Administrators can use Role permissions to enable record level access for Forms configured for Caseloads. This means that for selected forms, users would only be able to see records for participants in their own Caseload.

Follow the steps listed below to learn how to set the Caseload permission for a Role.

In the Administrator view of Apricot, expand the Access Control Category and select Users.

On the left-hand side of the console, select Roles. Then, click the pencil icon next to the Role you want to only be able to access their own Caseload data in Apricot.

In the Permissions section, find a Form that has been set up for Caseloads. Check the Caseload box for that form.

A pop-up message will display; select Confirm to continue.

Note: When assigning participants to other users’ caseloads, a standard user can only manage the records they themselves can see. If a user is assigned to a role with the Caseload permission turned on, they won't be able to assign any participants to other users unless they themselves have those records in their Caseload.

Click Update at the bottom of the Roles page, then select Save to confirm your changes.

In the Assigned Users tab, search for existing users within your programs that should be assigned to your updated role. You may also click the ‘+’ icon to add a user to the program.