Editing Forms and Creating Records
92 articles

+3Written by Taylor Roderick, Amanda Henninger, Taryn Petty and 3 others



How to Locate a Record ID in Apricot
This article covers how to find any Record's ID when working in Apricot
Written by Taylor Roderick. Updated over a week ago
Multiple Users Editing the Same Record

Written by Taylor Roderick. Updated over a week ago
Form Properties
This article details the available properties that can be set on a form-by-form basis.
Written by Taylor Roderick. Updated over a week ago
Workflow Permissions
This article goes over the Permissions needed for Apricot Users to have access to Workflows.
Written by Amanda Henninger. Updated over a week ago
Updating Records After Adding Calculation Fields To An Existing Form

Written by Amanda Henninger. Updated over a week ago
Adding Images to a Form
This article will go over the steps to add an image to a form.
Written by Taryn Petty. Updated over a week ago
Program Enrollments
Enrollments will enhance the participant enrollment and exit experience through standardized data collection
Written by Bethany Steward. Updated over a week ago
Translating Apricot Pages Using Google Translate
This article covers the configuration of Google Translate settings for users whose native language differs from that used in your ApricotWritten by Cole Lapwing. Updated over a week ago
Form Creation & Structuring Through the Lens of Data Tables
In this guide, we will be thinking about form creation and structuring through the lens of data tables.
Written by Taylor Roderick. Updated over a week ago
User Lists
This article details what a User List field is, how to use it, and other best practices
Written by Bethany Steward. Updated over a week ago
Apricot Connect: Supported Fields
This article notes Connect and Intake limitations. This is a list of supported and unsupported fields in Connect with other limitations
Written by Taylor Roderick. Updated over a week ago
Best Practices: Record Creation and Program Assignments
There are multiple options for how programs get assigned to records, but a common option is "Assign Records to User's Active Programs."
Written by Taylor Roderick. Updated over a week ago
Best Practices: Multiselect (Checkbox/Multiselect Dropdown) Alternative Setup
A guide to working with multiple choice linking fields instead of check boxes.
Written by Taylor Roderick. Updated over a week ago
Best Practices: Checkbox and Multiselect Alternative Setup
It's best practice to avoid Checkboxes when possible. This will guide you to a workaround using linking fields
Written by Taylor Roderick. Updated over a week ago
Converting Records Into PDF
Converting a record into a PDF can come in handy if you are not ready to submit a record.
Written by Tania. Updated over a week ago
Bulk Entry
Bulk Entry button allows you to add multiple options at once when configuring an option field or creating/editing a lookup list
Written by Taylor Roderick. Updated over a week ago
Registration Grid - Custom Dates
Registration grid is a feature in Apricot that allows a user to create multiple Tier 2 records for multiple Tier 1 records at the same time.
Written by Tania. Updated over a week ago
Create Tier 2 Records
This article explains how to create a new Tier 2 record.
Written by Taylor Roderick. Updated over a week ago
VIDEO | Create Tier 1 Records
Enter unique, demographic information for participants or supporters is through a Tier 1 forms to create new Tier 1 records.
Written by Taylor Roderick. Updated over a week ago
Print Records From Document Folder (New Doc. Folder UI Update)
If you would like to print a Tier 1 record and all of its associated Tier 2 records, that function can be accessed from the Document Folder.
Written by Taylor Roderick. Updated over a week ago
How To Replace a Field with a Different Field Type
This article will cover the process of replacing one field with a field of a different type.
Written by Taylor Roderick. Updated over a week ago
Creating and Editing Records (New Document Folder UI)

Written by Taylor Roderick. Updated over a week ago
Document Folder
This article provides an overview of the Document Folder
Written by Taylor Roderick. Updated over a week ago
Hide Report Name
Names of reports can be suppressed or hidden from display when they are printed.
Written by Taylor Roderick. Updated over a week ago
Email Trigger Troubleshooting
Learn a few tips and tricks in troubleshooting email triggers
Written by Taylor Roderick. Updated over a week ago
Best Practices: Form Structure
This guide will show you what we consider some "Best Practices" for form structure within our Apricot database.
Written by Tania. Updated over a week ago
Form Logic & Cascading Drop Downs
Form logic can use look up lists to create cascading drop downs.
Written by Tania. Updated over a week ago
Tier 1 Forms versus Tier 2 Forms

