Configure Synergize Driver Recruitment

The Users tab allows you to add, edit or delete users in terms of their credentials and which functions they can perform within Driver Recruitment.

Changing permissions will hide the relevant tabs from the application's manage tab the next time the affected user logs in.

Administrator

Administrator permission allows the logged in user to view and manage options in the following tabs:

• Users

• Application Types

• Pick Lists

• Forms

• Form Packages

• HireRight

• Auto Assign

• Application Settings

Manage News

Manage News permission allows the logged in user to view and manage the News tab.

Manage Employers

Manage Employers permission allows the logged in user to view and manage the list of employers in the Employers tab.

Manage Workflows

Manage Workflows permission allows the logged in user to view and manage options within the Workflows tab.

Manage Custom Questions

Manage Custom Questions permission allows the logged in user to view and manage options within the Custom Questions and Business Objects tabs.

Users: Add

The recruiter can add a new user by clicking add and filling in the required information in the pop-up.

Users: Edit

A recruiter can edit an existing user with the same pop-up listed above by selecting a user and clicking the edit icon.

Users: Delete

A recruiter can delete a user by highlighting it and clicking the delete icon.

System does not allow to delete Admin User.
WARNING: This action is irreversible.

Users: Reset Filters

This button allows you to reset all of the filters on the drivers grid (including the Sort, Filter and Group By Fields).

Users: Sort By Column

Clicking on a column header sorts the rows using the values in that column in ascending order.

Clicking a second time sorts in descending order, and clicking a third time removes the sort and reverts the grid back to its original order.

Users: Filter By Column

The funnel icon on each column enables you to filter using the values in that column.

You have the option to apply more advanced filtering criteria to the grid.

Users: Group By Column

By dragging a column header into the row above the grid, you can group by equivalent values for that column.

It is possible to add multiple fields to the grouping, which effectively chains the grouping in the order each field was added.

The Application Types tab allows administrators to configure the various types of driver application types. Within this list, you can add, edit, or delete application types as well as sort and filter the applications.

Application Types: Add

The recruiter can add a new Application Type by clicking add and filling in the required information in the pop-up.

Application Types: Edit

A recruiter can edit an existing Application Type with the same pop-up listed above by selecting an Application Type and clicking the edit icon.

Application Types: Delete

A recruiter can delete an Application Type by highlighting it and clicking the delete icon.
WARNING: This action is irreversible.

Application Types: Sort By Column

Clicking on a column header sorts the rows using the values in that column in ascending order.

Clicking a second time sorts in descending order, and clicking a third time removes the sort and reverts the grid back to its original order.

Application Types: Filter By Column

The funnel icon on each column enables you to filter using the values in that column.

You have the option to apply more advanced filtering criteria to the grid.

The Workflows tab allows users to add, edit, or delete workflow names and descriptions as well as design workflows and promote drivers to the latest workflow.

Workflows: Add

The recruiter can add a new workflow by clicking add and filling in the required information in the pop-up.

Workflows: Edit

A recruiter can edit an existing Workflow with the same pop-up listed above by selecting a Workflow and clicking the edit icon.

Workflows: Delete

A recruiter can delete an existing Workflow by highlighting it and clicking the delete icon.
WARNING: This action is irreversible.

Workflows: Design Mode

In design mode, Users can add steps to the workflow by clicking on the add step icon.

Steps can be configured with pre-conditions and post-conditions as well as step actions and on-complete actions.

Design Mode: Pre-Conditions

Pre-Conditions are conditions that must be met in order to enter the workflow step.

The following options are available as pre-conditions:

• Has Document: Performs a check to see if a given driver has a certain document type associated with their profile.

• Step Completed: Checks to see if another step in the workflow has been completed.

Design Mode: Step Actions

After Pre-Conditions have been met, the step can begin executing Step Actions.

Step actions are activities which take place as part of workflow step.

The following options are available for step actions:

• Order HireRight Product

• Order HireRight Package

• Change Application Status - Note: Application status changes now have an associated "Reason" property that is used to describe why an application status was changed.

