Oracle Recruiting Cloud Integration

Deployment Guide

1
Revision History
Version Date Author Comments
0.1 4/17/2018 Ravi Gandhi Initial Draft
1.0 5/25/2018 Ravi Gandhi Version 1
1.1 7/27/2018 Ravi Gandhi Updated Account Validation Steps
1.2 11/13/2018 Ravi Gandhi Added new endpoint URL’s
1.3 1/30/2019 Ravi Gandhi Revised section on API User security and Added steps
to add multiple accounts
1.4 3/29/2019 Ravi Gandhi Including features introduced in Release 19A, and
updating images to reflect new UI
1.5 6/4/2019 Ravi Gandhi Revised sections on API User security, user roles and
data mapping
1.6 10/04/2019 Ronen Levy Revised instructions to use the new OAuth
authentication instead of the JSON Web Token (JWT) as
well as some other general updates to the guide such
as updated some screen shots, instructions, and field
mapping.

2
Table of Contents
Introduction ........................................................................................................................................................ 4
High-level Overview of the Integration ....................................................................................................... 4
Audience ........................................................................................................................................................ 5
Required Knowledge and Skill .................................................................................................................... 5
System Requirements for Integration ........................................................................................................... 5
Integration Setup Process – ORC ................................................................................................................... 6
a. Enablement of Partner (HireRight) on ORC Environment .......................................................... 6
b. HireRight Account Validation on ORC ......................................................................................... 14
Setup Process – HireRight Application ....................................................................................................... 20
a. Overview........................................................................................................................................... 20
b. Setup Steps ..................................................................................................................................... 20
c. Integration Settings ....................................................................................................................... 20
Using the Integration ...................................................................................................................................... 22
a. Setup Requisition with the Background Check Package......................................................... 22
b. Initiate a New Background Check Request on the Candidate ................................................ 26
c. Check Background Check Status & Access HireRight Report ................................................ 27
Support Process .............................................................................................................................................. 29
Integration Details .......................................................................................................................................... 30
Candidate Data Fields Mapped from ORC.......................................................................................... 30
Flex Fields Mapped from ORC .............................................................................................................. 30
Background Check Statuses ................................................................................................................. 31

3
Introduction
HireRight, as part of the Oracle Partner Network (OPN), has created a pre-integrated productized solution to
consolidate critical recruiting and background screening requirements and functionality into a seamless
solution that delivers maximum convenience, control, faster results, and better quality of hires. Importantly,
our Oracle Recruiting Cloud partnership and mutual customers are supported by HireRight’s unique integration
platform that provides resources dedicated to integration solutions, from roadmap alignment through
customer implementation and support, ensuring your integration remains up-to-date thus delivering maximum
long-term ROI.

With HireRight’s employment screening services integrated into the hiring process, Oracle Recruiting Cloud
(ORC) acts as a single source for candidate and employment information. HireRight has a team of experienced
technical consultants who are dedicated to this integrated solution and are delivering an efficient
implementation experience for each and every customer.

Through a single interface and seamless access recruiters will be able to order HireRight background checks
and/or drug tests for domestic or international locations with just a few simple clicks from within Oracle
Recruiting Cloud. Candidate information will pre-populate the background check request reducing duplicate
data entry, administration and time. Once the order is submitted, background check results can begin
appearing immediately for the recruiter to view, right on ORC. Solution features include applicant center,
mobile/touch enabled interfaces for recruiters and applicants, configurable account set up and notifications,
highly secure environment, integrated decision making with adverse and pre-adverse action letters and
HireRight’s unique Change Tracker technology.

High-level Overview of the Integration

The HireRight integration on ORC is built using Oracle and HireRight Web Services. The background check
order process is part of the Job Application workflow.

4
These are the high level steps:

a. At the time of Job Requisition setup, the Background Check Package is assigned for the background
check to be run for the position hire(s).
b. Once a candidate is moved to the right phase and state that is linked to background check trigger, the
HireRight background check will be triggered via the integration automatically.
c. Upon receipt of the integration request and verification of the logged in user’s request, HireRight issues
a Fusion web service call to extract the candidate data.
d. HireRight then emails the candidate with the link and login instructions to the background check forms
on HireRight’s Applicant Center. The background check is worked on once the candidate completes
the forms and consent forms on HireRight’s Applicant Center.
e. As the background check order progresses in the HireRight system, the integration pushes status
updates in real time back to ORC. The integration also offers a Single Sign-On (SSO) link to the
HireRight background check report, right on the candidate profile within ORC.

Audience
This setup guide is intended for users of Oracle Recruiting Cloud that would be configuring the HireRight
integration on ORC.

