Viewing, creating, and editing forms and records
77 articles
Apricot Data Entry OverviewHelp Documents for Data Entry in Apricot
What is in a Form?Forms are created to gather data in your Apricot database.
Tier 1 Forms versus Tier 2 Forms
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.
Best Practices: Form StructureThis guide will show you what we consider some "Best Practices" for form structure within our Apricot database.
Form Design
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.
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.
VIDEO | Standard Forms LibraryOverview of the Standard Forms Library in Apricot, including details on accessing and reordering Tier 1 and Tier 2 forms.
Form PropertiesThis article details the available properties that can be set on a form-by-form basis.
Standard Field Properties
Demographic FieldsA diverse selection of fields is available in Form Designer, some tailored to collect very specific kinds of data.
Text Fields
Option FieldsFields govern how data is collected and reported on in Apricot. A diverse selection of fields is available in Form Designer.
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
Bulk EntryBulk Entry button allows you to add multiple options at once when configuring an option field or creating/editing a lookup list
Numeric FieldsHere we will go over numeric fields such as decimal and currency.
Calculation Fields
Date and Time FieldsHere we will go over date, drop-down date and time fields, and will also cover the scheduler field.
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
Upload FieldsA diverse selection of fields are available in Form Designer, some tailored to correctly collect very specific kinds of data.
Hyperlink FieldsFields govern how data is collected and reported in Apricot. A diverse selection of fields is available in Form Designer.
Special Field PropertiesThis section will outline the properties that are only available for certain types of fields.
Special FieldsHere we will go over special fields such as address lookup, email trigger, labels, record lock, signature and user creation.
Canada: Special Fields for Canadian Apricot Organizations
User ListsThis article details what a User List field is, how to use it, and other best practices
Email TriggerEmail triggers automatically notify users and others via email when records are created or updated in Apricot.
Email Trigger TroubleshootingLearn a few tips and tricks in troubleshooting email triggers
Adding Images to a FormThis article will go over the steps to add an image to a form.
Form LogicWith Form Logic, you can conditionally show and/or require fields based on data entered into other fields on the current form
Form Logic & Cascading Drop DownsForm logic can use look up lists to create cascading drop downs.
VIDEO | Designing Forms with Form LogicThis video reviews how to design a Form for use with Form Logic. For example, hide fields and sections and set Form Logic Action to unhide.
VIDEO | Saving FormsThis video reviews how to Save Forms in Apricot.
VIDEO | Publish RequirementsThis video reviews Publish Requirements for Forms in Apricot, including the Record Name field.
Understanding Form Building
Editing FormsApricot forms can be edited at any time.
Form PermissionsThe Form Permissions feature allows Apricot Administrators to see which Programs/Permission Sets can manipulate records of that form
Adding and Removing Fields in a FormHow to add and remove fields from forms in Apricot
How To Replace a Field with a Different Field Type
Form StatesA form within Apricot can exist in four different states: unpublished, published, modified and inactive.
LinkingLinking allows you to create connections between records in Apricot
Linking FieldsFields govern how data is collected and reported on in Apricot.
Advanced Linking: Same Folder Linking
Advanced Linking: Wizard-Style Linking
Auto PopulateAuto Populate is a Linking field type which enables you to pull data from an originating record onto a different record.
Lookup ListApricot offers a variety of option fields that can be added to any form for data collection - like checkbox, dropdown, radio button, etc.
VIDEO | Smart List PresetThis video reviews how to create Smart List fields and pull them into a Form using the Form Designer.
Secure Web FormThe Apricot Secure Web Form tool allows Administrators to create a direct URL that provides direct access to a data entry form.
Cannot Load Secure Web Form
Registration GridThe registration grid allows an Apricot user to create multiple Tier 2 records for multiple Tier 1 records at the same time
Registration Grid | Custom Dates
Creating and Editing Records
Creating Records as an AdministratorUsing the Programs Badge when creating a record to control which program the record is assigned to
Filling Out a Record
Multiple Users Editing the Same Record
Best Practices: Duplicate CheckThis article outlines how the Duplicate Check feature prevents users from entering the same information into a Tier 1 record twice.
Troubleshooting: Duplicate Record WarningAn Apricot database is equipped with security measures to stop users from entering the exact same information in two different places.
Create Tier 2 RecordsThis article explains how to create a new Tier 2 record.
Duplicate Check on Tier 2 Records
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.
Record SearchApricot provides a variety of ways to search for records
Wildcard ValueWhen a % symbol is typed into a search field, it acts as a wildcard value.
System FieldsSystem Fields help search for particular records and allows Administrators the ability to run reports based on unique identifiers.
Copying Records
Lock Records
Converting Records Into PDFConverting a record into a PDF can come in handy if you are not ready to submit a record.
Print and Export Individual Records
Print Records From Document Folder
Archiving RecordsArchiving removes records from your Apricot database.
Deleting Records
Updating Records After Adding Calculation Fields To An Existing Form
Document FolderThis article provides an overview of the Document Folder
View FolderView a Folder from search page
VIDEO | Enable Document Folder EnhancementsThis Video reviews how Admin can enable new Document Folder Enhancements in Apricot Settings.
VIDEO | Document Folder EnhancementsThis video reviews updates that may need to be enabled in Apricot. Please view the "Enable Document Folder Enhancements" Video to opt-in.
Document Folder Print – Print Mode Updates (Beta)
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