eVerifile eRailSafe Guide

 

 

Thank you for using eRailsafe’s state of the art web-based platform!

This quick start guide has been created to help our clients with navigating through the most common tasks in the new eRailsafe software platform. The guide takes you step-by-step through each process available in the system allowing you to quickly learn the necessary tools to manage your background check and screening requests.

As always, you can contact us at 855-383-7434 to speak with a customer service representative or use the feedback portal that is located within the eRailsafe site.

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Vendors

1. Logging In

2. Understanding Your Dashboard

3. Submitting an Individual Applicant

4. Editing an Applicant/Upload a Photo

5. Bulk Applicant Uploads

6. Assigning a Program

7. View Reports

8. Applicant History

9. Adverse Action/Appeal

10. Recertification

My Account

1. Managing Users

2. User Info and Role Assignment

3. Adding Location

Applicant Login

1. Logging In

2. Training and Testing

3. Appeals and Disputes

My Info

Billing

1. View Invoice

2. Updating Payment Information

Document Library

1. Accessing Your Library

2. Uploading Your Documents

3. Viewing and Printing Your Documents

4. Deleting Your Documentation

Feedback

Railroad Enterprise

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Step 1: Logging In

Enter https://erailsafe.everifile.com/renovo into your Internet browser address bar and login with the username and password emailed to you after completing the subscription process.

Step 2: Understanding Your Dashboard

“To Do”

Once you are logged into the eRailsafe system you will be on the Client Administration Page. This is where your To Do items will be listed. This page quickly informs you of any activities that need your attention such as, uploading a photo or being notified of an employee denial. Many of these actions can be managed directly by clicking on the action. A new screen will appear to the right allowing you to upload your photo or see the denial reason. Once you have accomplished the task at hand it will be removed from your To Do list after selecting the “Complete” button at the bottom of the page.

“Applicant”

If there are no activities in your To Do list you will be taken to the Applicant page. On the Applicant page you can add, view, edit, or run background checks reports on your submitted applicants. The bulk upload feature is also located on the applicant page, so you can upload and submit several applicants in one standardized template at one time versus entering applicants individually or in a small group. You will also be able to view the status of each employee to determine where they are in the eRailsafe badging process. If you take a look at one of you applicants you will be able to see multiple fields that are signaled by different colored lights. Based on the color of the light you will be able to determine the status.

• Grey: No action has been taken to complete the action

• Green: “Clear” or “approved”

• Yellow: In progress

• Red:

“Failed” or “needs review”

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Going from left to right you will find the below columns for each applicant:

• First Name

• Last Name

• SSN/SSI

• Report Status – this will either show “In Progress” or “Completed.” If the status is

“Completed” it will be color coded Green if the report is “Clear” or Red if the report “Needs

Review”

• Background

• Training

• Testing

• Photo

• Badge

• Report completed date

• Applicant created date

• Applicant status – Active or Inactive

To begin adding applicants into the system let’s start by selecting “Add Applicant.”

Step 3: Submitting an Applicant (Individual and Multiple Entry)

Submitting an applicant into the eRailsafe system will allow you to request a background check report on this individual. It is important to note that in order to have a report ordered you must enter the required government identification (i.e. Social Security Number or

Supplemental Security Income Number).

By selecting “Add Applicant” you will be able to add 1 to

5 individuals at a time. A dropdown box will be available for you to determine the number of individuals you wish to enter in one online session. Once you have selected the number and click “Go” you will be brought to a new screen to enter the applicant’s personal information. From this one screen you will be able to add your applicant, select Railroad Program(s), and chose your location. If you chose to enter an email address for your applicant it will become their username for the Railroad Program

Training and Testing. If the field is left blank, the applicant will use the last four digits of their SSN followed by their birth year.

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All fields marked with an “*” are required to be completed for the applicant information to be saved.

Once all the required information is entered correctly, save the applicant’s information. Please note the “enable” checkbox at the bottom of the information window. This marker is to designate this applicant as an active applicant in your organization.

Step 4: Editing an Applicant/Uploading a Photo

To edit an individual’s personal information or to add a photo you will need to access the applicant’s profile. To do so you will select the appropriate location at the top of the screen. Click on the box to the left of the applicants name and then select “Edit Applicant” from you menu on the left.

Editing an Applicant

Updating an applicant’s personal information is easy. Select the field you wish to edit and put the corrected information in the field. Once completed you will select the “Save” button located at the bottom of the page.

By editing an individual’s personal information it may result in a new background check being ran.

Information that would cause a new background check would be first/last name, DOB, or the social security number.

Uploading a Photo

Select the Camera Icon within the applicant profile then click the “Browse” button to search for an image that has been saved to your computer. Once you have successfully uploaded the photo you will select “Save.” This will take you back to your applicants profile and you should be able to view the provided picture.

