In Apricot, users are granted permission to access certain records through program assignments. By assigning users to a program, then assigning records to that program, you ensure that users in the program can access those records.

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. Tier 1 and Tier 2 records must have matching program assignments as users must have access to both in order to view them.

Program Access can be adjusted for existing records at both an individual and bulk capacity. You can navigate to the Edit page of an individual record to change its program assignment. Administrators and standard users with the 'Manage Bulk Assignments' Advanced Access role can also use the Record Search page to change the Program Access for multiple records.

The Bulk Assignments page under Access Control on the navigation bar tracks instances of Bulk Assignments for changes made to 6 or more records at a time, including the user who made the change and at what date and time. You may restore these instances to revert the records' Program Access from before their program assignments were changed.

Review the following articles to learn how to manage record program assignments and ensure your users have access to the data they need.

Record program assignments are a standard feature available to all Apricot organizations.