The Workspace section in the software is designed to help users efficiently work in a timely manner without having to navigate around. Search-centric processing is especially helpful if the vendor is a non-integrated vendor. For example, if you are working on criminal searches and are looking up records on the court website, users can easily process all of those searches at one time.
1. Navigate to Workspace >> Reports
Search-centric vs Report-centric processing
There are two common methods of processing background checks:
Report-centric processing is the more traditional, beginning to end, type processing. This method is where users pull up one applicant and work their entire file before moving on to the next applicant.
Search-centric processing is more of a dialed down approach, where users only work particular search types at a time. This allows you to remain efficient and focused on one search type before moving on to the next. This method can be used to assign out particular search types to different processors as well.
One of the benefits of search-centric processing is that once users have navigated to a particular search, as each search is completed it takes you back to the next search on the list. This keeps processors on track and saves time by not having to navigate to certain sections repeatedly. This is especially helpful for county criminal searches.
Users can start search-centric processing by going to “Workspace” in the main navigation. Under “Workspace”, users will find a list of different ways to filter the searches list. For this article, we will focus on the Search Summary view.
Working with search-centric processing
The search summary, found under Workspace >> Searches >> Search Summary breaks down each search type by name, giving users the ability to work each search type separately. The columns include Search name, searches, and total number. You can also filter by keyword to easily limit the results in this list.
In this example, we will use the county criminal records searches queue.
Step 1: To open the pending searches for that search type, click the type of search. It will take you to a pending searches list.
You can filter the pending searches by jurisdiction, report to, vendor, status, or date ordered. This is flexible to fit your processing needs.
Using integrated vendors
If it is set up with an integrated vendor, users can check multiple files and hit dispatch and it will dispatch to all and users don't have to go into each file or leave this page.
Using non-integrated vendors
If users prefer to use a vendor that we are not integrated with, you will have to set up an instructional vendor of your choice to dispatch this to.
Step 2: Select the pending searches being dispatched and click Dispatch.
The vendor for these pending searches, UTCourts, is set up as an instructional vendor.
Step 3: After clicking the Dispatch button, users will be taken directly into the search in order to enter in the information found on the vendors website.
On the search page, once the results have been pulled, select the results pulled from the vendors website.
Step 4: When you have selected the results for that search, at the bottom of the page click 'Save/Next' to move quickly into the next pending search.
You can filter your pending searches by:
- all searches
- new searches
- or 'my searches' which are searches assigned to you.
If users are on the pending searches page and sort by my searches- pending review, you can go into a file and review it and set to complete. Once this is done it will automatically send back to the my searches- pending review page to continue to the next file. If there are multiple that you know have no records, you can select multiple and set the search status at once.
These are just a few examples of how search-centric processing can help you be more efficient with your time and processes, allowing you to process more searches in less time!
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