Order PI Cleanup Service as a Reseller

As a Believable Magic Reseller, you can sell and order PI Data Cleanup Service in the following ways: 

Initial Cleanup Service

  1. Reseller sends the Client a proposal naming two components and a total:
    1. Software: MagicTools for PI; price = 90-day license based on customer headcount (e.g. 1-50 headcount = $95).
    2. Service: PI Data Clean Up; price = list price for the Initial Service minus the MagicTools price (e.g. 1-50 headcount $750 – $95 = $655).
    3. Total = list price for the Initial Service (e.g. 1-50 headcount = $750).
  2. Client agrees to receive and pay for the service.
  3. Reseller communicates to Believable Magic in writing (email) that the Client agreed to move forward, providing:
    1. Company Name
    2. Company Headcount
    3. Primary Contact Name
    4. Primary Contact Email Address 
  4. Believable Magic engages with the Client and delivers the service.
    1. Obtains an API Key from the Client.
    2. Obtains Employee Data from the Client.
    3. Activates a MagicTools license on behalf of the customer.
      Note: If the customer wishes to use MagicTools themselves during the included 90-day license period, they may request the license key from Believable Magic.
    4. Performs the data cleanup service with the Client.
  5. After #2, Reseller invoices the Client for the total amount (two items: software and service).
  6. After #3, Believable Magic generates an invoice (two items: software and service) and provides to Reseller.
  7. Reseller collects funds from customer through normal business process.
  8. Reseller keeps the agreed-upon portion and sends a check to Believable Magic for the rest.

Follow-up Cleanup Service

  1. Reseller sends the Client a proposal naming only one component:
    1. Service: PI Data Clean Up; price = list price for the Follow-up Service (e.g. 1-50 headcount = $250).
  2. Client agrees to receive and pay for the service.
  3. Reseller communicates to Believable Magic in writing (email) that the Client agreed to move forward, providing:
    1. Company Name
    2. Company Headcount
    3. Primary Contact Name
    4. Primary Contact Email Address 
  4. Believable Magic engages with the Client and delivers the service.
    1. Obtains an API Key from the Client, if necessary.
    2. Obtains updated Employee Data from the Client.
    3. Performs the data cleanup service with the Client.
  5. After #2, Reseller invoices the Client for the total amount (one items: service).
  6. After #3, Believable Magic generates an invoice (one item: service) and provides to Reseller.
  7. Reseller collects funds from customer through normal business process.
  8. Reseller keeps the agreed-upon portion and sends a check to Believable Magic for the rest.

Employee Data Used for Cleanup Service

These instructions are intended for PI customers preparing to improve your PI data by correcting all the current employees found there with updated information, either by using MagicTools for PI yourself or as part of our PI Data Cleanup Service.

You should export employee data as a “flat, delimited text file” or “comma-separated values” (CSV) file. The delimiter can be a comma, a semi-colon, a tab character, or a pipe (“|”) character.

Employee Data Fields to Export

There are several employee data fields you should include, if available, in the data you export from your human resources system when preparing to update PI data.

Always include these fields, if available:
  • First Name
  • Middle Name
  • Last Name
  • Preferred First Name – if different from First Name – this may help identify a PI person who didn’t use their legal name for the assessment
  • Previous First Name – if different from First Name – if an employee has changed their last name
  • Previous Last Name – if an employee has changed their last name since they may have taken a PI assessment
  • Work Email – the email you wish to store in PI for employees — may or may not already be present in PI for all employees
  • Personal Email – this is useful to identify an employee by the address used when they were a candidate taking an assessment
  • Employee ID – this should be the unique, unchanging identifier of some kind assigned to each employee, possibly from your HRIS system; including this opens the door to using the PI Org Data Upload feature without creating duplicate data for existing persons
  • ATS Candidate ID – if you at some point used an integration with PI that placed a person identifier from your Applicant Tracking System, this can help correctly identify a former candidate 
  • Hire Date – not stored in PI, but it can be useful when an employee matches more than one PI person and you wish to choose the right one by comparing the hire date to the assessment date
Optional but useful under some circumstances:
  • Country/Division/Region/Department/Team – useful if you will be organizing employees using PI Folders that correspond to org structures like these
  • Job/Position Title – only useful if you have defined PI Jobs for most of your employee position titles and wish to assign employees to one

What about Former Employees?

Former employees may be useful to export, too, if you wish to identify former employees distinctly in your PI data. Export the same columns for Former Employees as you would for Employees with the exception of the Optional fields above.

Once matched/identified, you can decide what to do with them: update their person type to “Former Employee” and keep them, or archive them. MagicTools for PI and the PI Data Cleanup Service support both options.

Generating a PI API Key

Predictive Index customers who wish to use the PI Application Programming Interface (API) to access their PI data must generate and use an API Key.

This article explains how to generate an API Key for accessing the data of an instance of the PI software.

Activate API Access

Your organization’s PI instance must have API Access turned on before any API Key you generate will work. Contact Predictive Index Support and ask them “Please ensure that API Access is turned on for our PI instance named _____”.

As of the time of this writing, API Access activation process and the use of the PI API does not currently cost anything extra for existing PI customers.