Required Knowledge and Skill

The instructions in this guide assumes you are familiar with the following:

 Oracle Recruiting Cloud Setup (Partner Enablement and Provisioning), Job Requisitions Setup, and
User Permissions and Security
 Basic understanding of HireRight’s background check service

System Requirements for Integration

1. Oracle Recruiting module on Oracle Fusion HCM Cloud
2. Active Background Check ordering Account on HireRight

5
Integration Setup Process – ORC
a. Enablement of Partner (HireRight) on ORC Environment
Integration Enablement will require the import of the Category Enablement file provided by
HireRight. Link to the Fusion Setup Manager: documentation.

Follow these steps for the import:

1. Obtain the implementation project .zip from HireRight

2. Login into your environment as a user with access to Setup

Note: User must have the following roles:

 Application Implementation Administrator role
(ORA_ASM_APPLICATION_IMPLEMENTATION_ADMIN_ABSTRACT)
 Recruiting Administrator Role
(ORA_PER_RECRUITING_ADMINISTRATOR_JOB)

3. From the menu select Others -> Setup and Maintenance

6
4. On the Setup screen, click on the Tasks menu on the right and select Manage Configuration
Packages

5. On the Manage Configuration Packages screen, click on Upload

6. Select the .zip file provided by HireRight, and click on Get Details

7
7. Click on Submit

8. When the Warning message appears, click Yes which will start the upload process

8
9. Once the upload is done, the status changes to “Completed Successfully” (Click Refresh to
update the status)

Once the upload is done, you must import setup data:

10. Click Import Setup Data

9
11. On the next screen, click Submit

12. Once the upload is done, the status changes to “Completed Successfully” (Click Refresh to
update the status)

10
13. Back the Setup Menu, select Recruiting and Candidate Experience

14. Click on Recruiting and Candidate Experience Management on the left and then click on
Recruiting Category Enablement on the right:

11
15. Now, when you visit the Partner Enablement screen, HireRight will show up under Background
Check and say Provisioned, click on Edit to see the HireRight settings that got imported

16. URL’s and Partner Key are now setup:

12
17. End points URLs should be as follows:

a. Access Token URL – OAuth [POST]

https://api2.hireright.com:443/is_gateway/orcl_fs/accessToken

b. Account Validation Web Service – OAuth [GET]

https://api2.hireright.com:443/is_gateway/orcl_fs/accountValidation

c. Screening Setup URL Web Service – OAuth [POST]

https://api2.hireright.com:443/is_gateway/orcl_fs

d. Background Check Submission Web Service – OAuth [POST]

https://api2.hireright.com:443/is_gateway/orcl_fs/candidateBackgroundCheck

e. Screening Results URL Web Service – OAuth [POST]

https://api2.hireright.com:443/is_gateway/orcl_fs

Note – please ignore the JSON Web Token (JWT) End points – these are used for initial
implementation of the integration but now OAUTH end points are being used instead.

13
b. HireRight Account Validation on ORC
After the Partner Enablement for HireRight is completed, follow these steps to configure the
HireRight Parent Account Code on ORC:

1. Login into your environment as a user with access to Setup.

2. From the menu, select Others -> Setup and Maintenance

3. From the Setup Menu, select Recruiting and Candidate Experience

14
4. Click on the arrow next to the Recruiting and Candidate Experience Management functional area
on the left and then click on the Recruiting Category Provisioning and Configuration on the right:

5. On Partner Provisioning screen, click on the Edit icon for the HireRight entry

15
7. Optionally, if you would like HireRight to send back the verified PII (DOB, SSN) back to the
candidate record, keep the Capture PII Data checked

8. Select the OAuth Integration option and fill out the Client ID and Client Secret provided by
HireRight

16
9. Ensure that the Reference Key field has value <HireRight Account Code>-PROD, where
<HireRight Account Code> is the parent account code for your setup on HireRight

10. Click on the Save button to save your settings

11. For Account Validation, click Assign User Account

17
12. On the popup screen enter the parent account code for your setup on HireRight and click OK.
This will initiate a request to HireRight to validate the account code and once confirmed, the
account will be added to the table below

13. Repeat step 12 for all the child accounts you want to add in addition to the parent account.
Before adding each additional account, you have to change the Reference Key to <Child account
code>-PROD and then add that child account

IMPORTANT NOTE: After adding child accounts, it is important to change the Reference Key back
to <Parent account code>-PROD, and save before proceeding. This step is important for the
report access to work

18
14. Upon successful validation by HireRight, the following screen should show up that has the
screening packages listed as well. Ensure to click on the Activate button to activate the
integration

19
Setup Process – HireRight Application
a. Overview
HireRight’s setup focuses on the setup of customer accounts and users and roles within these
accounts, the setup of user permissions and configuration of background check packages. These
tasks can be performed in parallel while ORC is being configured.

b. Setup Steps
1. Setup Ordering Accounts
HireRight works with the customers to determine the name and number of accounts to setup for
ordering on HireRight.com, typically by geography. There is generally one Parent account and
then several Child accounts under the parent.

