Record navigation in Apricot requires that a user have access to a Tier 1 record to be able to access an associated Tier 2 record. As a result, the Tier 1 and Tier 2 records must have the same program assignments for users within those programs to be able to access both.

When a user assigns a new program to a Tier 2 record, Apricot will automatically assign its associated Tier 1 record to the same program if it wasn’t already assigned. This is referred to as ‘Program Roll Up’. Any users that should have access to view the Tier 2 record should also have access to view the Tier 1 record.

If the Tier 1 record is not already assigned to the program, the following message will display in the ‘Assign Programs’ pop-up window when editing the Tier 2 record’s Program Access: "The Tier 1 record(s) will also be added to this program."

Note: The below screenshots display a 'Case Manager' section that is available for organizations on Role-Based Permissions utilizing Caseloads. Organizations utilizing User Record Level Access (User RLA) on Legacy Permissions will instead find an 'Owner' dropdown field in this pop-up window.

When removing an assigned program from a Tier 1 record, Apricot will automatically remove the program from all Tier 2 records that were also assigned to the same program. This is called ‘Program Roll Down’. Once again, Tier 2 records cannot be assigned to a program that is not assigned to the Tier 1 record, as users must be able to access both.

If there are Tier 2 records assigned to a program you’re removing from the Tier 1 record, the following message will display when editing the Tier 1 record’s Program Access: “_ (number of) Tier 2 record(s) will also be removed from this program.”