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Editing Forms and Creating Records
Editing Forms and Creating Records
93 articles
Multiple Users Editing the Same Record
How to Locate a Record ID in ApricotThis article covers how to find any Record's ID when working in Apricot
Form PropertiesThis article details the available properties that can be set on a form-by-form basis.
Workflow PermissionsThis article goes over the Permissions needed for Apricot Users to have access to Workflows.
Adding Images to a FormThis article will go over the steps to add an image to a form.
Program EnrollmentsEnrollments will enhance the participant enrollment and exit experience through standardized data collection
Updating Records After Adding Calculation Fields To An Existing Form
Translating Apricot Pages Using Google TranslateThis article covers the configuration of Google Translate settings for users whose native language differs from that used in your Apricot
Form Creation & Structuring Through the Lens of Data TablesIn this guide, we will be thinking about form creation and structuring through the lens of data tables.
Apricot Connect: Supported FieldsThis article notes Connect and Intake limitations. This is a list of supported and unsupported fields in Connect with other limitations
User ListsThis article details what a User List field is, how to use it, and other best practices
Best Practices: Record Creation and Program AssignmentsThere are multiple options for how programs get assigned to records, but a common option is "Assign Records to User's Active Programs."
Best Practices: Multiselect (Checkbox/Multiselect Dropdown) Alternative SetupA guide to working with multiple choice linking fields instead of check boxes.
Best Practices: Checkbox and Multiselect Alternative SetupIt's best practice to avoid Checkboxes when possible. This will guide you to a workaround using linking fields
Converting Records Into PDFConverting a record into a PDF can come in handy if you are not ready to submit a record.
Bulk EntryBulk Entry button allows you to add multiple options at once when configuring an option field or creating/editing a lookup list
Registration Grid - Custom DatesRegistration 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.
Create Tier 2 RecordsThis article explains how to create a new Tier 2 record.
VIDEO | Create Tier 1 RecordsEnter unique, demographic information for participants or supporters through a Tier 1 form to create new Tier 1 records.
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.
How To Replace a Field with a Different Field TypeThis article will cover the process of replacing one field with a field of a different type.
Creating and Editing Records (New Document Folder UI)
Document FolderThis article provides an overview of the Document Folder
Hide Report NameNames of reports can be suppressed or hidden from display when they are printed.
Email Trigger TroubleshootingLearn a few tips and tricks in troubleshooting email triggers
Best Practices: Form StructureThis guide will show you what we consider some "Best Practices" for form structure within our Apricot database.
Form Logic & Cascading Drop DownsForm logic can use look up lists to create cascading drop downs.
Tier 1 Forms versus Tier 2 Forms
Create T2 formsInstruction on creating Tier 2 forms within the Standard Forms Library.
Duplicate Check on Tier 2 Records
Electronic SignaturesThe Signature field electronically captures a name, a signature, the date and time of signing, and records the logged-in user as witness.
Archiving RecordsArchiving removes records from your Apricot database.
Troubleshooting: Duplicate Record WarningAn Apricot database is equipped with security measures to stop users from entering the exact same information in two different places.
Navigation Options - Tab OrderUsers can navigate Apricot for data entry using tab and other keyboard functions
Print Record from Document FolderIf 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.
Program Assignment SettingsThe way that Apricot assigns programs for records of a form can be adjusted in the form properties.
Auto PopulateAuto Populate is a Linking field type which enables you to pull data from an originating record onto a different record.
Canada: Special Fields for Canadian Apricot OrganizationsFor Canadian Apricot sites, the fields listed below will appear as part of the Field Choices palette in Form Designer.
System FieldsSystem Fields help search for particular records and allows Administrators the ability to run reports based on unique identifiers.
Design Forms
Hyperlink FieldsFields govern how data is collected and reported on in Apricot. A diverse selection of fields is available in Form Designer.
Lock Records
Tier 2 FormYour Apricot database collects information on forms that are created in a two tier structure.
Using Apricot PalettesPalettes (or menus) show the actions that are available on many Apricot pages. The actions are tailored to the specific page.
Date and Time FieldsHere we will go over date, drop-down date and time fields, and will also cover the scheduler field.
Numeric FieldsHere we will go over numeric fields such as decimal and currency.
VIDEO | Tier 1 and Tier 2 Forms in ApricotOverview of form structure in Apricot, including details on Tier 1 and Tier 2 forms.
Form LogicWith Form Logic, you can conditionally show and/or require fields based on data entered into other fields on the current form
Best Practices: Duplicate CheckThis article outlines how the Duplicate Check feature prevents users from entering the same information into a Tier 1 record twice.
Print and Export Individual Records
Template LibraryThe Template Library offers a selection of pre-designed forms that may be used to begin designing a form for your users to access.
Google Calendars - IntegrationThis article outlines how to add and use a gmail calendar within Apricot forms/record creation.
Special Field PropertiesThis section will outline the properties that are only available for certain types of fields.
Import Update Tier 2 Records
Demographic FieldsA diverse selection of fields is available in Form Designer, some tailored to collect very specific kinds of data.
Advanced Linking: Same Folder Linking
Data ArchivesThe Data Archives allow an Administrator to export data out of Apricot (one form at a time) without building a report.
Internal ReferralsInternal Referrals map a client’s journey through Apricot and allows users to collaborate across service areas.
Filling Out a Record
Batch Records ToolThe 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.
Calendars and the Scheduler FieldThe 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.
Import Update Tier 1 RecordsThe import tool can be used to transfer data from Excel files or from a historic database into Apricot.
Favorites ListsThe Favorites List Tool is a time-saving feature that allows groups of records to be stored in a list for later use and reference
Import Links
Special FieldsHere we will go over special fields such as address lookup, email trigger, labels, record lock, signature and user creation.
Secure Web FormThe Apricot Secure Web Form tool allows Administrators to create a direct URL that provides direct access to a data entry form.
Import: Create Tier 2 Records
VIDEO: Publishing Forms
Option FieldsFields govern how data is collected and reported on in Apricot. A diverse selection of fields is available in Form Designer.
Standard Properties for Fields
Form PermissionsThe Form Permissions feature allows Apricot Administrators to see which Programs/Permission Sets can manipulate records of that form
Calculation Fields
Import: Create Tier 1 RecordsThe Apricot Import tool allows information pertaining to multiple records to be entered and saved at one data entry point.
What is in a Form?Forms are created to gather data in your Apricot database.
Creating and Editing Records
Email TriggerEmail triggers automatically notify users and others via email when records are created or updated in Apricot.
Registration GridThe registration grid allows an Apricot user to create multiple Tier 2 records for multiple Tier 1 records at the same time
Creating FormsForm Designer allows Administrators to create and edit forms, which are used to collect data. Forms can be created or edited at any time.
How to Design Forms: Table of Contents
Advanced Linking: Wizard-Style Linking
Linking FieldsFields govern how data is collected and reported on in Apricot.
LinkingLinking allows you to create connections between records in Apricot
Adding and Removing Fields in a FormHow to add and remove fields from forms in Apricot
Editing FormsApricot forms can be edited at any time.
Upload FieldsA diverse selection of fields are available in Form Designer, some tailored to correctly collect very specific kinds of data.
Record SearchApricot provides a variety of ways to search for records
Lookup ListApricot offers a variety of option fields that can be added to any form for data collection - like checkbox, dropdown, radio button, etc.
Form StatesA form within Apricot can exist in four different states: unpublished, published, modified and inactive.
Document Folder
Deleting Records
Copying Records
Text Fields
Calculating Time Durations That Span Multiple DaysCalculation Time Difference fields will assume both times are on the same day which causes issues when the timeframe passes midnight