Records are the building blocks that store all your organization's critical information - from client profiles to service logs to event registrations. Apricot provides several ways to efficiently search for and access records in your database, empowering you and your team to work more efficiently and surface the insights that drive your organization forward.
Follow the steps listed below to learn how to effectively search for records in Apricot.
Step 1: Select a form
In the "My Apricot" tab, expand the "Search Records" category of the navigation bar to view a list of published Tier 1 form names in your database. Click on one of the form names to go to its Record Search page.
Note: It is not possible to search across all records of every form in Apricot.
Step 2: View all records
On the Record Search page, click "Browse All" to view a list of every record that's been created for the form.
If your search returns more than 20 results, scroll to the bottom of the page and click on the "Next 20" link to view additional records.
The field names in the column headers can also be clicked to sort the records in ascending or descending order based on the values in that field.
If you've located the record you want to view, click on any of the gray text in the record's row to go to its Document Folder.
Step 3: Narrow search results with a field
If your initial search returns too many results, you can add a search field to adjust the criteria and narrow down the list.
Select a field name from the "Add Search Field" dropdown; the options available to select here are dependent on whether the field has been set as "Searchable" in its field properties. Enter a partial value in the search field, and Apricot will dynamically update the search results to only display records that meet the current criteria.
Note: When a "%" symbol is typed into a search field, it acts as a wildcard value that can return a wider range of results. In our example, using "%in" as the criteria for the Last Name field returned all records that contained any combination of characters before the string "in". Apricot automatically includes records with any combination of characters after what you type, so the wildcard is only necessary before the partial text.
When using a search field on the Record Search page, some text for the record results may appear as green instead of the default gray. For example, if the Participant Name field is being used as a search field, the values in the Participant Name column will show as green text. Clicking the green text will navigate directly to the Tier 1 record, whereas clicking the gray text will take you to its Document Folder.
You can add as many search fields as you'd like by selecting another field from the dropdown menu.
Note: Search fields with blank values still actively filter the search results. For example, when searching by a Tier 2 field such as Program Enrollment, the search will exclude Tier 1 records that don't have a Tier 2 Program Enrollment record, even if the search field is blank.
Step 4: Clear a search
Search fields are automatically saved with the last values used when you return to the Record Search page for the same form. To remove these saved search results, select "Clear Search History" from the Search Actions palette.
