# Add Applicant Request Upload v2.1 (Specification)

## **Overview**

This document outlines the ‘CSV Uploader’ which is part of the uCheck HR Platform and available from the Check New Applicant page via the Upload CSV button, describing the service itself and the requirement that must be fulfilled to use this service.

### **Overview Diagram**

Below is a flow chart of the Upload process.

```{mermaid}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'system-ui, -apple-system, Helvetica, Arial, sans-serif','fontSize':'15px','lineColor':'#f28e00','primaryColor':'#0094dd','primaryTextColor':'#ffffff','primaryBorderColor':'#112e51'}}}%%
flowchart TD
    A([uCheck CSV Uploader]):::endpoint
    B[Customer uploads a CSV file via the<br/>Check New Applicant page]:::step
    C{uCheck determines if<br/>the file is valid}:::decision
    D[Rejection error response<br/>returned to customer]:::step
    E([End]):::endpoint
    F[Applicant requests created and<br/>invitation emails sent to applicants]:::step
    G([End]):::endpoint

    A ==> B ==> C
    C -- Failure --> D --> E
    C -- Success --> F ==> G

    classDef endpoint fill:#112e51,stroke:#0094dd,stroke-width:2px,color:#ffffff,rx:8,ry:8;
    classDef step fill:#0094dd,stroke:#112e51,stroke-width:2px,color:#ffffff,rx:8,ry:8;
    classDef decision fill:#f28e00,stroke:#112e51,stroke-width:2px,color:#ffffff;
```

### **Process explanation**

- Customer contacts CST to request uploader is enabled

- Customer Responsibilities

  - All specified request details, as per this document, must be complied with.

  - The customer MUST NOT flood the service with requests, in the event of uCheck detecting any irregular activity the requesting account will be disabled.

  - Duplicate requests are not detected and will be processed.

  - If uCheck detect multiple duplicate requests through routine log reviews the requesting account may be disabled.

### **Request submission**

- Submission will be in the form of a CSV file.

- At least one product must be selected, making a request with no selections will result in an error.

- You cannot add more products to an application when the forms are completed by the applicant.

- Format:

The first row of the file will contain at least the following headings:

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid</pre>

This can be followed by up to 100 rows of data and must contain at least one row.

However, to support new products this can be extended to:

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid,<prod 1>,<prod 2>,<prod n></pre>

At the time of writing the only extra product is DBSDRTW:

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid,dbsdrtw</pre>

With this extended format comes the ability to specify columns in any order as well.

- Product selection

At least one product must be selected. However, you may only select products that are enabled for your organisation. An error will be generated if you try to select a product that is not available to you.

The columns in bold below are the product columns:

<pre>
forename,surname,email,<b>dbs,idc,rtw,ach,basic</b>,dbsdigitalid
</pre>

Or

<pre>
forename,surname,email,<b>dbs,idc,rtw,ach,basic</b>,dbsdigitalid,<b>dbsdrtw</b>
</pre>

For idc, rtw, and ach this is indicated by including a ‘y’ in the record in the relevant position, with ‘n’ if it is not required.

For dbs the following values can be used:

- standard

- enhanced

- enhanced-isa

- standard-vol

- enhanced-vol

- enhanced-isa-vol

- n (if the product is not required)

For basic the following values can be used:

- dbs

- Ds

- n (if the product is not required)

For dbsdrtw this is indicated by including a ‘y’ in the record in the relevant position, with ‘n’ if it is not required, with the added restriction that this can only be set to y if Digital Id is selected.

- Digital Id DBS selection

If a DBS product or Basic DBS is selected, and the account is enabled for Digital Id, then the digitalid column can be used to specify whether this is offered by including a ‘y’ or ‘n’. Otherwise, it should be set to ‘n’.

13.1 Example requests

DBS Enhanced check with optional DBS Digital ID where the applicant is requested to complete their ID check Digitally.

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid</pre>

<pre>Smith,John,john@smith.com,enhanced,n,n,n,n,y</pre>

DBS Enhanced check with optional DBS Digital ID and DBSDRTW where the applicant is requested to complete their ID check Digitally.