2. Setup Packages
HireRight works with the customers to determine the background check packages to setup for
each of the accounts setup in Step #1. A package is a collection of background check products.
For instance, a “Recent Grad Package” could include Criminal Check, Education Verification and
SSN Trace as the products. No configuration or setup of packages is required on ORC.

3. Define and Setup User Roles/Permissions

HireRight works with customers to determine the Roles or Permissions to be setup on
HireRight.com. Permissions will determine which of the users can initiate background checks via
the integration and also which background check reports users will have access to view.

4. Setup Users
HireRight collects the user information (First Name, Last Name, Email Address, etc.) for the
users to be setup on HireRight and the roles/permissions assigned to these users. The
Username for these users on ORC will be stored as the User Reference Id on HireRight for
integration access.

c. Integration Settings
HireRight Implementation team will need the following details to set up the integration on your
account.

1. ORC Tenant URL

This is the {hostname:port} part of the URL used to access your Oracle Recruiting Cloud
tenant. We require this to configure the web service URL’s on the integration settings.

e.g. https://oratpc.ngrok.io

2. Credentials for Integration access to the HCM Web Services on ORC

These are the username and password setup for access to the HCM Web Services on your
tenant. These will be used by the HireRight integration for operations such as assigning the
selected package to the requisition, and to post back latest background check status. SI
Partner can refer to the following document for the privileges that the user needs to have
which customer should provide to Background Check vendor.

https://docs.oracle.com/en/cloud/saas/talent-management/19b/faimh/implementing-
hiring.pdf

20
 The customer should provide a user with these privileges:

o Privilege - Manage Job Requisition Screening, for setting and updating job
requisition info
o Privilege - View Employment Screening Results, for updating background check
results
o Privilege - Use REST Service - Candidate Background Checks, needed for fetching
additional candidate data (Release 19A and above)
o Data Security Policy - Choose Application Reference Territory Data, only needed for
and if updating PII information (Release 19A and above; This is to be added:
FND_TERRITORIES_B)
o Aggregate Privilege – Use User Details Service, if the custom role might be a trigger
for a background check request

Once the HireRight implementation team receives the above details, it can setup the integration
configuration on HireRight. Once they have done that you should be ready to use the integration.

21
Using the Integration

IMPORTANT Note on User Roles: All recruiting roles should be coupled with the employee role or similar role.
Or, the Use User Details Service aggregate privilege should be added to the role hierarchy of the recruiting
roles or any role initiating a background check request, like another partner custom role. The administrator,
recruiter, or hiring manager performing an integration activity must have this aggregate privilege directly
added to their recruiting role or to one of these roles:
 Human Capital Management Application Administrator
 Contingent Worker
 Human Resource Specialist
 Employee

Partner Accessing Oracle HCM

a. Setup Requisition with the Background Check Package
When a new job requisition is setup, to enable using the HireRight background check integration for
job applications for the requisition, a HireRight background check package needs to be assigned first
before the job requisition can be posted.

1. Once logged into Oracle Fusion, go to My Client Groups-> Hiring

2. Click on the Add button to add a new requisition. You may choose to create using an existing
template as well

22
3. During the setup of the requisition, ensure that the correct Candidate Selection Process (CSP) is
chosen. That is, the CSP should have the background check trigger as a step in the process

4. When you get to Screening Services, you add HireRight as a Partner and that will bring up the
accounts setup during implementation. Select the desired account

5. Then, click on the Go to Partner Portal link to access the HireRight package selection screen.
Select a package from the list that says “Parent Package” and click Select

23
6. It should then show the confirmation screen. The tab can be closed. The selected package will
reflect on the requisition immediately

7. After the package is selected, complete the rest of the requisition setup and then click on
Submit at the top right corner to create the requisition

24
8. Next, the requisition should be moved to “Posting” state. Click on the Move to Posting action on
the requisition main screen

9. On the Posting setup screen, complete the steps to post the job requisition

25
b. Initiate a New Background Check Request on the Candidate
Once a candidate is ready to be moved to the background check stage, take the following steps to
trigger the integration and initiate the background check process:

1. Select the Job Requisition

2. Click on the number on the applications to bring up the applications

3. Then, on the candidate, click on the link in top right corner of the box, and select Move

4. When Phase and State are set to the values triggering the background check as per the CSP, the
Background check will be triggered. Note: The Phase and State to trigger the background check
might vary depending on your tenant configuration i.e. CSP chosen.

The trigger will be immediate. The applicant will receive an email from HireRight with
instructions to complete background check form.

26
c. Check Background Check Status & Access HireRight Report
As soon as the integration is triggered, HireRight will send back the statuses on the check in real
time. To check the background check status, visit the “Screening Results” section on the candidate
profile.

