Enroll Users

This tutorial explains authorized operators how to enroll users. They can manage an in-person, supervised enrollment of the user using the enrollment feature. This section outlines the various steps required to capture the user's biographical and biometric information. The enrollment steps may vary depending on the configured workflow.

Before You Begin

  • Before you begin to use the application, ensure that you have installed the Unifyia Operator Client on the system to access the connected devices. The operator client is currently available for Windows systems.
  • Ensure that you're registered with the necessary privileges as an authorized operator within your organization.
  • You must have at least one active identity device to access the Unifyia platform.
  • The user must be onboarded with a group. The group defines the roles that the user has in the platform.
  • Workflows must be configured for the roles the user is assigned. Roles are assigned based on the group the user is associated with. A individual user might have more that a single workflow based on the assigned role. For example, the user as part of Group A has a user role and as a part of Group B has an Administrator role, then when you start enrollment, you will notice that there are 2 workflows displayed for a user.
  • At any point in time, you can enroll for a single workflow. If the user has 2 workflows, and you selected the first workflow, until all the steps are completed and the enrollment data is submitted, the other workflow will be in disabled mode. On completion of the first workflow, the second workflow is enabled for continuing with the enrollment process. The enrollment data provided for the first workflow is displayed. You can edit the displayed data but the existing enrollment details are overridden with the updated enrollment data.
  • If you wish to edit the enrollment details of the enrolled user, you must search the user, select Enrollment Details icon. The list of the workflows that have completed enrollment are displayed. Select one, edit as required, and save the details.
  • If a workflow has approval enabled, then until the workflow has completed background investigation and approved by an authorized operator, you cannot edit the other workflows.

Begin Enrollment

Navigate to Management > Users. Search the user either by name or email. Under the Actions column, select the Begin Enrollment icon. The workflows are listed. Select a workflow to proceed. The enrollment wizard is displayed. It presents a series of steps that must be completed to complete the data capture process. These steps vary based on the workflow configuration. As you progress from one step to another, the information provided during each step is saved. Typically, the entire enrollment process includes the following steps:

  • Document
  • Information
  • Face
  • Iris
  • Fingerprints
  • Signature
  • Summary

In the sections below, each step is explained in detail to provide a comprehensive understanding of the data capture process.

Capture ID Proofing Documents


Supported Document Scanner

  • EPSON -V600 Photo Scanner

On the Document wizard, upload the allowed identity proofing documents (I-9 documents) of the user. Select the Add ID Document button. Follow the below steps:

  1. Select the Identity Document Type from the dropdown list, e.g., Birth Certificate, US Passport, etc. Refer to the List of I-9 Documents and Issuing Authorities for the complete list of documents that are allowed for identity proofing.
  2. Based on the selected identity document type, the Issuing Authorities are displayed. Select the relevant issuing authority. Enter the following details:
    1. Number: Enter the document number.
    2. Expiration Date: Enter the document expiration date.
    3. Comments: Provide additional comments if required.
  3. Capture Mode: Select one of the below options to continue. If the document does not have information on the back side, you can skip the step to capture the back side image of the document.
    1. Capture: Capture images of both the front and back of the identity document using a connected camera or webcam. You can zoom in and out of the captured image to crop it to the required size. Use the recapture option to restart the capturing process if needed.
    2. Upload: Upload the local images of the document. Supported formats for upload are PNG, JPG, and PDF.
    3. Document Scanner:
      1. If a document scanner is connected, select the specific scanner type from the list.
      2. Once the scanner is selected, the platform will automatically show the document size options that are supported. These preset sizes ensure the scanned image is cropped and processed accurately according to the document's format. The supported sizes typically include:
        • Free Form: Allows scanning of documents of any size not restricted to a standard format.
        • Driver License: Optimized for scanning standard driver’s licenses. The scanner adjusts settings for the small card size and enhances text clarity.
        • Badge: Used for scanning ID badges or access cards, typically smaller than a passport but larger than a license.
        • Passport: Specifically sized for scanning passport pages.
        • Letter: Standard 8.5" x 11" document size used commonly in offices for forms, letters, and other full-page documents.
      3. Select the appropriate document size. Scan the front and back sides of the document one side at a time.
      4. You can zoom in or out to get a clear picture by selecting the Zoom In and Zoom Out icons.
      5. You can rotate the image to the right or left side by selecting the Rotate Left and Rotate Right icons.
      6. You can flip the image by selecting the Flip icon.
  4. Select Next to save the captured documents and proceed to the next step.
  5. The information capture wizard is displayed.

Add User Information

On the information capture wizard, provide the user biodata. The enrollment form displays the data elements based on the type of identity that is to be issued. Ensure to enter and verify all the mandatory information. Select Next. The face capture wizard is displayed.