Written by Taylor Roderick. Updated over a week ago
Create T2 forms
Instruction on creating Tier 2 forms within the Standard Forms Library.
Written by Taylor Roderick. Updated over a week ago
Duplicate Check on Tier 2 Records

Written by Taylor Roderick. Updated over a week ago
Electronic Signatures
The Signature field electronically captures a name, a signature, the date and time of signing, and records the logged-in user as witness.
Written by Tania. Updated over a week ago
Archiving Records
Archiving removes records from your Apricot database.
Written by Tania. Updated over a week ago
Troubleshooting: Duplicate Record Warning
An Apricot database is equipped with security measures to stop users from entering the exact same information in two different places.
Written by Tania. Updated over a week ago
Navigation Options - Tab Order
Users can navigate Apricot for data entry using tab and other keyboard functions
Written by Taylor Roderick. Updated over a week ago
Print Record from Document Folder
If you would like to printing a Tier 1 record and all of its associated Tier 2 records, that function can be accessed from the doc folder.
Written by Tania. Updated over a week ago
Program Assignment Settings
The way that Apricot assigns programs for records of a form can be adjusted in the form properties.
Written by Taylor Roderick. Updated over a week ago
Auto Populate
Auto Populate is a Linking field type which enables you to pull data from an originating record onto a different record.
Written by Tania. Updated over a week ago
Canada: Special Fields for Canadian Apricot Organizations
For Canadian Apricot sites, the fields listed below will appear as part of the Field Choices palette in Form Designer.
Written by Tania. Updated over a week ago
System Fields
System Fields help search for particular records and allows Administrators the ability to run reports based on unique identifiers.
Written by Tania. Updated over a week ago
Design Forms

Written by Taylor Roderick. Updated over a week ago
Hyperlink Fields
Fields govern how data is collected and reported on in Apricot. A diverse selection of fields is available in Form Designer.
Written by Tania. Updated over a week ago
Lock Records

Written by Taylor Roderick. Updated over a week ago
Tier 2 Form
Your Apricot database collects information on forms that are created in a two tier structure.
Written by Tania. Updated over a week ago
Using Apricot Palettes
Palettes (or menus) show the actions that are available on many Apricot pages. The actions are tailored to the specific page.
Written by Taylor Roderick. Updated over a week ago
Date and Time Fields
Here we will go over date, drop-down date and time fields, and will also cover the scheduler field.
Written by Taylor Roderick. Updated over a week ago
Numeric Fields
Here we will go over numeric fields such as decimal and currency.
Written by Taylor Roderick. Updated over a week ago
VIDEO | Tier 1 and Tier 2 Forms in Apricot
Overview of form structure in Apricot, including details on Tier 1 and Tier 2 forms.
Written by Taylor Roderick. Updated over a week ago
Form Logic
With Form Logic, you can conditionally show and/or require fields based on data entered into other fields on the current form
Written by Taylor Roderick. Updated over a week ago
Best Practices: Duplicate Check
This article outlines how the Duplicate Check feature prevents users from entering the same information into a Tier 1 record twice.
Written by Taylor Roderick. Updated over a week ago
Print and Export Individual Records

Written by Taylor Roderick. Updated over a week ago
Template Library
The Template Library offers a selection of pre-designed forms that may be used to begin designing a form for your users to access.
Written by Taylor Roderick. Updated over a week ago
Google Calendars - Integration
This article outlines how to add and use a gmail calendar within Apricot forms/record creation.
Written by Taylor Roderick. Updated over a week ago
Special Field Properties
This section will outline the properties that are only available for certain types of fields.
Written by Taylor Roderick. Updated over a week ago
Import Update Tier 2 Records

Written by Taylor Roderick. Updated over a week ago
Demographic Fields
A diverse selection of fields is available in Form Designer, some tailored to collect very specific kinds of data.
Written by Taylor Roderick. Updated over a week ago
Advanced Linking: Same Folder Linking

Written by Taylor Roderick. Updated over a week ago
Data Archives
The Data Archives allow an Administrator to export data out of Apricot (one form at a time) without building a report.
Written by Taylor Roderick. Updated over a week ago
Internal Referrals
Internal Referrals map a client’s journey through Apricot and allows users to collaborate across service areas.
Written by Taylor Roderick. Updated over a week ago
Filling Out a Record

