Configure Sterling Direct Background Screening

This topic explains how to configure the Sterling Direct background screening functionality.

Get Integration Tokens

Each organization that plans to use this feature must create an account with Sterling first. When the account is created, Sterling provides you with integration tokens that you need to complete the integration with Recruiting.

These tokens are also used as the login credentials for all Recruiting users on the Sterling website. When recruiters or hiring managers go to the Sterling website to review a screening order, they can log in to the site by entering the Client Id token as their user name and the Password token as their password.

Complete the Integration

To complete the integration between Dayforce and Sterling:

1. Go to System Admin > External Integrations.
2. Click Add.
3. In the External Integration Group drop-down list, click Background Screening.
4. In the Provider drop-down list, click Sterling Direct.
5. In the Effective From field, enter the start date for the integration.
6. (Optional) In the Effective To field, enter the end date for the integration.
7. In the Tokens section, enter the integration tokens provided to you by Sterling.
8. If you want users to include Right to Work checks when they create screening orders for candidates, select Include Right to Work.
9. Configure who to notify when new background screening orders are created or when the status of existing orders changes by selecting the following checkboxes: Send Notifications to Recruiter, Send Notifications to Hiring Manager, Send Notifications to Additional Users.
10. Note: Depending on this configuration, the assigned recruiter, the hiring manager, and any additional users specified in the Details tab of the job requisition receive these notifications.
10. In the Status Mappings section, select the adjudicated statuses as used by Sterling that will indicate the background screening is complete and passed, or complete and failed. You can select multiple statuses for each category, but cannot select the same status in both categories.
11. The available statuses are Pending, Clear, Consider, Passed, Review, Cancelled, Level1, Level2, Level3 (and so on).
11. Click Save.

For more information about configuring external integrations, see Configure External Integrations for Recruiting.

(Optional) Configure Dayforce to Receive Personally Identifiable Information

Important: To use this functionality, you must contact your Sterling representative and authorize the release of personally identifiable information (PII) to Dayforce. Enabling this client property without providing this authorization to your provider might cause issues or delays for your background screening requests.

You can configure Dayforce to receive and store candidate date of birth and SSN information from HireRight with the Retrieve PII from screening provider client property. When this client property is enabled, the date of birth and SSN information provided by a candidate during their background screening is stored in Dayforce and is automatically populated in the Candidate Hire form if you choose to hire them.

To configure Dayforce to receive and store candidate date of birth and SSN information from Sterling:

1. Go to Recruiting Setup > Client Properties.
2. Select the Retrieve PII from screening provider client property.
3. Select one of the following options below the property description:
   • Enable this feature
   • Disable this feature. This option is selected by default.
4. Click Save.

(Optional) Configure Package and Billing Code Mappings

To configure package and billing code mappings for specific jobs and job assignments, go to the Background Screening Mapping tab of Recruiting Setup > Integration Mapping.

See Configure Background Screening Mapping.

Set Up the Sterling System Role

The system administrator must assign the Sterling System Role, which is already in the Dayforce system, to a custom user account that can insert and update background screening data from Sterling to Dayforce using Patch/Post API endpoints. The credentials for this user account are used as an authorization key for Sterling integrations.

To assign the Sterling System Role to the Sterling system user:

1. Log in to Dayforce as a system administrator.
2. Go to System Admin > Roles.
3. Find the "Sterling System Role." This role is a system role that is already in Dayforce, with reference code STERLING_SYSTEM_ROLE. Make sure Exclude Employees with this Role from Delegation is selected.
3. In the Features tab, check that the HCM Anywhere > Web Services > Patch/Post Candidate Screening feature is assigned to this role. If it's not, select the checkbox to assign the feature.
4. Click Save.
5. Go to System Admin > User and create a user with the name "Sterling System Role". Make sure this user is assigned Sterling System Role in the roles list.

Assign User Role Access

To assign the necessary user roles access to the screening functionality in candidate profiles and in the Candidates tab of Recruiting > Job Requisitions:

1. Go to System Admin > Roles.
2. Select the role that you want to assign access to.
3. In the Features tab, assign one or both of the following role features:
   • Under Recruiting > Recruiting > Actions:
     • Background Screening Order: Users can create new background screening orders from the Candidates tab and from candidate profiles using the New Background Screening Order option.
   • Under Recruiting > Recruiting > Job Requisitions:
     • Recruiting > Job Requisitions > Background Screening Results: Users can view and manage existing background screening orders from the Candidates tab and from candidate profiles using the View Background Screening Order Status option. When assigned this sub-feature, users can also use the status link in the Screening Order column of the Candidates tab.
       • Adjudication Status: Users can view the adjudication status for background screening orders in the Screening Order column of the Candidates tab.
     • Assign Background Screening Mapping: Enables the Background Screening Package and Background Screening Billing Code fields in Job Requisition forms, the Add New Requisition wizard, and the Details tab for existing job requisitions.
4. Click Save.