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

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 Configure.png > Users > Your Name.

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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.

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When finished, click Save

In addition to the developer permissions listed above, the user configuring the integration must have either 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

To create a Harvest API key for the integration, click the Configure icon Configure.png in the upper-right corner, and navigate to Dev Center on the left panel. From the Dev Center page, click API Credential Management.

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From the API Credential Management page, click Create New API Key to generate the API key for IntelliCorp.

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In the Create New Credential dialog box, make the following selections:

  • API Type: Harvest
  • Partner: IntelliCorp
  • Description: IntelliCorp Harvest API key

When finished, click Manage Permissions to generate the Harvest API key and automatically assign it the appropriate permissions required by IntelliCorp.

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In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to IntelliCorp in the next step. Click I have stored the API Key once you have copied and saved the key.

Note: You cannot access the full API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.

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On the subsequent page, confirm the following permissions are assigned to your new API key:

  • 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

If any of the permissions above are not checked, place a check in the box next to the appropriate permission. Click Save when finished. 

Your Harvest API key for the 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 Is used to auto-populate information in the Account and Package Custom Job Fields you'll set up later in the configuration process. 

 

Create the IntelliCorp webhook

Click the Configure icon Configure.png in the upper-right corner and navigate to Dev Center on the left panel. From the Dev Center page, click Web Hooks

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Click Web Hooks from the subsequent page.

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Note: You will create two web hooks: one for testing the integration and one for production.

On the Create A New Web Hook page, provide the following details to create the testing webhook:

Click Advanced settings... and add the username and password provided to you by IntelliCorp via secure email.

When finished, click Create Web hook.

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Repeat the steps above to create a second webhook for production using the following details: 

Click Advanced settings... and add the username and password provided to you by IntelliCorp via secure email.

That's it! Your Greenhouse account and IntelliCorp account can now talk to each other. These settings dictate execution of the IntelliCorp web hook once the end user transitions the candidate into an appropriate application stage for a given job.

 

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 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. 

To create the first custom job field, click the Configure icon Configure.png in the upper-right corner, then click Custom Options on the left panel. Under the Company Custom Fields section, click Jobs.

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On the Manage Job Fields page, click Add Field.

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On the New Job Field page, provide the following details: 

  • Field Name: Account
  • Type: Single select
  • Expose in Job Board API: Check the box

Click Save at the bottom of the page when finished. 

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Repeat these steps to create a second custom job field using the following details: 

  • Field Name: Package
  • Type: Single select
  • Expose in Job Board API: Check the box

The selection options for these Custom Job Fields will be added to your Greenhouse Recruiting account by IntelliCorp using the Harvest API key you configured previously. 

 

Create custom candidate field

The IntelliCorp integration requires one custom candidate field: 

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

To create the custom candidate field, click the Configure icon Configure.png in the upper-right corner, then click Custom Options on the left panel. Under the Company Custom Fields section, click Candidates.

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On the Manage Candidate Fields page, click Add Field

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On the New Candidate Field page, provide the following details: 

  • Field NameResults
  • Type: Long textbox

Click Save at the bottom of the page when finished. 

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Configure job requisitions

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

To do this, navigate to a specific job (Jobs > All Jobs), and then click the Job Setup tab. Next, click Job Info on the left 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. 

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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.

To start, contact your Intellicorp representative (support@intellicorp.net) to request your API key. Once you have received your API key, click here to open a ticket with the Greenhouse Support team. 

Note: Do not send the API key in this initial email.

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.

Note: To verify your identity, the Greenhouse Support team might request you provide a Support Verification Code before adding the API key to your organization's account.

 

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 (All Jobs > Job), and then click the Job Setup tab. Next, click Interview Plan on the left panel.

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Next, click Add Stage.

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Select Background Check and click Add.

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

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Next, if applicable, rename the Intellicorp stage by clicking the edit icon edit_2.png next to the stage and interview names. Rename both to Secondary Background Screening and click Save.

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Initiate background screening

Now that the 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 receives 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.

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