• Change Assigned Recruiter

• Order HireRight Drug / Alcohol Report

The above actions are automated by the workflow engine, however HireRight orders can only be placed and will not be received until HireRight makes the document available to the system.

To check if a document has been received from HireRight, you can either configure a Post Condition for the current step or a Pre-Condition for another step later in the workflow.

Design Mode: Post Conditions

Post Conditions are conditions that must be met in order to complete a given workflow step.

The following options are available as post conditions:

• Has Document - Performs a check to see if a given driver has a certain document type associated with their profile.

• Step Completed - Checks to see if another step in the workflow has been completed.

Design Mode: On Complete Actions

As each step's post conditions are met, On Complete actions can be configured to execute.

The following options are available as on complete actions:

• Order HireRight Product

• Order HireRight Package

• Change Application Status

• Change Assigned Recruiter

• Order HireRight Drug / Alcohol Report

As with step actions, these actions are automated by the workflow engine, but HireRight documents must be detected in the pre/post conditions of a later workflow step.

Design Mode: Link Activation

Link activation specifies how previous steps trigger the current step.

There are two settings:

• Any: This means that any prior step, when it completes, can trigger this step.

• All: This means that all prior, connected steps must be completed before this step can be triggered.

Design Mode: Connecting Steps

Workflow steps can be connected by highlighting a step and dragging from any of the dots on the perimeter of the step and connecting to a subsequent step.

Steps can connect to more than one subsequent step, but cannot connect in a cyclical manner.

Design Mode: Saving or Canceling Changes

To save changes to a workflow, click on the save icon.

To cancel changes click on the cancel icon.

Workflows are versioned, so updating a workflow will not affect drivers who are still in the old version.

Workflows: Promote Drivers

Clicking the promote drivers icon will open a pop-up with a list of all of the drivers who are in an older version of the workflow.

drivers who are selected by checking the box beside their name will be upgraded to the new version of the workflow.

Note: Workflow steps are currently evaluated up until the system finds a step that has not been started.

If a workflow is updated to add a step earlier in the workflow than a driver has been advanced to, the system will not process steps beyond the newly added steps.

For example, if a step is configured to order a HireRight document and then a step is added before that step, the next time we process workflows, the system will stop at the new step and ignore the conditions for retrieving the document until the new step is started.

If you do not wish to affect a driver or set of drivers in this manner, do not upgrade them to the latest workflow unless this issue can be mitigated properly.

Workflows: Sort By Column

Clicking on a column header sorts the rows using the values in that column in ascending order.

Clicking a second time sorts in descending order, and clicking a third time removes the sort and reverts the grid back to its original order.

Workflows: Filter By Column

The funnel icon on each column enables you to filter using the values in that column.

You have the option to apply more advanced filtering criteria to the grid.

The custom questions section allows recruiters to add their own question sets to the online driver application.

There are three components to custom questions:

• Sections

• Sets

• Questions

To learn more, see Custom Questions, Sets, and Sections.

Business objects are a global configuration for questions that should be asked for each instance of a business object. This allows the web form to ask the applicant questions that are specific to each instance of each of the business objects that they add.

Example: For each license (DriverLicense) that a driver adds, ask them to answer each question in the configured set.

The following business objects are available:

• Driver (Not editable)

• DriverLicense

• DrivingExperience (Experience with Equipment Types)

• Tractor

• Trailer

• Accident

• Violation

• WorkHistory (Actual Employment History)

Each of these business objects can be configured to use only one question set.

Business Objects: Add

The recruiter can map a new Question Set to a Business Object by clicking add and filling in the required information in the pop-up.

Business Objects: Edit

A recruiter can edit an existing Question Set mapping to a Business Object by selecting a Business Object and clicking the edit icon. In this case, the Business Object will be read-only and only the set can be changed.

Business Objects: Delete

A recruiter can delete a Business Object mapping by highlighting it and clicking the delete icon.
WARNING: This will delete all of the answers to the questions collected for drivers in the system associated with this business object. This action is irreversible.