Capture Face


Supported Cameras

  • Integrated camera of the laptop
  • Connected web camera
  • Camera with live streaming option, e.g., Sony ZV-1F

On the face capture wizard, proceed to capture a face image by taking a photo using the device's camera or a connected camera. Alternatively, you can upload a photo from local images. The supported formats are PNG, JPEG, and JPG.

To learn more about how to capture a good face image for a PIV ID as per the standards mentioned in the FIPS 201-3, refer to the section PIV Photo Instructions.

Capture Image

  1. Select Capture to display the face capture screen.
  2. If the plugged-in camera device is not selected, select a camera device listed in the drop-down. By default, the integrated camera of the laptop is selected.
  3. To capture a photo, adjust the position of the user's face within the cropping rectangle by moving the cropper box accordingly.
  4. You can zoom in or out to get a clear picture by selecting the buttons with the Zoom In and Zoom Out icons.
  5. Select Crop to capture the photo.
  6. If the workflow is configured to allow the conversion of the captured photo to a transparent image, the captured photo is converted into a transparent photo and displayed on the screen. If you wish to use the transparent image on the visual ID, for the Use Transparent Photo option, select Yes.
  7. Check the preview of the captured photo.
  8. If it is not clear, select Delete.
  9. Select Recapture to restart the photo capturing process.

Upload Photo

  1. Select the option Upload and select a photo stored locally on your device.
  2. You can zoom in or out to get a clear picture by selecting the buttons with the Zoom In and Zoom Out icons.
  3. Adjust the position of the user's face within the cropping rectangle by moving the cropper box accordingly.
  4. Select Crop to capture the photo.
  5. If the workflow is configured to allow the conversion of the captured photo to a transparent image, the captured photo is converted into a transparent photo and displayed on the screen. If you wish to use the transparent image on the visual ID, for the Use Transparent Photo option, select Yes.
  6. Check the preview of the captured photo.
  7. If it is not clear, select Delete.
  8. Select Recapture to restart the photo capturing process.

Once you have completed the face capture, select Next. The iris capture wizard is displayed.

Capture Iris


Supported Iris Scanners

CMITech: CMITECH BMT-20, ET-45

The next step is to capture the iris image.

  1. If the connected iris device is not selected, select it from the drop-down.
  2. Place the iris device in front of the user's face and position the eyes to capture the iris images.
  3. Select Clear to remove the captured images if you need to restart the iris capturing process.
  4. Select Next to continue. The fingerprint capture wizard is displayed. Proceed to capture the user's fingerprints.

Capture Fingerprints


Supported Fingeprint Scanners

  • Integrated Biometrics - FIVE-O, Watson Mini, Columbo
  • SecuGen Hamster Pro 20
  • HID Crossmatch Guardian 100

There are two types of fingerprints that you can capture based on the workflow configuration - rolled and flat. Ensure that the fingerprints meet the set quality threshold limit. Follow the below sections to understand how to capture rolled/flat fingerprints.

Capture Rolled Fingerprints

If the workflow is configured to scan two, four, or ten flat fingerprints plus the rolled fingerprints, then the wizard displays two wizard screens. In the first wizard, you can capture all ten fingers individually in a sequence as highlighted on the screen in the rolled format. In the next wizard, you can scan two, four, or ten flat fingerprints as configured. Follow the fingerprint capturing process section to understand how to scan and save fingerprints.

Capture Flat Fingerprints

If the workflow has been configured to scan two, four, or ten flat fingerprints then there will be only one wizard for capturing fingerprint images. The wizard highlights the number of fingers to be scanned as per the configuration. For the 10 (slap) fingerprints capturing process, you will see rectangular boxes highlighting which hand and fingers to place to capture. Follow the instructions on the wizard to ensure that the right fingerprints are captured as per the configuration. Follow the fingerprint capturing process section to understand how to scan and save fingerprints.

Fingerprints Capturing Process

  1. If there is a single fingerprint scanner connected, the system displays it. Otherwise, select the connected scanner from the drop-down list.
  2. If the rolled fingerprints option is enabled, the wizard to capture the rolled fingerprints is displayed. Follow the instructions on the wizard and place the correct fingers to ensure that all the required fingerprints are captured in the rolled format.
  3. The next wizard helps to capture the flat fingerprints. The wizard indicates which finger should be placed on the scanner by highlighting it. Once you place the finger, the fingerprint is automatically captured. If you are capturing 10 fingers in a slap format, the screen indicates the format in which the fingers are to be placed. Continue till all the required fingerprint images are captured.
  4. The wizard displays the preview of all the fingerprints collected along with the quality score.
  5. If the allowed maximum number of attempts to capture the fingerprints is exceeded, or if the captured image does not meet the required quality threshold during the attempts, the Recapture Fingerprints button is enabled. Select it to restart the fingerprint capturing process.
  6. During the process, if you need to clear the captured fingerprint images, select Clear and select OK to remove all the captured fingerprints.
  7. Some users may not have all ten fingers. In such cases, you can skip capturing the missing fingers during the fingerprint enrollment process. Select Skip Fingers, choose an appropriate reason, add any relevant comments, and save the details.
  8. Once you have captured the required fingerprints, select Next to move to the next step. The signature capture wizard is displayed.

