Note: Please refrain from giving new users access to Apricot by saving their information over old user accounts, as Apricot keeps records of historical information such as who created and edited records even if the user is inactive. Users who no longer need access to Apricot should be marked as inactive, and new users should be added as brand-new user accounts.
Follow the steps listed below to learn how to create an Apricot account for members of your organization.
Step 1: Navigate to Users
In the Administrator view of Apricot, expand the Access Control category of the navigation bar and select Users.
Step 2: Add a new user
In the Search Actions palette, click ‘New Users’.
Submit the following required information for the new user:
Username: All usernames in Apricot are email addresses. Once the record is saved, an email notification with login instructions will be sent to this email address.
Password: This password is immediately encrypted and will appear as dots. Our recommended best practice is to make the password easy to remember. The new user will be able to reset their password after logging in for the first time.
Name: This name will appear on records when the new user creates or edits data in Apricot.
Step 3: Select a User Type
The following options in the User Type field determine what kind of access the user should have:
Standard users have access to log in and edit data in the Apricot database. Their access to certain forms, records and reports can be managed or limited by Administrators.
Administrator users have the same access as Standard users; they also have access to the functions under the Administrator view of Apricot. Access for Administrator users cannot be managed or limited.
Guest users have very limited access to Apricot. Your Apricot Service License Agreement (SLA) determines whether you can add Guest users to your site, as it is a premium add-on feature.
Note: Inactive users are not allowed to log in to Apricot or use the database. User accounts cannot be deleted in Apricot; instead, Apricot keeps records of who created and edited data even for inactive users. This option is typically selected for users who no longer work at the organization.
Step 4: Force a password reset
Check this box to require the new user to reset their password once they’ve logged in to Apricot.
The user will first log in using the administrator-set password. Then, they will be directed to the ‘Change Password’ page to enter a new password before they can access the database. Once the user has reset their password, this checkbox will be unchecked in their User Details, and they can continue to log in with their updated password.
Step 5: Add a Permission Set
In the ‘Assigned Permission Sets’ section of the Users page, click the ‘+ Add’ button.
Expand the available Programs records in your Site, then click on the names of the permission sets to apply to the new user. Note: The Programs and Permission Sets displayed in the screenshot will differ from your site.
Step 6: Save the record
Close out of the pop-up window and select ‘Save Record’ from the Record Options palette.
An email will be sent to the user’s email address with login instructions.
Note: Our recommended best practice is to configure your email settings and security to allow emails with the below email address and IP address into your inbox:
Sent from: secure@socialsolutions.com
IP address: 168.245.23.126
Note: The login link contained in the email is only valid for 30 minutes. After 30 minutes, the link will expire, and the user can reset their password using the Forgot Password option on the Apricot login page. An Administrator may also force a password reset again from their User Details.