The Document Folder in Apricot is the central location where you can access all the records associated with a specific participant or other entity . This includes the main Tier 1 record, which contains the entity's basic profile information, as well as any Tier 2 records that have been created to track the entity's interactions, activities, and services received.
Sometimes you may need to print out the complete set of records within a client's Document Folder, such as when preparing a case file, compiling information for a review, or creating a physical backup of the digital records.
Follow the steps listed below to learn how to print a Tier 1 record's Document Folder, including options to customize what information is included in the printout.
Step 1: Navigate to the Document Folder
In the "My Apricot" tab, expand the Search Records category of the Navigation bar and select the name of a Tier 1 form. This will open the Record Search page for the form.
Scroll to find the Tier 1 record you want to open (you may also use the "Add Search Field" dropdown to narrow down your results). Then, click on the gray text of the record to open its Document Folder.
Note: Clicking on the green text after adding a search field will open the Tier 1 record itself, not its Document Folder.
Step 2: Click the Print button
Within the Document Folder, you can select the "Overview" tab to view information on the Tier 1 record or the "Document Folder" tab to access all of its associated Tier 2 records. Click the "Print" button at the top-right of the page to view your print options.
Step 3: Select your records
The Print Options window asks you to select how much of the Tier 1 record to print in the first dropdown:
All [Tier 1 Form] Info: Prints out the entire Tier 1 record.
Just [Tier 1 Form] Quickview Info: Only prints Quick View fields.
No [Tier 1 Form] Info: Omits the Tier 1 record from the printout.
Next, each "+" icon next to a Tier 2 form name gives you the choice to print all the Tier 2 records for the form or check the boxes next to the specific records you want to print.
Note: The identifying field for the records listed under the Tier 2 forms correspond with the Record Name Field selected within the Tier 2 form's properties.
Select Print once you've made all your selections to close the Print Options window.
Step 4: Select your print options
Once you've selected your records, the Print Options palette provides additional print settings:
Show Empty Values: Prints fields that have not been completed on the record.
Enable Record Pagebreaks: Prints each record on a separate page.
Enable Section Pagebreaks: Prints each section on a separate page.
Shrink to Fit: Shrinks field width to fit onto a printed page.
Expand All: Expands all sections of a record.
Click "Print" at the bottom of the palette to open your records in print view according to your internet browser protocols.