TABLE OF CONTENTS
- What is a Case
- What is a Case Activity?
- Types of Case Activity
- Starting a Case
- Viewing a Case
- Viewing a Case Activity
- Case States
What is a Case
A Case is the working file that holds the details of a Subject as they go through compliance processes. It can contain multiple compliance processes, for example, a DBS check and a DVLA check.
What is a Case Activity?
A Case Activity is a compliance process contained inside a Case, for example, Update Service, or a Basic DBS. These individual Case Activities are displayed together in a Case to make the decision process easier.
Types of Case Activity
| What | Description |
|---|---|
| DBS Basic | A Basic DBS Check |
| DBS Standard | A Standard DBS Check |
| DBS Enhanced | An Enhanced DBS Check |
| DBS Update | Checks the Update Service for any changes |
| Driving Licence Endorsements & Entitlements | Checks the DVLA records for a given licence number |
| Address History * / ** | Collects the address history of the Subject |
| Basic Details * / ** | Collects data such as full name, passport details, licence number (fields are configurable) |
| Document Collection * | Collects documents |
| Online ID Verification | Online ID Verification, can be used for DBS and/or Right to work. This is through our IDSP partner Yoti |
| Right to Work | The ability to collect and record a Right to Work result using the results from Online ID Verification, Share Code, or a manual Right to Work check |
* Required for a DBS Case Activity
** Required for a Driving Licence Endorsements & Entitlements Case Activity
Starting a Case
There are multiple ways that a Case can be started on a Subject:
Agent initiated Cases
To start a Case on a Subject:
- Press the Add Case button (you can find this on the Dashboard or the Case List View)
- Enter the Subject’s email and name If the Subject is already on Personnel Checks, you will be able to select them from a list after entering their email address
- Choose the Process
- Click Create to start the Case. If the Subject needs to provide any information they will then receive an email
It is also possible to add a Case on an existing Subject from the Subject detail screen, this can be found in their Cases tab.
Registration Portals
Registration Portals are used for Subject Pays processes. Learn more about Registration Portals here.
Subscriptions
Cases can also be started by Subscription, read more about Cycles and Subscriptions here
Viewing a Case
Subject List View
https://app.personnelchecks.co.uk/subjects contains a list of all Subjects on your Customer account.
Selecting a Subject will take you to their details screen, from here you can view the relevant Case details screen.
Case List View
https://app.personnelchecks.co.uk/cases contains a list of all Cases on your Customer account.
You can search and filter this, and open the Case details screen from this view.
Viewing a Case Activity
Case Details Screen
The Case Details Screen shows all Case Activities relevant to that Case. These can be expanded to show all information about each Case Activity.
Activity Results List View
https://app.personnelchecks.co.uk/case-activities/
The Activity Results List View shows the individual Case Activities and their results. You can search, sort, filter, and download a CSV of all the Case Activities. Clicking on each individual one will open the related Case Details Screen.
Case States
Terminology for Case States
| Term | Description |
|---|---|
| Pending | The Case has not yet been initiated |
| Awaiting Subject | Waiting for the Subject to complete the Case Portal |
| In Progress | The Case has started & external activity has begun |
| Pending Case Decision | All case activities have completed, case decisions required (only relevant if the account has the decisions feature enabled, click here to learn more [link]) |
| Complete | All Activity has completed |
| Cancelled | The Case has been cancelled |
Terms for Case Activities
| Term | Description |
|---|---|
| Pending | The external activity has not yet started |
| Awaiting Subject | Waiting for the Subject to complete the Case Portal |
| In Progress | External Activity has begun |
| Pending Activity Decision | All case activities have completed, case decisions required (only relevant if the account has the decisions feature enabled, click here to learn more [link]) |
| Complete | All Activity has completed & Decisions made |
| Cancelled | The Case Activity has been cancelled |