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Populate dropdowns, radio buttons, and checkboxes with dynamic lists, like locations, departments, or job titles
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Assign approvers based on specific criteria like location or department
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Ensure consistent use of data across all forms, keeping information current and accurate
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Populate dropdowns with location names directly from a locations dataset. You can then assign the appropriate reviewers at those locations, too.
Use a dataset to connect general information about employees, like their name, email address, work location, and supervisor contact information.
Use datasets to match salary information with specific job categories and steps
List your organization's budget codes in a dataset to ensure that submitters or approvers are connecting submissions with the right line item
Datasets in Droplet are collections of data that you can use to fill in form fields, automate workflows, and more. There are two types:
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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.
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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.
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.
Instead of updating the same information across multiple forms, you update the global dataset once, and all linked forms reflect the changes.
Global datasets can be edited using Droplet’s visual editors, making them more user-friendly compared to local datasets, which require code editing.
Datasets offer convenience and interconnectedness for data used by your forms and workflows.
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!
For example, a Salary Schedules Dataset can be referenced to find the annual salary and, later on, route to the correct HR representative.
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!
Read more about the types of data you can use within a dataset.
Read more about creating a fresh dataset and then connecting it to an existing form.
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.
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