Access Permission Sets

Hi ​@Peter Cameron ! This is certainly something you can do. Here are some steps and considerations to get you started.
 

First, I want to note the implications of consolidating Sites, Programs, and Roles down to one.

• This assumes that you want all of your Standard Users to have the same access and permissions. If you have a small team and/or everyone’s access needs are the same, then this approach is fine. It would simplify managing records and users.
  • There is one option with this approach that would allow for different access by User even with one Role, and that’s Caseloads (if you have that need).
• I would also double check that none of Form Fields are pulling from the Sites or Programs lists and that none of your reporting is reliant on Site or Assigned Program.
  • If you have multiple programs in practice that you are tracking in Apricot, but want your data to live in one digital “Program” in Apricot, make sure you have a different field for capturing that (for example on your Program Enrollment Tier 2).

Steps to Consolidate Sites, Programs, and Roles:

1. Decide what you want your new Site, Program, and Role to be (you will need one of each). You can either create new ones or pick existing ones that you edit to align with the new structure. Update the naming. Assign all of your users, etc.
   • Wait to deactivate the Programs or Roles you will no longer be using until the end.
2. “Move” all of your records to the main Program. By this I mean update the Program Assignment for each record to that Program. This can be done in Bulk on the Search Records screen or via Import.
   • Even if you reassign records in bulk, this has to be done Form by Form, so plan some time to sit down and complete the move.
   • In this process, I would also remove the old Programs that you will no longer be using. 
   • The most important thing is to make sure you don’t have any records that you remove a Program from and don’t reassign the new main Program. This would inadvertently hide records from your Standard Users. You can use reporting to see any records with a blank for Assigned Programs if needed.
3. Before making old Programs inactive and deactivating old Roles, I would consider checking with a report or one of your users to ensure everything has been reconfigured as expected.

Also, here is a good resource around moving records across Programs: https://academy.bonterratech.com/keep-your-data-organized-secure-apricot-program-assignment-options