Capture Signature


Supported Signature Pad

  • Signotec Sigma
  • Laptop Touchpad

The final step is to capture the signature of the user. By default, the pad of the laptop is selected. You can use an external signature pad to capture signature.

  1. If the plugged-in signature pad is not selected, select it from the drop-down.
  2. Draw the signature in the signature box to capture a signature. Select Next to view the summary page.

View Summary

All the demographic and biometric details captured are displayed for a final review.

  1. To edit the details, select the Back button or navigate to the respective enrollment step.
  2. If the data collected is as per the specifications, select Save to complete the enrollment. The enrollment process is complete for the user.
  3. Based on the configured workflow, the following actions are triggered.

      4. The Background and Fingerprint Investigation process is a crucial step in verifying an individual's identity and suitability for certain roles, especially those requiring security clearance. It involves checking the individual's criminal, financial, and personal history, as well as biometric data like fingerprints for further verification. These investigations help ensure that individuals are trustworthy and pose no security risks. Fingerprints are used to cross-check criminal records and identity verification. This process is required for roles with access to sensitive or classified information.

    • Approval Disabled: If the approval option is not configured, if the workflow also has mobile credentials configured, an automated email is sent to the registered email address of the user to register the user's mobile device via the Unifyia ID Wallet App to get the mobile identities on the mobile device.

Investigation

The Background and Fingerprint Investigation process is a crucial step in verifying an individual's identity and suitability for certain roles, especially those requiring security clearance. It involves checking the individual's criminal, financial, and personal history, as well as collecting biometric data like fingerprints for further verification. These investigations help ensure that individuals are trustworthy and pose no security risks. Fingerprints are used to cross-check criminal records and identity verification. This process is required for roles with access to sensitive or classified information.

If the workflow is configured to include approval process, the investigation step is added in the enrollment wizard. Once the enrollment data is submitted, the enrollment status is changed to Pending Investigation. Once the investigation results are uploaded, an authorized approver must review the results and approve the enrollment for the user. Once approved, the user becomes eligible for issuance.

In general, all the users will go through the background investigation process if the workflow is configured to include the approval step. In addition to this, if the workflow also contains the fingerprint capture, then the fingerprint investigation of the user must be completed to process the enrollment.

How to upload the investigation results?

Go to Management > Users. Search the user either by name or email. Under the Actions column, select the Investigation icon. The enrollment summary page is displayed. Select Next. The Investigation page is displayed. This page displays two sections - Background Investigation and Fingerprint Investigation, based on the workflow configuration. Fill in the required data and select Submit to save.

Background Investigation

This section is displayed when the workflow is configured to include approval step for completing the enrollment. The authorized operator with permissions to this page will update the results of the background investigation. Fill in the below listed fields with data:

  1. On File: Select Yes, if the report is on file.
  2. Submit Date: Select the date of submission of the investigation report.
  3. Completion Date: Select the completion date of the investigation.
  4. Verification Type: Select the type of the verification performed. Each of these investigations varies in depth and scope, depending on the level of access required for the job and the associated security risks. The available options are:
    1. NACI (National Agency Check with Inquiries)
    2. ANACI (Access National Agency Check with Inquiries)
    3. MBI (Moderate Background Investigation)
    4. LBI (Limited Background Investigation)
    5. BI (Background Investigation)
    6. SSBI (Single Scope Background Investigation)
    7. SSBI-PR (Single Scope Background Investigation-Periodic Reinvestigation)
  5. Result: Select Favorable if the investigation is successful and Unfavorable if the investigation failed.
  6. Comments: Add relevant comments.
  7. Completed By: This displays the name of the authorized approver who is updating the results.

Fingerprint Investigation

This section is displayed when the workflow is configured to include fingerprint capture and approval steps for completing the enrollment. If the workflow does not include the capturing of fingerprints, then this section is not visible. The authorized operator with permissions to this page will update the results of the fingerprint investigation. Fill in the below listed fields with data:

  1. On File: Select Yes, if the report is on file.
  2. Submit Date: Select the date of submission of the investigation report.
  3. Completion Date: Select the completion date of the investigation.
  4. Result: Select Favorable if the investigation is successful and Unfavorable if the investigation failed.
  5. Comments: Add relevant comments.
  6. Completed By: This displays the name of the authorized approver who is updating the results.