Where to Generate API Keys

API Keys are generated in the PI Software’s Administration > User Management area.

This administrative action can be taken only by PI Users with the role of Account Admin or Account Owner.

How to Generate an API Key

Refer to the PI Support site for general guidance on how to generate an API Key: Integration Guide > Generate an API Key.

Or you can follow this example:

Example – API Key for user named Data Manager

Steps to take if you decide to create a new user named “Data Manager” to own an API Key for use with MagicTools or an API Integration:

  1. Log into PI (https://app.predictiveindex.com) as an Account Admin or Account Owner user with whatever email and password you normally use.
  2. Go to Administration (on the menu seen when you click your name in the upper right corner).
  3. In User Management, click “Create New User”.
  4. Give the user the following details:
    1. First Name: Data
    2. Last Name: Manager
    3. Email: data.manager@yourdomain.com
      1. Note: no two users in the entire PI system can have the same email address
      2. Use a real email address if the user you are creating will need to log into the PI software directly
      3. Invent any fake email address if the user will not log into the PI software — as long as the email has not been used previously in the PI system and this user will only ever use the API Key to access PI data.
    4. Job Title: (optional)
      1. When using MagicTools: MagicTools Connection
      2. When using an API Integration: Integration with XYZ (the name of the system you are integrating with)
    5. Default Folder:
      1. When using MagicTools: \Your Company (type the backslash and then choose the first item shown in the suggestion list).
      2. When using an API Integration: choose a default folder into which new assessments/users will be created by the integration. If the integration will specify a folder, this is not as important. But if the integration doesn’t specify a folder, this is an important decision.
    6. Role: Account Admin – this elevated role allows the API Key to do things like archive unwanted data and move people to new folders.  
  5. Click “Create User” – you will be taken back to the list of all users.
  6. Click on the name of this new user in the list of users so you can view/edit the user details again.
  7. At the bottom, you will see a new “API Key” field that wasn’t there before you created the user.
  8. Click the “Generate New Key” button. 
  9. Click the little icon next to the API Key field to copy the new API Key to the clipboard.
  10. Paste the API Key into a document and save it to a secure location. Remember: an API Key is a powerful thing — guard it!
  11. Click “Save Changes” if you made any changes other than generating the API Key. Click “Cancel” if the Save Changes button is disabled — newly generated API Keys are automatically saved when you click Generate, so there is no need to click Save Changes if generating an API Key is the only action you are taking.

Granting Cognitive Assessment Access

If your organization uses the PI Cognitive Assessment, be sure to read this section.

Because the Cognitive Assessment is considered sensitive personal information, access to results is usually limited to a small group of hiring team members. If the API Key you are generating will be used by a system or tool (such as MagicTools for PI) that needs to access Cognitive Assessment data, that permission must be granted by someone with “Account Owner” permissions. A user with “Account Admin” access does not have the ability to grant permission. Therefore, be sure to contact a user with “Account Owner” access to have them activate Cognitive Access for the user you created as the owner of the API Key. While editing a user’s profile/details, Account Owner users will see a checkbox that grants access to Cognitive data.

Testing an API Key

It is always best to test your new API Key before sharing it or using it. Learn how to do this here: PI API Key Testing and Troubleshooting

Sharing an API Key with others

Because API Keys grant powerful access to semi-sensitive information, take precautions to protect them. Some choices:

  • Use a temporary encrypted sharing tool like the one offered by Believable Magic: Securely Share Sensitive Content
  • Save the API Key in a document that is stored in a shared location accessible only to you and the intended recipient

Securely Share Sensitive Content

When working with Believable Magic or co-workers, you may need to share an API Key or other sensitive content with another person. But API Keys are powerful information that you should keep secure.

The least secure way to share information is via email message. Messages can live for a long time on mail servers and in people’s mail archives, waiting to be seen by the wrong person.

A more secure way to share information is to place it in a temporary encrypted storage place and then share the key with a person who can only use it to view the content until it expires — using an expiration period controlled by the one who shares.

How to share sensitive content:

  1. Go to this page: https://believablemagic.com/private.
  2. Paste or type the content into the Editor area or click Attach a File.
  3. Click Save.
  4. On the next page you will see: “Your shareable pasted content link is” followed by a web address.
  5. Share that web address one of three ways:
    1. Copy that web address and paste it into an email message for your intended recipient.
    2. Click the Email button to send it in a new email message.
    3. Click the QR Code button to embed the link in a QR code you can share with someone.
  6. If you assigned a Password while creating your shared item, be sure to share that password with the recipient, too.

The recipient simply visits the web address, enters the Password if you created one, and sees the content you shared.

After the expiration period, the web address won’t work any longer and the content is no longer accessible.

How it actually works:

The web page has JavaScript code that encrypts the content in the browser, then stores the encrypted content on the Believable Magic web server, but the key that unlocks the encrypted content is ONLY shown to the user in the web page — it is not stored anywhere else.

The encrypted content stored on the web server is useless without the key — which is not stored on the server.

The Believable Magic service linked above relies upon this open-source project: https://privatebin.info