Business Objects: Sort By Column

Clicking on a column header sorts the rows using the values in that column in ascending order. Clicking a second time sorts in descending order, and clicking a third time removes the sort and reverts the grid back to its original order.

Business Objects: Filter By Column

The funnel icon on each column enables you to filter using the values in that column. You have the option to apply more advanced filtering criteria to the grid.

Pick lists are drop-down lists found throughout the application or associated online application form to help the user select from a list of values. As a recruiter or administrator, you can configure pick list values by selecting a pick list and using the add, edit, or delete buttons to manage the list.

Below are the pick list types that user can manage in this section:

• Accident Type

• Application Status (cannot be added to online driver application -- only for recruiters to assign)

• Division (cannot be added to online driver application -- only for recruiters to assign)

• Employment Gap Types

• Employment Type (cannot be added to online driver application -- only for recruiters to assign)

• Equipment Class

• Equipment Type

• Fleet (cannot be added to online driver application -- only for recruiters to assign)

• Job Position

• Lead Status (cannot be added to online driver application -- only for recruiters to assign)

• License Class

• License Endorsement Type

• Origin Reference

• Reason For Leaving Position

• Signature Type

• Terminal

• Tractor Type

• Trailer Type

Pick Lists: Add

The recruiter can add a new item to a pick list by clicking add and filling in the required information in the pop-up.

Pick Lists: Edit

A recruiter can edit an existing item in a pick list with the same pop-up listed above by selecting a pick list item and clicking the edit icon.

Pick Lists: Delete

A recruiter can delete a pick list item by highlighting it and clicking the delete icon.

WARNING: Pick list values that are associated with any drivers in the system cannot be deleted. Also, this action is irreversible.

Forms are essentially Report Design (.repx) files that are rendered and sent to the driver. Each form is dynamically rendered, which means that it can be designed to pull specific information about the driver or the company from the database before it gets rendered as a file like a PDF, which can then be sent by email or fax. Forms are meant to save the recruiter and the driver time by automating the process of filling in as many details as possible.

Forms: Upload

The upload function allows recruiters to upload a form (.repx file) to the system, which can then be used to send out to drivers.
Note: .repx files can be created and modified by Report Designer, and are stored and managed by Report Viewer Server.

Forms: Download

The download function allows the recruiter to download a .repx file from the system and save it to their local machine.

This is useful if a recruiter wants to make changes to a report and upload a modified version.

Forms: Delete

The delete function will delete a form from Report Viewer Server.

Once deleted, the form will no longer be available in the system, however any forms that were rendered and saved to Synergize or sent to drivers will not be affected.
WARNING: This action is irreversible.

Form Packages are collections of forms (.repx files) that are packaged together for recruiters to make use of multiple forms and send them out as one package rather than having to send out multiple files each time.

Form Packages: Add

The recruiter can add a form package by clicking add and filling in the required information in the pop-up.

Form Packages: Edit

A recruiter can edit an existing form package with the same pop-up listed above by selecting a form package and clicking the edit icon.

Form Packages: Delete

A recruiter can delete a form package by highlighting it and clicking the delete icon.
WARNING: This action is irreversible.

Form Packages: Manage

A recruiter can manage a report package, adding or removing forms from it, by selecting a report package and clicking the manage button.

The pop-up shows a list of reports in the package and not in the package, and the arrows allow the user to move forms in and out of the package.

The Employers tab is a list of verified employers in the system. This tab allows the recruiter to add, edit and delete verified employers.

If a verified employer is associated with any Work Histories in the system, the system will not allow the employer to be deleted.

Employers: Add

The recruiter can add a verified Employer by clicking add and filling in the required information in the pop-up.

Employers: Edit

A recruiter can edit an existing Employer with the same pop-up listed above by selecting an Employerand clicking the edit icon.

Employers: Delete

A recruiter can delete a verified Employer by highlighting it and clicking the delete icon.

The system will not allow Employers that are associated with any work histories in the system to be deleted.
WARNING: This action is irreversible.

