Apricot forms can exist in several different states, each with its own implications for how users can interact with them:
Published: This is the active, live version of the form that users can access to create new records. Published forms are listed under "Search Records" on the navigation bar of the "My Apricot" tab.
Modified: Once a published form is edited in the Form Designer, it enters a "modified" state. However, the changes are not pushed live to users until the form is re-published.
Unpublished: Any form that has been created but not published from the Form Actions palette is considered "unpublished" and hidden from users.
Inactive: Forms can be deactivated and made "inactive". Inactive forms are completely removed from users' view, though existing data is still preserved in the database.
Follow the steps listed below to learn how to view what state a form is in and make a form inactive.
Note: If you still need to pull the form's data for reports, you can edit the form's properties to "Hide from navigation menu" or "Hide from Document Folder" instead of deactivating the entire form.
Step 1: Navigate to the Standard Forms page
In the Administrator tab of Apricot, expand the Form Designer category of the navigation bar and select "Standard Forms".
The Form List Filters to the right of the page allow you to view all forms of a particular state. You can also check the "Show/Hide Inactive Forms" box to display inactive or previously deactivated forms.
Step 2: Open the form in the Form Designer
Hover over the Actions menu next to the form you want to deactivate, then click "Edit" to view the form in Edit mode.
Step 3: Deactivate the form
To remove access to this form and make it unavailable for data entry or reporting, select "Deactivate Form" from the Form Actions palette.
A pop-up message will appear at the top of the page for you to confirm this action, then you'll be redirected to the Standard Forms page.
Step 4 (optional): Reactivate a form
You can reactivate a form to make it visible to user and reports again at any time. Check the "Show/Hide Inactive Forms" box to display inactive or previously deactivated forms. Then, hover over the Actions menu next to the inactive form you want to reactivate and click "Edit".
Finally, select "Reactivate Form" in the Form Actions palette to confirm the action.