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid,dbsdrtw</pre>

<pre>Smith,John,john@smith.com,enhanced,n,n,n,n,y,y</pre>

DBS Basic check without Digital Id

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid</pre>

<pre>Smith,John,john@smith.com,n,n,n,n,dbs,n</pre>

Right To Work and Adverse Credit History

<pre>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid</pre>

<pre>Smith,John,john@smith.com,n,n,y,y,n,n</pre>

### **Error messages**

#### The following errors can be generated:

| Per row | Message |
|----|----|
| No | File has not been uploaded |
| No | File contains too many entries - MAX = 100 |
| No | File contains too few entries - MIN = 1 |
| No | File does not appear to be in the correct format (incorrect heading <>) |
| No | File appears to have more columns than required at row <n> |
| No | File appears to have less columns than required at row <n> |
| No | File does not appear to be in the correct format (duplicate column <name>) |
| No | File does not appear to be in the correct format ('<name>' is a reserved column name) |
| No | File does not appear to be in the correct format (unrecognized column <name>) |
| No | File does not appear to be in the correct format (missing required column <name>) |
| Yes | Name or email incorrect |
| Yes | Only y or n are valid. |
| Yes | Account is not enabled for DBS product |
| Yes | DBS must be 'standard', 'enhanced' ,'enhanced-isa', 'standard-vol', 'enhanced-vol', 'enhanced-isa-vol' or ‘n’ |
| Yes | DBS and Basic are mutually exclusive |
| Yes | Account is not enabled for IDC product |
| Yes | Account is not enabled for RTW product |
| Yes | Account is not enabled for ACH product |
| Yes | Account is not enabled for BASIC product |
| Yes | Basic must be 'dbs' or 'ds' |
| Yes | At least one product must be selected |
| Yes | Digital Id must be 'y' or 'n' |
| Yes | Digital Id is unavailable and must be ‘n’ |
| Yes | Digital Id must be 'n' if no dbs check is to be performed |
| Yes | <ProductName> can only be selected if Digital Id is 'y'. |
| Yes | <LinkedProduct> can only be selected if <MainProduct> is selected. |

### **Data format**

| **Value** | **Constraint** | **Constraint Value** | **Mandatory/Optional (M / O)** |
|----|----|----|----|
| forename | Regular expression | /^[a-zA-Z ‘-]{1,60}+\$ | M |
| surname | Regular expression | /^[a-zA-Z '-]{1,50}+\$ | M |
| email | Regular expression | /^[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\[a-zA-Z]{2}+\$/ | M |
| dbs * | Must be in list | See appendix A | M |
| idc | y/n | y/n | M |
| rtw | y/n | y/n | M |
| ach | y/n | y/n | M |
| basic * | Must be in list | See appendix A | M |
| dbsdigitalid | y/n | y/n | M – ‘y’ only valid for DBS checks |
| dbsdrtw | y/n | y/n | O |

* Selection of DBS checks and Basic checks are mutually exclusive.

**Example template file**

The following is an example CSV file that can be used when creating your own files for upload:

```xml
<table>
<colgroup>
<col style="width: 100%" />
</colgroup>
<thead>
<tr>
<th><p>forename,surname,email,dbs,idc,rtw,ach,basic,dbsdigitalid</p>
<p>Smith,John,john@smith.com,standard,n,y,y,n,y</p>
<p>Smith,Jane,john@smith.com,n,n,y,y,ds,y</p></th>
</tr>
</thead>
<tbody>
</tbody>
</table>
```

Appendix A

#### DBS Level list

| Value            | Description                                       |
|------------------|---------------------------------------------------|
| n                | Product not selected                              |
| standard         | Standard Level Check                              |
| standard-vol     | Volunteer Standard Level Check                    |
| enhanced         | Enhanced Level Check                              |
| enhanced-vol     | Volunteer Enhanced Level Check                    |
| enhanced-isa     | Enhanced Level Check With Adults Barred           |
| enhanced-vol-isa | Volunteer Enhanced Level Check With Adults Barred |

If you are unsure of the level of DBS check you need please query with our Customer Support Team.

1.  Basic check supplier

- dbs

- ds

- n

* DS Denotes Disclosure Scotland Check

### **Glossary**

Field definitions have moved to the consolidated [Glossary](../glossary.md).