An Administrator or standard user with the ‘Manage Bulk Assignments’ Advanced Access role can assign or adjust program access to many existing records at once.

Follow the steps listed below to learn how to manage records’ program access through bulk assignments.

In the My Apricot view, click the Search Records category on the navigation bar and select the appropriate form.

Note: To adjust access for Tier 2 records, select the Tier 1 form associated with it here.

Expand the ‘Add Search Field’ dropdown field to select criteria and filter your search results. The next step will affect all records currently displayed in your search results, so be sure the only records included are the ones you want to adjust program assignments for.

Note: To adjust access for Tier 2 records, select a search field indented under the name of the Tier 2 form here.

Once you’re positive that every record matching your search criteria should be included in your bulk program assignment, select ‘Program Access’ in the Search Actions palette.

The ‘Assign Programs’ pop-up window will display.

Note: If you used a Tier 2 form field as your search criteria, you’ll find a Form dropdown in this pop-up. Select the Tier 2 form you’re adjusting record program assignments for here.

Note: If your organization uses Caseloads, you can also assign or remove Case Managers from all records within this pop-up by selecting a staff member from the dropdown and clicking ‘Add Case Manager’ or ‘Remove Case Manager’. Otherwise, you can ignore this section when assigning programs.

You can select an option from the Available Programs box then click ‘Add >’ to assign the program to all records, or you can select an option from the Assigned Programs box then click ‘< Remove’ to unassign the program from all records.

Click Apply once you’ve assigned the correct programs. You’ll receive a confirmation message at the top of the page and a notification that all changes may need some time to be updated.