The Download Packet feature allows System Administrators to efficiently search for and download onboarding packets for multiple new hire invitations in a single request. Administrators can use search filters to refine their selection of 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 the packets for the selected invitations, put together in the form of a 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. After this period, the link will be disabled and the packet will not be available for download. However the request details are still retained for audit purposes. Further sections will provide detailed explanation on how to generate and download the invitation packets.

Who can access the Packet Download feature?

System Administrators are the only users who have access to the Packet Download feature.

How do you access the Packet Download?

Click on the menu icon and scroll down to the "Packet Download" link under Reports/Dashboards in the left menu navigation.

What details are included in the Packet Download page?

Packet Download includes the following sections:

When there are many New Hire invitations in the system, you can use search filter options to locate a set 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.

The details of the fields and their behavior are provided below:

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 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
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
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
Department	Filter by New Hire's Department Selecting "equal to" will search for invitations with the selected Department Clicking on the lookup icon will open the popup page with all Department values
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
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

View Packet Requests

This link allows you to view the details of all the requests made.

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 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.

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.

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, all invitations related to primary and additional I-9 processes matching that criteria will appear in the search results. If no filters are applied during the search, all invitations will be displayed in the console.

The details of the search results include the following fields:

Field	Field Description
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	The status of the New Hire's invitation - Created, Launched, In Progress, Completed & Terminated Note: This is different from Business Process Status which helps you to understand where the New Hires are in their process or if any actions are taken to resolve the issues associated with the New Hire's process.
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

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.

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 buttons are especially useful when handling bulk invitation data.

When "Select All" is used, a note will appear at the bottom stating that it will always select the top 300 rows. If "Deselect All" is used, this note will disappear.

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 generated packets for the selected invitations.

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.

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.

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.

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.

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.

Note: If any error is encountered or the request status goes to "No Success" please reach out to Smart ERP team via support desk.

What are included in the zip file of the downloaded packet?

The downloaded packet includes the following:

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

Invitations 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 with no packets available, will be indicated with a note in the Excel file.

Packet Download