Photos must be no smaller than 192 x 192 pixels. You can edit your photo pixel size by using the resize option in Microsoft Paint and selecting pixel.

Photo Specifications are as Follows:

1. Person being photographed must directly face the camera

2. Person being photographed should be in front of a neutral, light-colored background

3. Photos in which the person being photographed is wearing sunglasses or other items that detract from the face will not be accepted

4. Photos of applicants wearing head coverings or hats

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  are only acceptable due to religious beliefs, and even then, may not obscure any portion of the face of the applicant

5. The image must be in the Joint Photographic Experts Group (JPEG) format

6. The maximum file size will be limited to no more than 500KB in 24 Bit color

Step 5: Bulk Applicant Uploads

Using our bulk applicant upload feature allows you to submit all your applicants at once using an excel spreadsheet containing the necessary fields for the system. You will be able to map your field names to our standard template before uploading the file by following the instructions listed below. To begin a bulk upload create an Excel file with a unique column for each field. Each of these columns will be mapped to the appropriate fields upon upload. The acceptable versions of

Microsoft Excel are Microsoft Excel 2005 through 2013. The required fields are as follows:

• First Name

• Middle Name

• Last name

• Name Suffix

• Date of Birth

• Social Security Number

• Driver’s License Number

• Gender

• Phone Number

• Email address

• Address 1

• Address 2

• City

• State

• Province (if outside US)

• Country

After you have entered all the information into the Excel spreadsheet, save the file with a unique name and date using the XLS or XLSX extensions.

After logging into the eRailsafe system and navigating to the

Applicants page, choose the “Bulk Upload” button on the menu to the left to enter the bulk upload process.

Next, you will select the Excel file by clicking the browse button and selecting the file you saved in the last step. Once you have chosen the file click the “Upload File” button.

You will now be able to map your custom fields to the standard upload fields in the system.

Mapping the fields is as simple as dragging the appropriate column name from your Excel spreadsheet to the corresponding field in the bulk upload window.

Once you have mapped all the fields, scroll to the bottom of the screen and click the “Submit” button.

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Step 6: Assigning a Program

To add a program to an already existing entry, select the applicant by placing a check mark in the box next to the applicant’s name and click the

“Programs” button.

A window will appear allowing you to select the appropriate railroad programs for the applicant. Placing a check mark in the box next to the program/railroad name and selecting enroll will run the reports for the applicant and assign them to the appropriate program/railroad.

* Please note that you can select more than one applicant at a time when assigning a program/ railroad. Whatever program/railroad you select will be assigned to all applicants.

Step 7: View Reports

To view an applicant’s report you will select the box next to the individual you wish to view. Once you select your applicant, you will click on the “View

Reports” button to the left of your screen. The View Reports window will appear next to the applicant’s name and the reports that have returned for the applicant. To view the report, select the preview button and the report details, in pdf format, will appear in the report window.

You can print the report using the print option in the report window.

Report status is available for each report. If the report is complete, the status will say

“COMPLETED.” If a report is still pending, the status will say “IN PROGRESS.” If the report has any issues such as missing information, the status will be presented as “REJECTED.”

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Step 8: Applicant History

To view the history of an applicant, click the “History” button. This will display every action that has been completed on the applicant.

Step 9: Adverse Action/Appeals

If an applicant was denied by any railroad(s) and you would like to file an appeal on their behalf or check the status of an appeal, please contact us at 855-383-7434 or send an email to [email protected]

If any information on an applicant’s background report is incorrect, you or the applicant will need to contact eVerifile to file a dispute. Please contact us at 855-383-7434 or send an email to [email protected].

The following information will be needed

• The applicant’s full name

• Your company name

• Cases/charges that are being disputed and the specific reasons against each case/charge

• An email address for the applicant

Step 10: Recertification

Once an applicant is up for recertification you will have a required action on the To Do page.

You will see a list of applicants that are 30 days out from having an expired badge.

To recertify the applicant you will select the applicant you wish to recertify. The applicant’s information will appear to the right of your selection. You will need to select the program/ railroad in order to complete this action. Once selected, you will need to click on the “Recertify” button. You will also be able to deactivate or make the applicant inactive from this screen as well.

Managing the users of the system is an important part of maintaining your company’s account. You may have more than one person in your company authorized to access eRailsafe’s background

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  screening platform. eRailsafe has also given you a simple way to define what roles your users need, depending on what you will allow each user to access within the system.

Step 1: Managing Users

To begin managing users, select the “My

Account” menu item and choose “Manage

Users.” Once selected, the Manage Users window will appear.

*If you cannot see the add button, hold the

<ctrl> button and use the (-) sign to zoom out of the application.