Written by Taylor Roderick. Updated over a week ago
Batch Records Tool
The Batch Record Tool in Apricot is designed to allow users to create Tier 2 records for more than one Tier 1 record at one time.
Written by Taylor Roderick. Updated over a week ago
Calendars and the Scheduler Field
The scheduler field, which can be added to a form for data entry, can be used with an integrated calendar to verify a user's availability.
Written by Taylor Roderick. Updated over a week ago
Import Update Tier 1 Records
The import tool can be used to transfer data from Excel files or from a historic database into Apricot.
Written by Taylor Roderick. Updated over a week ago
Favorites Lists
The Favorites List Tool is a time-saving feature that allows groups of records to be stored in a list for later use and reference
Written by Taylor Roderick. Updated over a week ago
Import Links

Written by Taylor Roderick. Updated over a week ago
Special Fields
Here we will go over special fields such as address lookup, email trigger, labels, record lock, signature and user creation.
Written by Taylor Roderick. Updated over a week ago
Secure Web Form
The Apricot Secure Web Form tool allows Administrators to create a direct URL that provides direct access to a data entry form.
Written by Taylor Roderick. Updated over a week ago
Import: Create Tier 2 Records

Written by Taylor Roderick. Updated over a week ago
VIDEO: Publishing Forms

Written by Taylor Roderick. Updated over a week ago
Option Fields
Fields govern how data is collected and reported on in Apricot. A diverse selection of fields is available in Form Designer.
Written by Taylor Roderick. Updated over a week ago
Standard Properties for Fields

Written by Taylor Roderick. Updated over a week ago
Form Permissions
The Form Permissions feature allows Apricot Administrators to see which Programs/Permission Sets can manipulate records of that form
Written by Taylor Roderick. Updated over a week ago
Calculation Fields

Written by Taylor Roderick. Updated over a week ago
Import: Create Tier 1 Records
The Apricot Import tool allows information pertaining to multiple records to be entered and saved at one data entry point.
Written by Taylor Roderick. Updated over a week ago
What is in a Form?
Forms are created to gather data in your Apricot database.
Written by Taylor Roderick. Updated over a week ago
Creating and Editing Records

Written by Taylor Roderick. Updated over a week ago
Email Trigger
Email triggers automatically notify users and others via email when records are created or updated in Apricot.
Written by Taylor Roderick. Updated over a week ago
Registration Grid
The registration grid allows an Apricot user to create multiple Tier 2 records for multiple Tier 1 records at the same time
Written by Taylor Roderick. Updated over a week ago
Creating Forms
Form Designer allows Administrators to create and edit forms, which are used to collect data. Forms can be created or edited at any time.
Written by Taylor Roderick. Updated over a week ago
How to Design Forms: Table of Contents

Written by Taylor Roderick. Updated over a week ago
Advanced Linking: Wizard-Style Linking

Written by Taylor Roderick. Updated over a week ago
Linking Fields
Fields govern how data is collected and reported on in Apricot.
Written by Taylor Roderick. Updated over a week ago
Linking
Linking allows you to create connections between records in Apricot
Written by Taylor Roderick. Updated over a week ago
Adding and Removing Fields in a Form
How to add and remove fields from forms in Apricot
Written by Taylor Roderick. Updated over a week ago
Editing Forms
Apricot forms can be edited at any time.
Written by Taylor Roderick. Updated over a week ago
Upload Fields
A diverse selection of fields are available in Form Designer, some tailored to correctly collect very specific kinds of data.
Written by Taylor Roderick. Updated over a week ago
Record Search
Apricot provides a variety of ways to search for records
Written by Taylor Roderick. Updated over a week ago
Lookup List
Apricot offers a variety of option fields that can be added to any form for data collection - like checkbox, dropdown, radio button, etc.
Written by Taylor Roderick. Updated over a week ago
Form States
A form within Apricot can exist in four different states: unpublished, published, modified and inactive.
Written by Taylor Roderick. Updated over a week ago
Document Folder

Written by Taylor Roderick. Updated over a week ago
Deleting Records

Written by Taylor Roderick. Updated over a week ago
Copying Records

Written by Taylor Roderick. Updated over a week ago
Text Fields

Written by Taylor Roderick. Updated over a week ago