Administrators can create permission sets to manage user access to Forms and other Apricot features. User Record Level Access, or User RLA, is an additional restriction that allows users to only see records that have been created by or assigned to themselves and not other users in your organization.

For example, applying User RLA to the Participant Profile Tier 1 form restricts a user’s ability to view Tier 1 records for that form, or your participants, unless they added the participant record to Apricot or the record is assigned to them. This prevents users from viewing information outside of their own record assignments.

User RLA is enabled within permission sets. Select 'Sites & Programs' under Access Control in the Apricot navigation bar, open the program and permission set you wish to apply this setting to, then in the Forms tab check the 'Apply User RLA' box for each form that should be restricted by record assignment. Save the permission set to confirm your changes.

Once User RLA is enabled for a permission set, users assigned to the permission will be unable to search for or view any records in Apricot unless they added the record themselves or are selected as the 'Owner' in the individual record's 'Program Access' setting.

Review the following articles to learn how to enable User RLA and ensure users are assigned to the appropriate records.

User RLA is a standard feature in Apricot for organizations using Legacy Permissions, but it does need to be enabled within your site. In the Administrator view, expand the Workflow Station category in the navigation bar and select Apricot Settings. Check the box for ‘Record Level Access – User’ within the A La Carte Features section, then click Save Settings in the action palette.