruiting's integration with IntelliCorp enables Greenhouse Recruiting users to access IntelliCorp’s screening services from Greenhouse Recruiting by providing the following functionalities:

  • Initiate IntelliCorp screening request
  • Track real-time screening orders status
  • Access via an encrypted link to view detailed screening report

In this article, we will cover how to: 

  • Configure User Setup Permissions in Greenhouse Recruiting
  • Create a Harvest API Key for the Greenhouse Recruiting / IntelliCorp Integration
  • Create the IntelliCorp Web Hook
  • Add Offices to Greenhouse Recruiting
  • Create Custom Job Fields
  • Create Custom Candidate Fields
  • Configure Job Requisitions
  • Configure Background Screening Stages
  • Enable Intellicorp Integration for Secondary Background Screenings
  • Initiate Background Screening
  • Initiate Secondary Background Screenings

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 / IntelliCorp 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 IntelliCorp.

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, select the following: 

  • Applications
    • GET: Retrieve Application
  • Candidates
    • GET: Retrieve Candidate
    • PATCH: Edit Candidate
    • POST: Add Note
  • Custom Field Options
    • GET: Custom field options
    • POST: Create custom field options
    • DELETE: Remove custom field options
    • PATCH: Update custom field options
  • Custom Fields
    • GET: Get custom fields
  • Jobs
    • GET: Retrieve Job
  • Offices
    • GET: Retrieve Office

When finished, click Update.

Your Harvest API key for the Greenhouse Recruiting / IntelliCorp integration is created and configured. Provide your Harvest API key to your IntelliCorp onboarding team so they can set up the integration. The Harvest API key will be used to auto-populate information in the Account and Package Custom Job Fields you will set up later in the configuration process. 


Create the IntelliCorp 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 IntelliCorp Screening – Test for the Test Web Hook  and IntelliCorp Screening Integration for Production Web Hook
  • 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
  • Secret Key: The Secret Key is optional

Note:  You will need to create two web hooks:  1 for Test and 1 for Production

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Click Advanced settings... and you will get the username and password from IntelliCorp via secure email: 

  • Basic Authorization Credentials: Make sure to add Username and Password

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When finished, click Create Web Hook

That is it! Your Greenhouse Recruiting account and IntelliCorp account can now talk to each other. 

 

Add Offices to Greenhouse Recruiting

IntelliCorp uses the city, state, and country associated with an office to determine the position location, which in turn is used by IntelliCorp for Adverse Action communication, among other things. The city, state, and country for an office are selected from a pre-populated list when creating a new office in Greenhouse Recruiting. 

To learn more about how to add a new office in Greenhouse Recruiting, click here

 

Create Custom Job Fields

The Greenhouse Recruiting / IntelliCorp integration requires two Custom Job Fields: 

  • Account: IntelliCorp Account
  • Package: IntelliCorp Package

These two Custom Job Fields must be added to Greenhouse Recruiting, then configured for each job requisition individually so IntelliCorp can screen candidates on each job. 

Click 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 Jobs.

On the Manage Job Fields page, click + Add Field.

 

Add Account for the Field name and select Single select as the Type. 

Check the box for "Expose in Job Board API," then click Save

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Repeat the steps above to create a second Custom Job Field named Package. The Type should be Single select. Be sure to check the box for "Expose in Job Board API." 

Selection options for these Custom Job Fields will be added to your Greenhouse Recruiting account by IntelliCorp using the Harvest API key set up previously. 

 

Create Custom Candidate Fields

The Greenhouse Recruiting / IntelliCorp integration requires four Custom Candidate Fields: 

  • Results: To display IntelliCorp results in real-time on the candidate’s profile, results from multiple searches will be displayed in this field

Click 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 Results for the Field name and select Long textbox as the Type. Click Save

  

 

Configure Job Requisitions

To use the Greenhouse Recruiting / IntelliCorp integration, the first step is to configure each job with the appropriate IntelliCorp options. 