Employers: Reset Filters

This button allows you to reset all of the filters on the drivers grid (including the Sort, Filter and Group By Fields).

Employers: Sort By Column

Clicking on a column header sorts the rows using the values in that column in ascending order.

Clicking a second time sorts in descending order, and clicking a third time removes the sort and reverts the grid back to its original order.

Employers: Filter By Column

The funnel icon on each column enables you to filter using the values in that column.

You have the option to apply more advanced filtering criteria to the grid.

News items are displayed on the Driver Recruitment dashboard and are visible to all Users.

Managing news entails adding, editing and deleting these items.

News: Add

The recruiter can add a News item by clicking add and filling in the required information in the pop-up.

News: Edit

A recruiter can edit an existing News item with the same pop-up listed above by selecting a News item and clicking the edit icon.

News: Delete

A recruiter can delete a News item by highlighting it and clicking the delete icon.
WARNING: This action is irreversible.

HireRight is a third-party integration for outsourced background checks through Driver Recruitment. Configuring HireRight is relatively simple.

Once a valid set of connection details (URL and Company Code) are filled in, the system automatically downloads a list of products and packages available to the company.

To use HireRight, the service must be enabled (under connection details) as well as set up and authorized on HireRight's end.

The system will also use the configured fax number and authorization report form when requesting permission from the driver to pull a report from HireRight.

The last field under connection details is the Synergize DocType.

When a driver returns an authorization report, this is the DocType Synergize will use when storing the document.

HireRight: Edit Connection Details

A recruiter can edit connection details by clicking on the edit icon and filling in the required information in the pop-up.
Note: Please consult your implementation specialist prior to making any changes to the HireRight™ integration settings.

MVR Search Depth has been added to allow the system to request longer MVR reports from HireRight.

There are three settings:

• Default - Use the client's HireRight account default.

• Standard - Use shorter search depth.

• Extended - Use extended search depth.

HireRight: Edit HireRight Document Type Mapping

Recruiters can edit the Synergize document types that each HireRight document type is mapped to. When a mapping is created, the system will use the associated Synergize document type when saving that HireRight document to the system.

HireRight: Refresh from HireRight

Clicking the refresh icon makes a call to HireRight and returns a list of products and packages available in the company's account.

Feature First Available:

Driver Recruitment 2.0

June 2016

Prerequisites:

Synergize Server

Synergize Portal

Synergize Enterprise Server

With Driver Recruitment and the web application form you can track the source of the lead or driver application for better market analysis. Unique tokens can be generated for all marketing partners and their landing pages.

Marketing partners are provided with the tokens (one for each landing page). A token, if passed in a query string, is matched to the generated tokens so we know the source of the application.

Examples:

Driver example: Let’s say Microdea has a Driver Recruitment client called “the Company” which has some marketing partners.

The company is interested in knowing how many drivers are actually coming through specific partners, so they can choose to invest more with partners that produce higher numbers of applications.

Marketing Partners, along with their landing page URLs, can be added to Driver Recruitment.

A unique token can be generated for each paired marketing partner and landing page.

So a marketing partner like Craigslist publishes an ad on their landing page saying “Trucking Jobs at the company – Apply now”.

Our application has generated a unique token for Craigslist + this landing page.

The company provided the token to the marketing partner, so that when drivers click Apply Now, the token is passed in the query string parameters to our driver web application form which checks for a valid token.

The application is added to the system and if the token is valid, then the source of that driver application is recorded.

Lead example: Let’s say the company decides to host a micro form for leads on a marketing partner’s landing page with minimal information like name, phone, and email.

The micro form is linked to an option to Quick Apply or Have Recruiter Contact Me. Our available exposed API call will add this minimal information to the Leads tab, along with the source token.

The Auto Assign feature allows drivers coming into the system through the online application to be automatically assigned to recruiters based on a number of criteria.