By managing users you can accomplish the following tasks:

• Search for a user

• Enable or disable a user’s access

• Create users with separate roles allowing you to modify the access rights for your users

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The roles are listed below.

• Vendor Administrator: Full access to all locations and managing users including location administrators

• Location Administrator: Access to manage users for locations ,initiate and view background checks

• HQ Accounts Payable: Access to view and pay invoices for all locations (if the account is set up for centralized)

• Location Accounts Payable: Access to view and pay invoices for all locations

• HR User: Access to initiate and view background checks for a specific location

• HR Viewer: Access to view background checks for a specific location

Step 2: User Info and Role Assignment

To add a user, select the “Add” menu item. After you click on “Add” you will be taken to the user role screen where you can add the user’s name, email and phone number.

Roles are defined by the type of activities you want the user to be able to perform. Some of the roles allow a user full access to add applicants, to run reports and view reports, and to manage your account. Other roles restrict access to editing information or just allowing the user to view a report.

Once you have added the user’s information you will choose a role by selecting the role and use the right arrow to add the role to the right hand screen.

Once a role has been defined you can restrict access to reports by selecting the report types and using the right arrow to place the description in the right hand screen. This will restrict access to only the reports you have selected for this role.

After you have entered the user’s information, click the “Save” button. Once you have saved the user they will appear in the Manage Users screen. An email will be sent to the new user with their login information and instructions on how to create a password to access the system.

In the Manage Users screen you may see important notifications available to you. These notifications will provide the status of all users as well as indicating whether their access is enabled.

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You can “Edit” or “Delete” a user from the Manage Users screen. To delete a user select the

“Delete” button and the user will be removed from the system. To edit a user, click the “Edit” button and the user’s information screen will appear.

Step 3: Adding a Location

When your account setup process is completed you will be assigned a main location. If you wish to add a new location to your account you will select Locations on the My Account drop down. A new screen will appear on the right-hand side of your screen. To add a new location you will click the “New Location Here” button. This will allow you to enter your location information and where you would like any future badges shipped to.

*To add a general location to your account you will want to make sure you have your company name highlighted on the left side of the screen and then select the “New Location Here” button. If you wish to add a sub location to an already existing location you will want to highlight that location and then select “New Location Here.”

Step 1: Logging In

Enter https://erailsafe.everifile.com/renovo into your Internet browser address bar and login with the username and password provided to you by your employer. Your username will either be your email address or a combination of the last four of your SSN and your birth year. To initially login your password will be the last four of your SSN.

For Example:

Username – 5263-1975 Password – 5263

Username – [email protected] Password – 5263

Once you are logged into the system you will be prompted to set your security questions as well as reset your password.

You will be the only one with access to this information. If you need to reset your password you will need to select the “Forgot Password” link on the main login page. After you have completed this you will be asked to verify your personal information entered by your employer. If all information is correct you can move onto taking your training and testing.

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Step 2: Training and Testing

On your To Do screen, please click on the training and testing that appears for each railroad to complete it. As a task is completed, it will be removed from your To Do screen.

Step 3: Appeals/Dispute

If you were denied by any railroad(s) and would like to file an appeal or to check the status of your appeal, please contact us at 855-383-7434 or send an email to [email protected]

If any information on your background report was incorrect, you will need to contact eVerifile to file a dispute. Please contact us at 855-383-7434 or send an email to [email protected].

The following information will be needed

• Your full name

• Your company name

• Cases/charges that you are disputing and the specific reasons against each case/charge

• An email address or phone number so that we may contact you

The account information for your company is available for viewing within the system. Your company account information, such as account number, address, website URL and phone numbers can be accessed from the “My Account” menu.

Selecting the “My Info” menu item under “My

Account” will take you to your account information screen.

On this screen you can edit your account information and view the contacts for your organization. Click

“Save” to save any edits to this information.

You can also view the authorized contacts for your organization by selecting the “Contacts” tab within your account information. You may add or remove authorized users for your account. Click

“Save” to save any edited information.

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Step 1: View Invoice

To access your organization’s invoice, click on

“My Account” menu item and choose “View

Invoice.”

Once you enter the invoice library you can view invoice from the past year.

Step 2: Updating Payment Information

To access your organization’s payment information, click on “My Account” menu item and choose “Update Payment.”

One of the new features in the new eRailsafe platform is the capability to upload and save compliance documents required for your users and applicants into your document library.

This feature is similar to DropBox or a cloud-based system, where you can upload important documents to a secure online location.

Storage space is unlimited, so using this feature will allow you to access important information at the click of a mouse.

Step 1: Accessing Your Library

To access your organization’s document storage, click the

“My Account” menu item and choose “Document Library.”

Once you enter the library you can view any documents you have previously uploaded for your company.

