How do I make a Packet Template?

Modified on Mon, 18 Mar at 2:19 PM

The Packets feature is only available with the Plus Package or as an Add On.

The first step to using the Packets feature on Droplet is to create a Packet Template. This allows you to create a group of forms and add contributors so that the packet is ready to assign as many times as you need to without having to recreate it each time.

This also allows for your administrators to share work if your process allows because packet templates can be set up ahead of time by someone with Packet Template management permissions while someone else can assign the packets to the users who need to complete them. Learn more about how to set this up by reading about user Permissions or submit a support ticket.

How to Create a Packet Template Video

Packet Template Section

You can find the packet management area by navigating to Packets in your left-hand menu. If you don't see Packets listed as an option here, or you don't see the Templates tab referenced below, your account doesn't have permission to manage or create packets and you'll need to contact your Droplet account administrator or submit a support ticket.

From there, you will press the Templates tab.

In this space, you will be able to search for existing templates you've created so you can duplicate, edit, or archive them. You can also create a New Template here by pressing the "+ New Template" button on the right.

Creating a New Packet Template

This will open a new window with a wizard that will walk you through the 6 steps of creating a new packet template.

Name and Description

The first step is to name the packet and write a description. Then you can press the blue "Next" button in the bottom left corner and choose which forms you want to be included in this packet.

Add Forms

All forms in your organization will display in the list, including forms that are currently inactive. If a form you would like to add says "Inactive" instead of "Active" on the right, you can reactivate the form before you start this packet or assign it to the person who will be completing it, so you can still select it here.

You may need to use the same form in a particular packet more than once. In this example, the new teacher will need to complete a Verification of Service form for each district they worked in, so I'm able to include it in this packet template multiple times.

You can edit the forms included when you assign the packet to the user so if you have a unique circumstance, you can still use this template but customize it in that specific circumstance. We recommend you build your templates to fit your general or most frequent use cases.

When you have selected the forms you'd like to include, you can press the blue "Next" button in the lower-left corner to move to step 3.

Add Contributors

Packet Contributors are the roles of people who may need to be assigned to the first step of a form inside this packet or be notified about the status of the packet's completion.

When you press "+ Contributor", you will be able to add a title to help you remember why this contributor is interacting with this packet.

Some examples here specific to creating an onboarding packet might be "New Teacher", "Human Resources Specialist", and "Principal".

If you already have people in the Droplet Application who might be the person who interacts with the packet, you can choose them to be recommended to you when you go to start this packet. You can choose as many recommended contributors as you need.

If there aren't going to be people for Droplet to recommend, in the case of the New Teacher, for example, you can leave the Recommended section blank and add the person in when you start the packet later.

Because you are creating a template here, you aren't selecting the actual people to assign this packet to now, you are simply getting an outline ready to make it easier and faster to assign when you start the packet.

The Contributors section is also completely optional and skipping it will allow you to enter the people who will interact with the packet when the packet is assigned.

When you're ready, you can press the blue "Next" button in the lower-left corner to move to step 4.

Select Subject

The subject of your packet will display in the packet title when it goes out to the person assigned to it and throughout your tracking of its progress. This could be useful for organizing packet tracking if you use similar packets for different contributors such as new employees in different job categories who all have onboarding packets to complete.

Any Contributor title you add in step 3 will display here for you to select or you can choose to enter the subject when you assign the packet.

When you have decided on your packet subject, you can press the blue "Next" button in the lower-left corner to move to step 5.

Configure Default Assignments

Step 5 allows you to indicate which of your contributors need to complete the first workflow step in each form in your packet template.

For example, the Contract for Professional Service needs to have information entered by Human Resources before it goes to the employee, so I want the default assignment to be one of the contributors who will be recommended in the Human Resources Specialist title I set up earlier. The rest of the forms in this packet template will start with the new teacher.

These default settings can be changed when you start the packet. At that point, you choose a specific person from the recommendations or by entering a name and email address to assign the first workflow step of each form. Setting defaults now will help speed up that process later.

If you have multiple forms that need to be completed by the same contributor, you can check the boxes next to the form name and set the defaults all at once.

Pressing "Next" will bring you to the last step of the template wizard.

Notifications

If you would like automatic notifications at certain points of this packet's completion, you will need to set up notifications now as part of the Template. You can choose who will receive those notifications when you select the people as part of starting a packet instance later. If you don't want notifications for packet completion, you can skip this section.

You can choose to send notification emails out any time a form is rejected, when all forms are started, or when all forms are completed.

Notifications on individual forms will still go out as they are originally set up. This section is specific to packet notifications.

Completing the Packet Template

When you have completed setting up notifications to your preferences. You can press "Finish Create Packet" to exit the wizard and save your template.

You will now see your packet template on your packet template page! It will also show in the list of packets for anyone who has account permissions to start a packet.