The global configuration allows the Auto Assign engine to make decisions based on the values for these fields when every application is received. The following fields are available:

• Application Type

• Fleet

• Terminal

• Division

• Address State

Once the global configuration is set, the fields that are enabled are configurable for Auto Assignment Configurations. In general, the system will take the enabled fields and allow the user to select the values for which each rule is used. Each field can be configured with a specific value or a blanket policy (Any, Not Set or Any Including Not Set). Once the policies for each field are set, the eligible recruiters can be set by moving them in or out of the Users selected for this assignment.

Finally, an assignment strategy is chosen for the rule. The following rules are available:

• Round Robin - This will cycle through the recruiters and assign drivers to them evenly.

• Load Balancing on Active Drivers - This will take into account the number of active drivers each recruiter is working with, and balance the workload attempting to even out the number of active drivers assigned to each recruiter.

• Load Balancing on Total Assigned Drivers - This will take into account the number of total assigned drivers each recruiter is working with, and balance the workload attempting to even out the number of total drivers assigned to each recruiter.

In general, the system works by looking for more specific rules before more general rules. If an application matches an entry with a specific value configured, it uses that rule instead of one with a blanket policy for the same field.

Example:Application Type and Terminal are configured globally. The rule for Application Type: American Driver and Terminal: Any with Recruiters: John, Peter and David using Assignment Strategy: Round Robin will take American Driver applications for any terminal and cycle through John, Peter, and David assigning applications to each of them in turn regardless of the number of drivers currently assigned to each of them.

Auto Assign Settings: Edit Global Configuration

A recruiter can edit the Global Configuration with a pop-up by selecting clicking the edit icon for Global Assignment Configuration.

Auto Assign Settings: Delete Global Configuration

A recruiter can also delete the Global Configuration by clicking the delete icon.
WARNING: This will delete the entire Auto Assignment configuration. Please be absolutely certain that this is what you intend to do before proceeding. This action is irreversible.

Auto Assign Settings: Add Auto Assignment Configuration (Rule)

The recruiter can add a new Auto Assign rule by clicking add and filling in the required information in the pop-up.

Auto Assign Settings: Edit Auto Assignment Configuration (Rule)

A recruiter can also edit an existing Auto Assign rule with the same pop-up listed above by selecting an Auto Assign rule and clicking the edit icon.

Auto Assign Settings: Delete Auto Assignment Configuration (Rule)

A recruiter can also delete an Auto Assign rule by highlighting it and clicking the delete icon.
WARNING: This action is irreversible.

The Application Settings section holds the majority of the Driver Recruitment's configuration. Each section has an edit icon which will open a pop-up allowing the user to edit the values for each section.

Application Settings: System

Company Name: Client's company name.

Tractors Enabled: Capture information about tractors for all drivers in the system including the online application (True/False).

Trailers Enabled: Capture information about trailers for all drivers in the system including the online application (True/False).

Default Application Status: Application status assigned to new drivers coming into the system.

Default Lead Status: Lead status assigned to new leads coming into the system.

Default Driver Import Application Type: Application type value for imported drivers.

Application Expiry Threshold (Days): Number of days after which the application expires.

Product Version:Driver Recruitment latest version number.

Application Settings: Online Application Form

Driver Recruitment Web Form URL: Base URL of the web form (Should be the URL where the welcome page is displayed).

Google Analytics Tracking ID: Configured if the client has a Google Analytics account. Tracking ID should be of the form UA-000000-01. Can be found in the client's Google Analytics account.

Default Locale: Default form locale (en-US or en-CA).

Web Form Link Time to Live: Number of hours the web form links from the Driver tab are open. Once the link expires according to the configured time, the link will re-direct to an error page and ask the user to log in with their SSN/SIN and Date of Birth.

Note: Recruiters should always ask drivers to log in using their SSN/SIN and DOB, and should not be emailing token-based links.

Can Driver Select Terminal: Shows or hides the Terminal field on the online application allowing the user to select from a drop-down list (True/False).

Require That Users Provide Their Email: Make email a required field (True/False).

Require That Users Confirm Their Email: Force driver to enter their email twice to confirm (True/False).

Pre-Qualification Fail Message: The message a user will see if they choose an unacceptable answer and then submit.