You can also add documents to you library such as the Service Agreement, Consent Forms or any other documents your organization might need by clicking the

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“Add Document” button. Selecting the “Company Documents” folder will expand your selection into the individual folders.

Step 2: Uploading Your Documents

To upload a document click the “Add Document” button at the top of the library menu. This will bring up the upload screen where you can choose what type of document you are uploading.

You want to choose the system folder where you want to store the document.

The “Legal Documents” selection is available for any needed legal documents such as report checks, W-9 forms, consent forms, etc.

The Training Documents folder selection is available for any training documentation, videos, tests results, etc.

The My Documents area is for all the generic documentation you upload for your organization.

Once you have chosen the folder, select the document type from the dropdown list.

To upload a document you must first select the document you wish to upload by clicking the

“Choose File” button. Browse your local computer for the file you wish to open and click the “Open” button in your file browser.

Once you have selected the file, the filename will appear next to the “Choose File” button. If your selection is correct, click on the “Save” button and your file will be uploaded to the system.

When the upload is complete you will see the document in the folder you selected for the document storage.

Step 3: Viewing and Printing Your Documents

To view a document, select the folder where the document is stored and select the document name you wish to view. Different document types are viewed in different ways. Microsoft Word documents will be downloaded to your local computer for viewing. Graphic files (png, jpg, gif,

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  bmp), videos, reports (not in document format), and text files will be viewable in the document window to the right of your library.

To print a document from the system, right click your mouse in the viewing pane and select “Print.”

If you wish to download a copy of the document, right click in the viewing pane and select “Save

As” and save the document to your local computer.

Step 4: Deleting Your Documentation

On occasion, you may have a need to remove a document from our system. You can do this by accessing your library to find the document you wish to remove.

To permanently delete the document use the delete button to the right of your document. You will not be prompted to confirm the delete, so use this feature with caution. eRailsafe may not be able to retrieve any deleted documents from the system.

eRailsafe will not remove a document from your system once uploaded. You have full access to manage your documentation for the purposes you select.

eRailsafe encourages our clients to provide us with feedback about our system and service.

Whether you find a system issue or want to provide positive feedback about your experience, we want to hear about it!

We offer an easy way to give feedback without leaving the system. You can “Ask A Question,”

“Share an Idea,” “Report a Problem” or “Give Praise” from the feedback section of the system.

To access feedback, select the “Your Feedback” slide menu to the far right of the system, in any section of eRailsafe.

Selecting this option will bring up our feedback window. You can select the area in which you want to provide feedback by clicking on the appropriate tab.

We encourage you to use this feature to help us better support your process as well as gauge how well our system works for our clients.

One of our customer support representatives will respond within 24 hours to your inquiry or feedback.

Thank you for taking the time to read this quick start guide, and if you have any further questions, feel free to call Support at 855-383-7434.

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Step 1: Logging In

Enter https://erailsafe.everifile.com/renovo into your internet browser address bar and login with the username and password emailed to you.

Step 2: Understanding Your Dashboard

“To Do”

Once you are logged into the eRailsafe system you will be on the Client Administration Page. This is where your To Do items will be listed. This page quickly informs you of any activities that need your attention such as, approving and denying applicants. Click on the applicant’s name to approve or deny the applicant based on their background report or request more information. Once you have accomplished the task at hand it will be removed from your To Do list.

If you click on an applicant’s name and receive this pop-up, click

“Open” so that the applicant’s report will open on the screen as pictured below.

 

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“Applicant Summary Report”

You can also run an applicant summary on accounts. An applicant summary report gives you the current status of each applicant in a certain account. To run an applicant summary, go to

“Reporting” at the top of the screen and enter in the account that you would like to search. Then click the “Download Applicant Summary Report” button.

Step 3: Vendor Management/Applicant Search

Vendor Management is where you want to go to find a particular contractor or an applicant. To find a contractor, put the partial company name into the “Account Search” box.

If you know the company of the applicant that you are searching for, you can look up the company and then search for the applicant by first name or last name.

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If you do not know the company of the applicant, click the “Applicant

Search” button and enter the applicant’s last name or last 4 of the

SSN.

 

Once the name of the applicant appears, click on the name and click the “Submit” button to bring up the applicant.

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Please note, you can only search for one applicant at a time. If you want to see multiple applicants at one time, you must use the Applicant Summary Report.

If you would like to export a list of applicants that belong to a company or a location, you can look up that company or location and then click the “Export” button.

Once you click yes, an Excel file will download that you can open.

Reverse Decision

If there is an applicant that you have approved or denied and need reverse that decision, check the box next to the applicant’s name. The “Reverse” button will highlight in the Applicant

Actions queue. Click the button to reverse your previous decision and click “yes” to confirm your decision.

 

You will then receive a pop-up confirming that the decision has been reversed.

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