In Apricot, a "form" is the template used to collect data on the services and activities your organization provides. It contains the fields and structure that users will fill out to create a "record". Each record saves data into your database and represents a unique instance, such as a client, service, event, or other entity.
There are two main record types - Tier 1 and Tier 2. Tier 1 records typically contain data that is not expected to change over time or only needs to be kept up to date. Tier 2 records are child records that live under a Tier 1 record. They contain data that's likely to change often for individuals and show snapshots of a situation that may occur several times over the course of their participation in your programs.
Follow the steps listed below to learn how to create a Tier 1 and Tier 2 record for your organization.
Step 1: Select a Tier 1 form
In the "My Apricot" tab, click on the Search Records category to view a list of all the published Tier 1 forms available to you. Then, click on the name of a form to access existing records that have been filled out for that Tier 1 form.
Step 2: Create a new Tier 1 record
From the Record Search page, select "+ New [Tier 1 Form Name]" from the Search Actions palette.
This will bring you to a blank record of the Tier 1 form for you to fill out each field with new data. The "Record Save Checklist" to the right of the page displays which fields must be completed before you can save the record.
Once the form is filled out, select "Save Record" from the Record Options palette to submit the data in Apricot. A confirmation message will pop-up at the top of the screen. From here, you can select any of the following options:
"Continue" keeps you on the same page with the Tier 1 record.
"View Folder" navigates to the Document Folder of the record you just submitted.
"Go To Search" returns to the Record Search screen for the Tier 1 form.
Step 3 (optional): View additional record options
If you click "Continue" on the Record Saved pop-up message, the Record Options palette offers new ways to interact with the same record:
Save Record: Saves any changes or new information that has been entered into the record.
Print Mode: Displays a menu to choose where to print the record. Some browsers (ex. Chrome) allow you to "Save as PDF" as well.
Copy Record: Creates a duplicate of the record that saves all data entered in the record except for values in Duplicate Check fields (ex. Name, Date of Birth)
Archive Record: Moves a record from the Document Folder to the Archived Records page. Archived records cannot be reported on but can be restored by an Administrator. Only Administrators can Archive Tier 1 records and manage users' access to archive Tier 2 records.
View History: Displays the Record History menu, showing when and what changes have been made to the record. This must be enabled by an Administrator.
New [Form Name]: Opens a new, blank record to fill out.
View Folder: Navigates to the Document Folder to view all records that have been filled out for the Tier 1 record.
Go to Search: Returns to the Record Search page to search for and open a different record.
Note: If any of these options are unavailable in the Record Options palette, check with your Administrator to confirm whether they've disabled it.
Step 4: Create a new Tier 2 record
To submit a Tier 2 record, you'll first need to navigate to the Tier 1 record's Document Folder. There are a couple ways to do this:
Select the Tier 1 form in the "Search Records" category of the navigation bar, then click the Tier 1 record from the Record Search page.
Select "View Folder" at the top of the page or in the Record Options palette after saving a Tier 1 record.
The Document Folder displays available Tier 2 forms and records for this particular Tier 1 record. To create a new Tier 2 record, click the "Create +" button at the top of the page and select the Tier 2 form from the pop-up window.
Note: You can also click the paper icon to the right of the Tier 2 name in the "All Documents" section. The search bar helps to narrow your list of forms.
A blank version of the Tier 2 record will display for you to fill out the fields. The "Quick View Information" at the top of the page shows the values entered in the Quick View fields of the Tier 1 record for reference.
Complete the Record Save Checklist, then select "Save Record" from the Record Options palette to submit the Tier 2 record to Apricot. You'll have the same options in the Record Options palette after you save the Tier 2 record as you do a Tier 1 record.
