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 on the secondary page 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 the audit purposepurposes. 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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When there are many New Hire invitations in the system, you can use search filter options to quickly locate a particular invitationset of invitations matching to a search criteria. Adjacent to the field, you can adjust the search option to specify your preferred filter for obtaining results.

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Field	Field Description
Last Name	Filter by New Hire's last name Selecting "begins with" will look for last names that begin with the letter(s) that you enter Selecting "contains" will search for last names that has the letter(s) that you enter Selecting "equal to" will search for last names that is exactly what you type in
First Name	Filter by New Hire's first name Selecting "begins with" will search for first names beginning with the letter(s) that you enter Selecting "contains" will search for first names that has the letter(s) that you enter Selecting "equal to" will search for first name names that is exactly what you type in
Start Date	Filter by the New Hire invitation's start date or revised start date Selecting "equal to" will search for New Hires who started on that specific date Selecting "between" will generate two additional search boxes to input starting and ending dates  will search for New Hire invitations with a start date falling between the specified dates
Hire Date	Filter by the hire date recorded in Section 2 Selecting "equal to" will search for invitations with a hire date of that specific date Selecting "between" will generate two additional search boxes to input starting and ending dates  Will search for transactions with Section 2 hire date falling between the specified dates
Business Process Status	Filter by status where the New Hires are in their process Selecting "equal to." will search for invitations with the selected process status   Image Added
Company	Filter by New Hire's Company Selecting "equal to." will search for invitations with the selected Company  Clicking on the lookup icon will open the popup page with all Company values Image RemovedImage Added
Business Unit	Filter by New Hire's Business Unit Selecting "equal to." will search for invitations with the selected Business Unit  Clicking on the lookup icon will open the popup page with all Business Unit values Image RemovedImage Added
Department	Filter by New Hire's Department Selecting "equal to . " will search for invitations with the selected Department  Image Modified Clicking on the lookup icon will open the popup page with all Department values Image Modified Image Removed Image Added
Location	Filter by New Hire's Location Selecting "equal to." will search for invitations with the selected Location  Clicking on the lookup icon will open the popup page with all Location values Image RemovedImage Added
Job Code	Filter by New Hire's Job Code Selecting "equal to." will search for invitations with the selected Job Code  Clicking on the lookup icon will open the popup page with all Job Code values Image RemovedImage Added

View Packet Requests

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 on the secondary page for 1 day (24 hours) on the Packet Requests page from the instance it was generated. After this period, the link for the corresponding request will be disabled. By clicking on  

During processing, a "Refresh" button will be displayed on the page which can be used to view the updated status. 

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.

The link "Request Log" will display the message log of the corresponding request.

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.

Search results

Based on the search criteria selected in the search filter, the invitation details corresponding to all invitations related to primary and additional I-9 processes matching that criteria will display appear in the search results. If search is done without applying any filters If no filters are applied during the search, all invitations will be displayed in the console.

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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.

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.

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.

When "Select All" is used, all invitations in the search results are selected, and a message appears at the bottom indicating that only the top 300 rows will be selected. This message will not appear when "Deselect All" is used.

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. 

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.

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.  

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.

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.

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.  

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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.

This action will download the packet for the selected invitations as a zip file to your local computer. The  Inside the zip file comprises individual , you'll find separate folders for each invitation, accompanied by and an Excel (.csv) file containing the selected invitations detailsfile containing a summary of invitation lists of your request.

If the packet is not available for a the selected invitation, such as when a process is initiated or an additional I-9 process is terminated, the corresponding folder will not be visible appear in the zip file. A note indicating the absence of the packet will be added to included in the invitation details Excel file, indicating the absence of the packet for those specific invitations without available packets. For more details on the contents of the downloaded packet, please refer to the next section.

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The packet must be downloaded within 24 hours of its generation. After this time period, the link will be deactivated, and you will no longer be able to access the file for download. A sample snippet with download link disabled is given below:

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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1. Individual folders for each selected invitation. 
2. An Excel (.csv) file containing the details of the selected invitations.

Invitations without available packets will be noted with no packets available such as when a process is initiated or an additional I-9 process is terminated, will be indicated in the Excel file, and their respective folders will not be included in the download.

In this example, a request is submitted to download packets for seven invitations. Following a successful execution of the request and the subsequent download of the packets, only six invitation folders are visible in the downloaded zip file. Since the packets are named with their respective invitation IDs, you can readily identify which invitations have had their packets generated.

By clicking on the individual invitation folders, you can view the downloaded signed forms and attachments (if any) of that particular invitation process. 

To identify invitations for which packets were not generated, open the Excel file and view the details. Invitations without with no packets available packets , will be indicated with a note in the Excel file.