Once the investigation results are submitted, the enrollment status is now moved to Pending Approval. The submitted data must be reviewed and adjudicated by an authorized approver.

Manage Enrollment

Follow the below steps to edit enrollment data:

  1. Go to Management > Users.
  2. Search for the user either by name or email.
  3. Under the Actions column, select the Enrollment Details.
  4. The enrollment summary page will be displayed.
  5. To edit the information, select Edit and make the necessary changes.
  6. Once you have made the edits, select Save to update the enrollment data.
  7. To delete the enrolled user, select Delete and confirm by selecting Yes, or No to cancel deleting the user.
  8. To exit the page, select Cancel.

User Enrollment History

If you wish to view the user enrollment history, select the User Enrollment History option at the end of the enrollment details page. It displays the following details.

  • Modified Steps: This displays the different steps where the data was modified.
  • Status: Displays the status of the user enrollment.
  • Enrolled By: Displays the name of the operator who enrolled the user.
  • Start Date: Displays the date the enrollment was started.
  • End Date: Displays the date the enrollment was completed.
  • If enrollment approval option is enabled, the following details are displayed:
    • Approval Status: The approval status for the enrollment - Approved or Rejected.
    • Approval By: The name of the operator who approved the enrollment.
    • Approval Date: The date when the enrollment was approved.
    • Reason: The operator's reason for approving or rejecting the user's enrollment.
    • Rejected By: The name of the operator who rejected the enrollment.
    • Approval Date: The date when the enrollment was rejected.

List of I-19 Documents and Issuing Authorities

The following is the list of I-9 documents supported for ID Proofing along with the respective Issuing Authorities.

Document Name Issuing Authority
Accepted Receipt for ID Document Replacement Other
Agency ID Card U.S. Department of State
Alien Registration Receipt Card (Form I-551) USCIS
Birth Certificate County
Birth Certificate Municipal Authority
Birth Certificate State
Birth Certificate Other
Birth Report Certificate Department of State
Canadian Driver's License Canadian Government Authority
Clinic, doctor, or hospital record (under age 18) Other
Day-care or nursery school record (under age 18) Other
Driver's License Department of Motor Vehicles (DMV)
Employment Authorization Document (Form I-766) USCIS
Federal ID Card U.S. Department of State
Foreign passport (I-551 or MRIV) USCIS
Foreign Passport with Form I-94 or Form I-94A Micronesia (FSM)
Foreign Passport with Form I-94 or Form I-94A Other
Foreign Passport with Form I-94 or Form I-94A Republic of the Marshall Islands (RMI)
Foreign Passport with Form I-94 or Form I-94A USCIS
Foreign passport (I-551 or ADIT Stamp) USCIS
Merchant Mariner Card U.S. Coast Guard
Military Dependent's ID Card Department of Defense
Native American Tribal Document Alaska Eskimo
Native American Tribal Document Aleut Community
Native American Tribal Document Native American Indian Tribe
Permanent Resident Card USCIS
School Photo ID card Other
School record or report card (under age 18) Other
Social Security Card Department of Homeland Security
Social Security Card Social Security Administration
State ID Card Department of Motor Vehicles (DMV)
U.S. Citizen ID Card Department of Motor Vehicles (DMV)
U.S. Military Card or Draft Record Department of Defense
U.S. Passport or U.S. Passport Card U.S. Department of State
Voter's Registration Card Local Election Office
Voter's Registration Card State
Voter's Registration Card Other
Consular Report of Birth Abroad Other
Receipt: Form I-94 w/I-551 stamp, photo Other
Receipt: Form I-94 w/refugee stamp Other

PIV Photo Instructions

The photo on a PIV (Personal Identity Verification) card must be a full-frontal photograph. This means the image should capture the full face of the cardholder, facing directly forward, with a neutral expression and both eyes open. Here are some detailed specifications for capturing a photo for a PIV card:

  • Head Position: The head should be centered and occupy about 50% to 70% of the frame.
  • Background: The background should be a uniform color or a single color pattern, preferably white or off-white. Avoid patterned, dark, or complex backgrounds. Ensure no shadows are present in the background.
  • Lighting: The photo should be well-lit, with no shadows, glare, or reflections.
  • Expression: The cardholder should have a neutral expression or a natural smile, with both eyes open.
  • Attire: The cardholder should wear normal attire. Uniforms, hats, or head coverings are not allowed unless worn daily for religious reasons.
  • Photo Quality: If you are uploading a photo should be clear, high-resolution, and free of any marks or blemishes.

These guidelines ensure that the photo on the PIV card is suitable for accurate identification and verification.


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