1. Immediately after the background check is triggered, the Initiated status shows up first:

2. Within minutes (up to 3-4 minutes) the In Progress should show up on the above screen. This
indicates that there were no errors on the HireRight side when the check was triggered, and that
the candidate email invitation has been dispatched

3. Once the background check has been completed on HireRight, you will see a Completed status

Additional details, including intermediate statuses as well as running statuses for individual products
will be provided in the Comment section. This section will include:

1. Order Status: This is the running status of the overall order and at each update (e.g. Sent to
Applicant, In Progress, Completed) the comment will be updated to reflect the latest status.
2. Adjudication Status: If adjudication is setup on the ordering account, the adjudication status
will be updated and shown in the comment as well
3. Order ID: This is the HireRight’s ID for the order
4. Product-level Running Statuses: The individual products in the order (e.g. SSN Trace,
Employment Report) will have the running status i.e. either In Progress or Completed. This
status will be displayed in the comment section as well

27
 To access the complete report on HireRight, click on the View Results link. This will bring up the
interactive live report on HireRight.

d. Update candidate PII after order completion

As soon as the order is completed (or adjudicated), the PII i.e. the Date of Birth and Social Security
Number for the candidate is relayed back to the client tenant. This is done using an Oracle web
service. Turning on this feature requires checking the “Capture PII Data” checkbox on the Partner
Provisioning screen. Additional configuration and paperwork will be required by HireRight, which will
include setting up the rule when the PII is to be sent back. The options include:
a. Completion of the overall order
b. Adjudication of the order matches a specific status.

28
Support Process
Overview
1. Call (866) 521-6995 or email inquiries to (Live Chat available): customerservice@hireright.com

 Target phone call response time is within 1 minute or less. Phone support provided from 3pm Pacific
Sunday to 6pm Pacific Friday (24x5 coverage)
 Target email response time is within 1 business day (24 hours)
 Target Live Chat response time is within 5 minutes or less

2. Customers will receive an automated response with a case number. The case number should be used on
all follow-up inquiries.

3. A case will be created in HireRight’s CRM system and a Customer Service Representative (CSR) or
Technical Support Specialist (HTS) will handle the inquiry as outlined by our Customer Service processes and
procedures.

 Please use the case number originally provided to you if you would like to obtain a status or provide
additional information on a previously reported issue.
 If your issue is urgent, it is recommended that you call customer service or use the HireRight Live
Chat service located on the HireRight website. You may also escalate urgent issues to the Customer
Service management team.

4. In case of an outage on ORC, status updates to ORC are retried thrice, at an interval of 20 minutes.
HireRight Technical Support can push the statuses to the integration in case of an outage, upon request. For
HireRight planned outages/downtimes, the statuses are pushed in sequence of occurrence to the ORC tenant
soon after the downtime has ended.

29
Integration Details
Candidate Data Fields Mapped from ORC

Note: The fields marked in blue will be supported, once they are provided in the ORC web service

1. Personal Information
a. First Name
b. Middle Name
c. Last Name
d. Suffix
2. Contact Information
a. Street Address
b. Phone Number
c. Mobile Phone Number
d. Email Address
3. Education History
a. School or College/University
b. Country
c. City
d. State
e. Date Enrolled (From)
f. Dates Enrolled (To)
g. Did You Graduate Flag
h. Field of Study or Major
i. Date Degree Received
j. Expected Graduation Date
4. Employment History
a. Name of Employer
b. Current Employer Flag
c. Permission to Contact
d. Job Title
e. Dates Employed (From)
f. Dates Employed (To)
g. Ending Base Salary Amount
h. Country
i. State
j. City
k. Employer Phone
5. Professional Licenses
a. License Type
b. Governing Agency
c. License Number
d. Issuing Country
e. Issuing State
f. Expiration Date

Flex Fields Mapped from ORC

The following fields are extracted from ORC and attached to the order. At the time of implementation, you
can setup these fields as flex fields on your HireRight account if desired.

30
 1. Candidate Number
2. Requisition Number
3. RequisitionTitle
4. Requisition Organization
5. RequisitionLocation
6. RecruiterFirstName
7. RecruiterLastName
8. RecruiterEmail
9. HiringManagerFirstName
10. HiringManagerLastName
11. HiringManagerEmail

Background Check Statuses

Oracle has the following standard statuses:

1. Initiated
2. In Progress
3. Completed

HireRight sends more granular statuses as well as details on the order back in the Comment field of the
screening.

Note: You can decide when the Completed status will be sent from HireRight to Oracle. By default, the
status is sent once the check has been completed. However it does not necessarily mean that the check
has been adjudicated. To receive the Completed status only upon successful adjudication i.e. status
matches “Meets Company Standards”, you can advise the HireRight Technical Consultant. This capability
is provided so that you can better control any downstream process flows based on the returned status.

31