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The Download Packet feature allows System Administrators to efficiently search for and download onboarding packets for multiple new hire New Hire invitations in a single request. Administrators can use search filters to refine their selection of new hire New Hire invitations, and then proceed to request the download of packets for multiple invitations simultaneously. Upon initiating the download packet request, a background process will run, seamlessly generating generates the packets for the selected invitations, put together in the form of a bundling them into a single zip file. This zip file, containing the packets will be available as a link for download for 1 day (24 hours) from the instance it was generated. , is made available via a download link, which remains active for 24 hours. After this period, the link will be disabled expires, and the packet will not be available for downloadis no longer accessible. However, details of the request details are still retained for audit purposes. Further sections will provide detailed explanation on how to generate and download the a step-by-step guide on generating and downloading invitation packets.
Who can access the Packet Download feature?
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| Field | Field Description |
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| Last Name |
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| First Name |
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| Start Date |
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| Hire Date |
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| Business Process Status |
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| Company |
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| Business Unit |
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| Department |
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| Location |
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| Job Code |
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This link allows you to view the details of all the packet requests made.
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Upon initiating the download packet request, the system will create a zip file containing the selected invitations and a summary invitation list of your request. This zip file containing the packets will be available as a link for download for 1 day (24 hours) on the Process Packet Requests page from the instance it was generated.
During processing, a "Refresh" button will be displayed on the page which can be used to view the updated status.
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Once the packet is ready, the "Download Packet" link will become available. By clicking on this link the user can download the packets generated for the selected invitations.
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The link "Request Log" will display the message log of the corresponding request.
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If no requests exist for packet downloads, accessing this link will display the following message. By clicking on the "Return" button, you can navigate back to the Packet Download page.
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Following 24 hours from the generation of the packet, the download link will be deactivated, and you will no longer be able to access the file for download. However. , the logs for all the requests are still retained for audit purposes.
A sample snippet with download link disabled is given below.
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Search results
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| Field | Field Description |
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| Invitation ID | Distinct ID generated for the New Hire's invitation |
| Name | New Hire's name |
| Start Date | New Hire's employment start date specified on the invitation |
| Hire Date | New Hire's hire date specified on Section 2 of the Form I-9 |
| Invitation Status |
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| Company | Company to which the New Hire is associated |
| Business Unit | Business Unit to which the New Hire is associated |
| Department | Department to which the New Hire is associated |
| Location | New Hire's job location |
| Job Code | New Hire's job code |
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By default, only the first 300 rows are presented in the search results with the most recent invitation ID on the top. If there is a need to access the earlier invitations, you may have to use the search fields to confine the search results to specifically get those transactions or use the navigation options (First, Previous, Next, Last) to navigate through pages.
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Furthermore, the number of rows displayed per page in the search results can be adjusted to 100 by clicking on the "View 100" link located next to the navigation options.
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Generate Packets
This feature allows you to generate and download packets for the selected invitations. To utilize this option, you need to select at least one invitation from the search results.
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Instead of selecting each row individually, you can use the "Select All" button to select the top 300 rows at a time from the list. Conversely, the "Deselect All" button clears any previous selections made, providing a quick way to start over or remove all selections at once. These These buttons are especially useful when handling bulk invitation data.
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When "Select All" is used, a note will appear all invitations in the search results are selected, and a message appears at the bottom stating that it will always select indicating that only the top 300 rows . If will be selected. This message will not appear when "Deselect All" is used, this note will disappear.
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How to generate and download packets for invitations?
Select the invitations from the search results for which you want to generate and download the packets, then click on the "Generate Packets" button located at the bottom of the page.
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Please note that the packets will be generated only for the selected invitations from the list. If "Generate Packets" is clicked without selecting any invitation, the following error message will be displayed on the page.
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Upon initiating the download packet request, a background process will run to create a zip file that contains the packets generated packets for the selected invitations.
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The following message will be displayed when the process request is submitted. Click "Close" button on this message to return to the previous page.
Please note that the processing time reflecting on the message may vary depending on the number of packets requested for download. You can leave this page and return later to download the packets.
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At the bottom of the page, a grid will be displayed with the request details. Initially, you will notice the request status as "Queued". To view the updated status, you need to click on the "Refresh" button.
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If there is a need for another packet download, please wait until the current process goes to success. If another request is made when the prior request is running, the following error will be displayed on the page.
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While the process is running in the background, you may observe the request status displayed as "Processing". Continue clicking on the "Refresh" button to view status update.
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Once the request is completed, you will notice the request status updated to "Success", indicating the packet is successfully generated and readily available for download. Click on the "View Packet Request" link to access the secondary page where the request details along with download links for the packets are listed.
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This packet will be available as a link for download for 1 day (24 hours) on the Process Requests page from the instance it was generated. To download the requested packet, click on the "Download Packet" on the latest row. After 24 hours from the generation of the packet, the download link will be deactivated, and you will no longer be able to access the file for download. However. the logs for all the requests are still retained for audit purposes.
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This action will download the packet for the selected invitations as a zip file to your local computer. Inside the zip file, you'll find separate folders for each invitation, and an Excel file containing a summary of invitation lists of your request.
If the packet is not available for the selected invitation, such as when a process is initiated or an additional I-9 process is terminated, the corresponding folder will not appear in the zip file. A note will be included in the invitation details Excel file, indicating the absence of the packet for those specific invitations. For more details on the contents of the downloaded packet, please refer to the next section.
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Note: If any error is encountered or the request status goes to "No Success" please reach out to Smart ERP team via support desk.
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To identify invitations for which packets were not generated, open the Excel file and view the details. Invitations with no packets available, will be indicated with a note in the Excel file.
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