To do this, navigate to a specific job, and then click the Job Setup tab. Next, click Job Info on the left-hand panel. 

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Ensure you have selected an Office, Account, and Package for the job. 

Note: An Office, Account, and Package must be set for every job where you intend to submit candidates for IntelliCorp Background screening. 

 


Enable Intellicorp Integration for Secondary Background Screenings

To enable Secondary Background Screenings, an optional part of the integration that allows workflows to order more packages beyond the single one configured on each Job, the following steps are required.

First, contact your Intellicorp representative (support@intellicorp.net) to receive your API key. Once you have received your API key, click here to open a ticket with Greenhouse or if logged in to your Greenhouse account, click the “Get help” widget in the bottom left of your screen.

https://lh6.googleusercontent.com/aQ87wdbg05OqgnMRzx2OCSWvP_78Z2LWcYRfsJ3n2LLxSksvvp3piYd6zUYpVOc-YlTDl9PS3e3CFtbQJ3aVPelFkvWZWXRhdj9Z8bqodAYaaSKLoxuwaBHJ6-tDXxPApQ

You will be prompted to add a search topic in the help window. Search for the name of the integration you are requesting to be enabled, but keep in mind you will need to scroll through to select “No that answer was not helpful” after the recommended articles:

https://lh6.googleusercontent.com/N1oQowazi4WvAKiFxE063VeD4YJxOP1gSrzFuSdxaCPHyFaEcZA8Nfn-v7Ia8u4J6Vc0TGbCCvuZl1S97C7MT3kDXbfoXN1EK0Vm1zuuvHJHeQCwu0-24Z5EwNHQmn0oDQ 

Select the email contact method to fill out the Support form:

https://lh4.googleusercontent.com/0OboUNU5aCWLag_E9ecw5sV2fJq1c1g6I03Pgc_09BfeuISJrUkHKEJfAi3eZbPw3WnbMmLMp17KSwTOdDK5PLx0OPZ141QaoDXGa068z9ixhj5tfuYmx4f7aTYAK_bESA

Note: Do not send the API key in this initial email. API Keys allow access to sensitive data and must be kept secret. If an API Key is shared in an email and your email is intercepted by a malicious third party or your email account is hacked, the hacker would be able to view and access your API Key. For this reason, we require API Keys to be shared securely using SendSafely, Greenhouse’s secure data transfer platform.


The Greenhouse Support Team will send an email confirming the ticket has been created and may require account verification before they can receive your API key. The Greenhouse Support Team will respond with a SendSafely link for you to enter your API key. A notification will be sent to the Greenhouse Support Team after you have entered your API key and they will email you to confirm that your API key has been set up in your account and your integration is enabled.


 

Configure Background Screening Stages

To incorporate background checks stages into the interview plan for a Job the following steps are needed.

First, navigate to a specific job, and then click the Job Setup tab. Next, click Interview Plan on the left-hand panel.

Next, click Add Stage

 

Select Background Check and Click Add

 

To enable Secondary Background Screenings, click Add Stage again. This time select Intellicorp and click Add

Next, rename the stage by clicking the pencil icon next to the stage and interview names. Rename both to Secondary Background Screening and click Save.

 

Initiate Background Screening

Now that the Greenhouse Recruiting / IntelliCorp integration is configured, a user only needs to move a candidate to the Background Check Stage to initiate the screening.

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When the candidate is moved to the Background Check stage, the candidate will receive an email from IntelliCorp to complete their IntelliCorp profile for screening. This includes consent and authorization steps. 

Once the candidate completes their IntelliCorp profile, IntelliCorp automatically updates the Custom Fields in Greenhouse Recruiting like Status, Results, and Last Update. 

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Initiate Secondary Background Screenings

When ordering additional products from the package configured on the Job, the candidate is moved to the Secondary Background Check stage and the desired package is selected. The Status and Search Results will appear in the candidate’s Results field.