When a user creates a new record of a form, Apricot assigns programs to the record based on the form’s properties. Our recommended best practice is to adjust the properties of all Tier 1 and Tier 2 forms within your site to ensure users have proper access to new records as they’re being created.

Follow the steps listed below to learn how to view and select a form’s program assignment settings.

In the Administrator view, expand the Form Designer category on the navigation bar and select Standard Forms.

Click the Actions dropdown menu next to the desired form and select Edit.

To the right of the form’s name, you’ll find the top-most gear icon on this page. Click this to open the form’s main properties.

In the Program Assignment Type dropdown field, you’ll find three options. Read more about each option below:

By selecting this setting, the user will be prompted to select which programs to assign to a record each time they create a new record. This allows users to assign more than one program to a record without associating the record with all available programs.

Note: This is the most common Program Assignment Type selected for forms within Apricot.

After clicking ‘Save Record’ for a new record, the Assign Programs window will display.

Select a program the record should be available to users in from the Available Programs box, then click the Add button to move it to the Assigned Programs box. Repeat this for all other applicable programs, then click Apply.

You’ll see your new program selection for the record in the Assigned Programs palette. Be sure to click ‘Save Record’ in the Record Options palette to confirm your changes.

This setting will assign programs to a record based on the form’s permissions. Any programs with users who have access to at least view and search records of the form will be assigned to each new record as they’re created.

View the form in the Form Designer and click ‘Form Permissions’ in the Form Actions palette to view which Roles have access to the form.

In the following example, the Counselor and Teacher Roles have View and Search access for the form.

To view which programs these Roles have assigned users in, open the Account Management app by expanding the Access Control category on the Apricot navigation bar and selecting Users.

Select Roles on the left-hand side, then click the pencil icon next to the Role you want to view.

In the Permissions section, you’ll find the same access that’s displayed in the form’s permissions within the Form Designer. Next, click the Assigned Users tab.

Continuing the previous example, the Teacher Role only has assigned users in the First Grade and Second Grade programs. The Counselor Role (not pictured) only has assigned users in the Student Counseling program.

With this option selected, Apricot will not ask to select which programs to assign when saving a new record. In this example, the First Grade, Second Grade, and Student Counseling programs are automatically assigned to new records because they are the form’s only associated programs.

Note: Once a record has been created, its program assignment can only be edited via the Program Access button within the individual record. Changing the Form Permissions within the Form Designer and re-saving the form will not affect previously created records.

Be sure to click ‘Save Record’ in the Record Options palette to confirm your changes.

This option assigns new records based on the user's active program permissions and current program as displayed next to their user badge. For example, if one user only has access to Program B, every new record they create for the form will only be assigned to Program B. Another user may only have access to Program C, which would automatically assign any record they save for the same form only to Program C.

For standard users and administrators with access to multiple programs, they may navigate Apricot in the ‘All Programs’ view. If a user saves a record while in this view, the record will be assigned to all programs they have access to.

To choose which of your programs to save the record in, click the Change icon next to your current program view and select the program that should be assigned to the record.

Note: It’s our recommended best practice that you navigate to the correct program before creating a new record to prevent incorrect program assignments, as switching your program view after filling out the record will require you to “leave” the page then complete the record again.

Select the Program Assignment Type that best suits your needs, then click Apply in the Form Properties pop-up window.

Select ‘Save Form’ from the Form Actions palette, then click ‘Publish Form’ to confirm your changes for all users.