As your organization collects more and more data in Apricot, you may want to consider archiving certain records. Archiving allows you to preserve historical information while keeping your active database clean and organized.
There are a few reasons why you may want to archive records in Apricot:
Reduce clutter and make it easier to find and work with your current client and program data.
Retain historical client information for compliance, reporting, or other purposes.
Improve system performance for users who need to search, filter, or generate reports.
Archived records can be accessed and restored if needed, but they are no longer editable or included in search results or reports.
Follow the steps listed below to learn how to archive Tier 1 or Tier 2 records.
Notes:
Records that have been archived in error can be restored by an Administrator or permanently deleted if necessary.
Only Administrators may archive Tier 1 records. When archiving a Tier 1 record, all of its associated Tier 2 records are archived along with it.
Step 1: Locate a Tier 1 record
In the "My Apricot" tab, expand the Search Records category of the navigation bar and select a form name.
Scroll to find the Tier 1 record you want to archive. You can also use the "Add Search Field" dropdown to narrow your search results and click on the green text to navigate directly to the Tier 1 record.
Step 2: Archive the Tier 1 record
With the Tier 1 record open, select "Archive Record" from the Record Options palette. A pop-up will appear for you to click "Confirm". This will successfully archive the record.
Step 3: Locate a Tier 2 record
This step is similar to Step 1, but instead of clicking the green text within a Tier 1 record row on the Record Search page, you can click the gray text to navigate to the Document Folder.
In the Document Folder tab, expand the "+" icon next to a Tier 2 form to see its available records. Click on the Tier 2 record to open it.
Step 4: Archive the Tier 2 record
With the Tier 2 record open, select "Archive Record" from the Record Options palette and click "Confirm" in the pop-up to successfully archive the Tier 2 record.
