There are times when you may need to change the field type on an existing Apricot form - for example, converting a text box to a dropdown to standardize data entry. However, it's important to note that fields cannot be directly converted from one type to another.
Instead, the process involves adding a new field of the desired type and then migrating the existing data over to the new field using the Import Tool. To learn more about the Import Tool, click here. By following this process, you can seamlessly transition to a new field type while preserving your data.
Consider the following before you replace a field with a different field type:
Any reports or filters that reference the original field will need to be updated to the new field.
New option fields must match the values present in the original option field exactly, including formatting.
Changing a multi-select checkbox field to a single-select dropdown will require extra data cleanup, as the multiple selections will need to be separated.
Follow the steps listed below to learn how to import existing form data into a new field type.
Step 1: Add the new field to the form
In the Form Designer, locate the field you want to replace and add a new field of the desired type next to it.
To ensure the options match exactly for a new option field, open the original field's properties and click "Bulk Entry" to copy the text.
Next, open the new field's properties and click "Bulk Entry" again to paste the text into the the text box. Select "Save Options" to populate the Field Choices section, then click "Apply" to save your changes.
Publish the form once you've finished setting up the new field.
Step 2: Create and export a report
Using Apricot's Native Reporting tool, we'll build a report based solely on the form you edited in Step 1. To learn more about native reports, click here.
The report should include only the Record ID from the System Fields category and the original form field you're replacing.
Select "Publish Report" from the Report Actions palette, then run the report.
In the "Run" version of the report, select "Export" from the Report Actions palette.
The Export Configuration pop-up window will appear. All selections here can remain the same; click "Export" to download a file with the data you'll migrate into the new field.
Step 3: Prepare for import
In the Administrator tab of Apricot, expand the Record Manager category of the navigation bar and select "Imports". Next, select "Prepare For Import" from the Import Actions palette.
The following page will have you select the name of the form your fields are in from the dropdown. Be sure to select "Update Existing" under Record Action.
In the Column Selection section, unselect every checkbox except for the new field you're migrating data to and the Record ID field.
Important: Including any other field in the CSV will overwrite any previously saved data with blank values when importing.
Then, select "Download CSV File" from the Import Actions palette to download your import template.
Open both the exported Excel file you downloaded in Step 2 and the CSV file you most recently downloaded. Copy the Record ID and original field values from the Excel file and paste them into the appropriate columns of the CSV file.
Note: We recommend for larger imports to update a handful of records first as a "trial run" before importing the rest of the data.
Note: If the original field contained options you want to change for the new field (ex. changing "Option A" to "Option 1"), you could use Excel's Find and Replace feature to replace all instances of the old values to the desired values within the CSV file.
Save the CSV file that now contains the data for the new field.
Step 4: Import the CSV file
Navigate back to the Imports page in Apricot and select "Upload File" in the Import Actions palette.
Click the "Choose File" button, then select the CSV file you pasted the field values into. Next, select "Upload" from the Import Actions palette.
You can either select "Assign Access" in the Import Actions palette to start the step-by-step import process or click "Run All" to let Apricot process all the steps quickly.
Step 5: Verify the records
Navigate to any record of the form to confirm that the new field is no longer blank and contains a matching value to the original field. You could also build another report to compare the values of the new field with the original field.
Once you've confirmed the import migrated data into the new field successfully, you can edit the form in the Form Designer and deactivate the original field.
Note: You can undo the import if necessary by opening it from the Imports page and clicking "Revert" from the Import Actions palette.
