The linking function in Apricot allows you to create connections between records in your database. This is particularly useful when you need to associate data from one form with data from another form. Linking fields also allow administrators to pull fields from the linked forms into the same section of a native report, which is otherwise impossible for unrelated forms.
Linking is recommended anytime you need to establish a relationship between two Tier 1 forms, a Tier 1 form and a Tier 2 form housed under a different Tier 1 form, or two Tier 2 forms housed under different Tier 1 forms. This could include scenarios like:
Connecting client profiles to the services they've received
Linking event registrations to the attendees
Relating household information to individual family members
Follow the steps listed below to learn how to add a linking field to a form and establish a relationship between data entered in two or more forms.
Note: The more linking fields added to a single form, the more likely users will experience performance issues when interacting with the form. The limit for a single form is 100 linking fields.
Base Links
In this Client form, we are linking to "Referrals" and "Classes." The form that is being linked from or where the link is being created is called the "base form."
The form that is being linked to is called the "target form."
Adding a Link to a Form
To add a link to a form, open the appropriate form in Form Designer, expand the "Linking" section in the "Field Choices" palette.
Drag the link field into the section where you would like it to appear.
This field must be configured before your form can be published and the changes can be made available to users.
Configuring a Link Field
Select which form you would like your current form to link to. This drop down menu will give you a list of all existing active forms in your Apricot.
Choose how many records of this (base) form can be connected to how many records of the other (target) form. This will restrict how many links can be created between the two forms.
If one event can be attended by many donors, select "1" in the first dropdown and "Many" in the second.
If one event can be attended by one donor, select "1" in both.
If many events can be attended by only one donor, select "Many" in the first and "1" in the second.
If many events can be attended by many donors, select "Many" in both.
3. "Number of Links Per Page" restricts the number of links that will appear on the record. If you think there will be a lot of links and that the list may take up a lot of room, you can select a small number here. Users will be able to scroll through a link screen to see additional links.
4. You can choose to include Associated Records and Descriptions on the record next to the linking field.
5. When you are finished configuring the link field, select Apply. Then publish your form to commit your changes and allow users access.
Configuring a Link Field on a Target Form
When a link has been added to a base form (where it will be linking from), it also automatically appears on the target form that it will be linking to.
To see the configuration details on the target form, open the form for editing in Form Designer and click the gear box on the link field. It will mostly likely be called "Link Instructions" until you edit the name.
You cannot change the "Linked To" details, but you can select the number of links to show and if you want to show associated records.
Creating a Link on a Record
1. To connect this record to another with a link, click the Add button. This will open a search window showing all possible records.
2. If you would like to filter your results, or if the record you wish to link is not visible on the first page, you may expand the black arrow to add a search field of your choice. You may then use this search field to filter the available records.
3. Choose the record you would like to link. This will immediately create a link to that record. Note: Using the Link All button will link all of the records currently in your search. If Link All adds more links than the field allows (see Configuring a Link Field above) then none of the links will be saved with the record.
4. Clicking the "create new" button will open a new, blank record to be filled out. When you create a new record through this link window, a link will be automatically created when you fill out and save the new record.
After you have selected records to link and have saved your record, the links will appear as active links.
Clicking the green text will take you to the linked record.
Please note only the first five (5) quick view fields on a form will display on the linking field along with the Link Description if configured in the linking field properties.
Removing Links from a Record
If a link has been added in error or needs to be removed, it can be deactivated or deleted.
Deactivating a Link on a Record
You can deactivate links on a record, which will retain the history of that link existing. You can view deactivated links on a record by unchecking the box next to 'Hide Deactivated Links.'
To do this, uncheck the box under "Active" and save the record.
Deleting a Link on a Record
Deleting a link will permanently remove it from the record.
1. Uncheck the box "Hide Deactivated Links." Your deactivated link will appear. If link was not deactivated, move on to step 2.
2. Select the trashcan icon.
3. Confirm your deletion.
Once a link has been deactivated and/or deleted, it can be re-added if necessary.