Forms and Records

Viewing, creating, and editing forms and records

84 articles

What is in a Form?Forms are created to gather data in your Apricot database.
Tier 1 Forms versus Tier 2 Forms
Form PermissionsThe Form Permissions feature allows Apricot Administrators to see which Programs/Permission Sets can manipulate records of that form
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.
How to Design Forms: Table of Contents
Form Design
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.
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.
Best Practices: Form StructureThis guide will show you what we consider some "Best Practices" for form structure within our Apricot database.
Editing FormsApricot forms can be edited at any time.
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
Adding Images to a FormThis article will go over the steps to add an image to a form.
Form PropertiesThis article details the available properties that can be set on a form-by-form basis.
Standard Field Properties
Text Fields
Numeric FieldsHere we will go over numeric fields such as decimal and currency.
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
Demographic FieldsA diverse selection of fields is available in Form Designer, some tailored to collect very specific kinds of data.
Upload FieldsA diverse selection of fields are available in Form Designer, some tailored to correctly collect very specific kinds of data.
Calculation Fields
Hyperlink FieldsFields govern how data is collected and reported in Apricot. A diverse selection of fields is available in Form Designer.
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
System FieldsSystem Fields help search for particular records and allows Administrators the ability to run reports based on unique identifiers.
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.
Form StatesA form within Apricot can exist in four different states: unpublished, published, modified and inactive.
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.
LinkingLinking allows you to create connections between records in Apricot
Linking FieldsFields govern how data is collected and reported on in Apricot.
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.
Registration GridThe registration grid allows an Apricot user to create multiple Tier 2 records for multiple Tier 1 records at the same time
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
Bulk EntryBulk Entry button allows you to add multiple options at once when configuring an option field or creating/editing a lookup list
Lookup ListApricot offers a variety of option fields that can be added to any form for data collection - like checkbox, dropdown, radio button, etc.
Canada: Special Fields for Canadian Apricot Organizations
VIDEO | Standard Forms LibraryOverview of the Standard Forms Library in Apricot, including details on accessing and reordering Tier 1 and Tier 2 forms.
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.
VIDEO | Smart List PresetThis video reviews how to create Smart List fields and pull them into a Form using the Form Designer.

Record SearchApricot provides a variety of ways to search for records
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."
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
Program Assignment SettingsThe way that Apricot assigns programs for records of a form can be adjusted in the form properties.
Program EnrollmentsEnrollments will enhance the participant enrollment and exit experience through standardized data collection
Filling Out a Record
Multiple Users Editing the Same 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.
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
Copying Records
Archiving RecordsArchiving removes records from your Apricot database.
Deleting Records
Lock Records
Document FolderThis article provides an overview of the Document Folder
View FolderView a Folder from search page
Advanced Linking: Same Folder Linking
Print and Export Individual Records
Print Records From Document Folder
Converting Records Into PDFConverting a record into a PDF can come in handy if you are not ready to submit a record.
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
Electronic SignaturesThe Signature field electronically captures a name, a signature, the date and time of signing, and records the logged-in user as witness.
Document Folder Print – Print Mode Updates (Beta)
Updating Records After Adding Calculation Fields To An Existing Form
VIDEO | Enrolling Individual Participants
VIDEO | Enrolling Multiple Participants
VIDEO | Updating Enrollments
VIDEO | Attaching Enrollment Records to Tier 2 Records
VIDEO | Terminating Individual Participant Enrollments
VIDEO | Terminating Multiple Participants Enrollments
VIDEO | Reporting on Enrollments
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.
VIDEO | Enable Document Folder EnhancementsThis Video reviews how Admin can enable new Document Folder Enhancements in Apricot Settings.
VIDEO | Introduction to Apricot Enrollments