Application Summary Report: Uses a report to capture the snapshot of online application form submissions, save to Synergize and associate with the driver file.

Application Settings: Years of Information Required

Number of Years of Driver Addresses Required: Require and validate that the driver provides this number of years worth of address history.

Number of Years of Driver Licenses Required: Require and validate that the driver provides this number of years worth of license history.

Number of Years of Driver Accidents Required: Require and validate that the driver provides this number of years worth of accident history.

Number of Years of Driver Violations Required: Require and validate that the driver provides this number of years worth of violation history.

Number of Years of Driver Work History Required: Require and validate that the driver provides this number of years worth of work history.

Application Settings: Emailing

General Outbound Email Address: Email address that the system will use to send emails from.

Employment Verification Mail Merge Subject: Subject line text for Employment Verification Emails.

Employment Verification Mail Merge Body Template: .repx file used to render the body for Employment Verification Emails.

Employment Verification Mail Merge Attachment: .repx file used to render the attachment for Employment Verification Emails.

Reset Password Mail Merge Subject: Subject line text for Reset Password Emails.

Reset Password Mail Body Template: .repx file used to render the body for Reset Password Emails -- the URL for the password reset page must be updated.

Pre-Qualification Form Submission Mail Merge Subject: Subject line text for Pre-Qualification form submission confirmations.

Pre-Qualification Form Submission Mail Merge Body Template: .repx file used to render the body for Pre-Qualification form submission confirmations.

Pre-Qualification Form Submission Mail Merge Attachment Template: .repx file used to render the attachment for Pre-Qualification form submission confirmations.

Long Form Submission Mail Merge Subject: Subject line text for long form submission confirmations.

Long Form Submission Mail Merge Body Template: .repx file used to render the body for long form submission confirmations.

Long Form Submission Mail Merge Attachment Template: .repx file used to render the attachment for long form submission confirmations.

Required Documents Email Subject: Subject line text.

Required Documents Email Mail Merge Body Template: .repx file used to render the body.

Required Documents Email Mail Merge Attachment Template: .repx file used to render the attachment.

Use Inbox Monitoring: Enables or disables inbox monitoring.

Inbox Monitored Email Address: The email address to be used with inbox monitoring.

Application Settings: TMS Integration

System Name: TMW Suite/TL2000

TMS Integration URL: This is the URL of the web services in the TMS that the system calls when publishing the new driver info to the TMS.

Driver-Code Format: This is the format of the driver code that is generated by the system, prior to publishing to the TMS.

Integration Username: This is the username to authenticate with when the system calls the web services in the TMS for publishing the new driver info.

Integration Password: This is the password corresponding to the above username. It is used to authenticate when the system calls the web services in TMS for publishing driver info.

Company Code: This is the company code used when calling TMS to publish or get driver information.

SCAC Code: This is the company's SCAC code used when calling TMS to publish or get driver information.

Application Settings: Automation

Business Start Time: This is the daily start time of the business and is used for calculating notifications relating to applications that have not been looked at (refer to Max Driver Idle Time setting).

Business End Time: This is the daily end time of the business and is used for calculating notifications relating to applications that have not been looked at (refer to Max Driver Idle Time setting).

Max Driver Idle Time: This is a value in hours that the system will wait until a notification is created for the recruiters on the main dashboard. The notification alerts the recruiters that an application has not been looked at in a set amount of time. The calculation used to trigger the notification uses the Business Start Time and Business End Time settings.

Enable Workflow Automation: Allows the workflow to execute steps automatically instead of manually.

Enable Generation of Notifications for Unattended Drivers: Allows the system to generate notifications for drivers as they are processed through automation.

Application Settings: Randall App Integration

Enable Randall App Integration: Enable or disable Randall Reilly integration.

Randall App FTP Host: The host for customer's account with Randall Reilly.

Randall App FTP Username: The username for the customer's account with Randall Reilly.

Randall App FTP Password: The password for the customer's account with Randall Reilly.

Randall App Custom Fields: A comma-separated list of fields that will be a part of Randall App imports.