The Apricot Report Builder can generate data sets to be manipulated in Excel or another database program then re-entered into the your Apricot database. These reports used in conjunction with Apricot's Import Tool can correct data collection errors or update records after available program options are changed.
Follow the steps listed below to learn how to create a report for upload through the Import Tool.
Step 1: Locate Record IDs
Each time a user creates a new record in Apricot, a unique number called a Record ID is automatically generated to identify it. Each form used to collect data has a Record ID field by default that cannot be deleted, and no record across your entire database has the same Record ID, making it the best field to use in your report to ensure there are no duplicate records or mismatched data when updating existing records in your database.
In the Report Builder, the Record ID for any form is found by default within the System Fields section of the form in the Field Choices palette. Drag and drop this field into your report section to show Record IDs for every Participant Profile record created in your database.
Step 2: Add identifying fields
The report needs additional information to identify which records need to be updated via data import. If you're updating client or person-based records, it may be useful to pull in name fields next, as well as any fields you want to update for these records.
Step 3: Filter for null values
In our example, we're looking to add responses to the 'Monthly Income (at Intake)' field for participants who don't currently have this information entered in their Participant Profile. To single out records with a null value in a field, click the + icon next to Filters and use the dropdown fields to create a rule that states "[Field] Is Empty".
Now the report only lists records that have an empty or null value for the selected field.
Step 4: Export the report
To pull this information out of Apricot, first select 'Publish Report' from the Report Actions palette to publish and run the report.
The report will open in Run mode and you'll be able to Export the report from the Report Actions palette here. Review the configuration options then click Export at the bottom of the pop-up window.
The report will download to your computer according to your internet browser settings.
Step 5: Update the Excel file
Find the report tab in the Excel file and enter the appropriate values in the column you're updating.
Finally, download the updated Excel file and use the Import Tool to upload the data back into Apricot. To learn more about data imports, click here.
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