How do I Create or Update a Dataset?

Modified on Wed, 28 Aug at 7:41 AM

The Datasets feature is only available with the Droplet Package or as an add-on.

In this guide, we’ll walk you through how to create and update Datasets in Droplet—an important skill that helps you keep your data organized and accurate. By the end, you’ll be able to manage your information with confidence, ensuring everything is up-to-date and ready to support smart decisions.

In Droplet, Datasets are like the backbone of your forms. Think of them as digital filing cabinets that store all the critical information your district needs: schools and departments, supervisors and approvers, budget codes and descriptions.

If this is your first time managing Datasets or you would like a review, we recommend the following articles:

Every Dataset in Droplet can exist in two states:

Draft Version
Editable, save-as-you-go mode where you can make all the necessary tweaks.

Published Version
Locked and live! Once published, it’s set in stone— no more changes can be made to this version unless you start a new draft.

Creating a New Dataset

Let’s say you need to create a comprehensive list of all the schools in your district, including their principals, administrative assistants, and reservable areas. Here’s how to set it up:

Navigate to Datasets

Open Droplet and find the Datasets page in your left-hand menu.

If you do not see Datasets in your navigation menu, you do not have the appropriate permissions to access them. Contact your platform administrator.

Click + Dataset

This creates your new dataset.

Name and Describe your Dataset

Give it a clear, descriptive name like "All Schools." In the description, specify what this dataset will include (e.g. school names and grades, contact information for principals and administrative assistants, reservable areas, etc.) and which forms may reference it. This helps others with access to datasets understand how it is used across Droplet.

Press Create
Droplet will automatically create a draft version of your dataset, ready for data entry!

Adding Data to Your Draft Dataset

With your Dataset set up, it’s time to fill it in with details about each school. Add new data by pressing + Add. Choose the data type. Then add the value and label, if necessary.

There's a really helpful article about Types of Data right here. It's worth reading!

Saving and Publishing

Once your updates are complete, it’s time to save and publish:

Save your Work
Click the Save button in the top-right corner as often as you need.

Publish the Draft
When ready, hit the blue Publish button. Once published, this version of the Dataset is locked. If further changes are needed, create a new draft.

Now, your dataset is ready to be connected to forms!

Pro Tip!
If your forms don’t specify a particular Dataset version to use, they’ll automatically reference the latest published version.

Updating an Existing Dataset

As changes occur — new principals are appointed, contact information updates, or new areas become available for reservation — here’s how you keep your Dataset current:

Open the Dataset Builder
From the Datasets page, click Edit on a dataset you need to update.

Create a New Draft
Next to the Dataset name, you'll see the version number or the most recent draft. Click it and select + New Draft to start your updates.

Edit Data
Modify values as needed. Save as you go and publish when you're ready!

Visual Editor vs. Code Editor

Like with forms, Droplet offers two ways to manage your Datasets:

Visual Editor
Ideal for most users, allowing you to easily add and edit pieces of data.

Code Editor
For those who prefer working directly with the data’s raw format, the Code Editor shows the Dataset in detail, making it easy to ensure consistency, especially when using Object data types.

If you feel comfortable using the Code Editor to make your changes, you can use the Code Editor instead of the Visual Editor. If any errors are created while working in the Code Editor, the error message(s) will display to the right. Any errors must be corrected before toggling to the Visual Editor.

Use the toggle in the upper-right corner to switch between the Visual Editor and the Code Editor: