What are Droplet Datasets?

Modified on Wed, 28 Aug at 7:40 AM

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

Droplet Datasets are powerful tools for storing information used across your forms. They can hold lists of locations, administrators, budget codes, or any other data your forms reference. When this information changes, simply update the dataset to ensure all your forms have the latest details.

Key Uses of Datasets

To Populate a List of Options
Populate dropdowns, radio buttons, and checkboxes with dynamic lists, like locations, departments, or job titles

For Workflow Routing
Assign approvers based on specific criteria like location or department

To Keep Data Consistent
Ensure consistent use of data across all forms, keeping information current and accurate

Common Examples

Locations (Schools, Departments, etc.)
Populate dropdowns with location names directly from a locations dataset. You can then assign the appropriate reviewers at those locations, too.

Employees
Use a dataset to connect general information about employees, like their name, email address, work location, and supervisor contact information.

Salary Schedules
Use datasets to match salary information with specific job categories and steps

Budget Codes
List your organization's budget codes in a dataset to ensure that submitters or approvers are connecting submissions with the right line item

Global vs. Local

Datasets in Droplet are collections of data that you can use to fill in form fields, automate workflows, and more. There are two types:

Global Datasets
A Global Dataset is a shared collection of data that can be accessed by multiple forms. It works by centralizing information, allowing any form to pull in data without needing to duplicate it. This is helpful because it ensures consistency and saves time by letting you update the dataset once, automatically reflecting changes across all connected forms.

Recommended

Local Datasets
A Local Dataset is a form-specific collection of data only accessible within that particular form. It works by storing information directly in the form’s code, making it quick to implement. This is helpful when you need data that is unique to one form, ensuring it’s self-contained and easy to manage.

Why are global datasets recommended?

Shared Access
Global datasets can be managed separately from the forms that use them. This means someone can update the dataset (like a list of principals) without needing editing access to the form itself.

Efficiency
Instead of updating the same information across multiple forms, you update the global dataset once, and all linked forms reflect the changes.

Visual Editing
Global datasets can be edited using Droplet’s visual editors, making them more user-friendly compared to local datasets, which require code editing.

The Real Magic of Datasets

Datasets offer convenience and interconnectedness for data used by your forms and workflows.

Datasets can be used across multiple forms
For instance, a Locations Dataset can be referenced by all forms in your organization. When you add, change, or remove a location, those updates instantly apply to every form using that dataset!

Datasets can be referenced throughout all steps of a form submission
For example, a Salary Schedules Dataset can be referenced to find the annual salary and, later on, route to the correct HR representative.

Multiple Datasets can be used in one form
A form can connect with any number of datasets. So, imagine linking an employee's ID number with their salary and which budget code is used!

Types of Data

Read more about the types of data you can use within a dataset.

Creating and Connecting a Dataset

Read more about creating a fresh dataset and then connecting it to an existing form.

Managing Datasets

Access to manage datasets should be limited to users who require it to prevent unauthorized changes. Regular updates to datasets ensure they remain current and accurate for all forms that reference them.

If you don’t see the Datasets tab in your menu and are approved to make edits, reach out to your Platform Administrator or our support team for assistance. Keeping datasets up-to-date is crucial for maintaining the integrity and reliability of your forms.