Effective data entry is the foundation for getting the most value out of your Apricot database. As the central hub for your organization's information, Apricot relies on users to accurately and consistently input data through a variety of forms and records.

At the heart of Apricot are the forms - the templates used to collect data. Administrators have access to a robust set of standard and specialized form fields that can be configured to meet the unique needs of any organization. These forms serve as the entry points for creating new records, which are the individual data points stored in the system. While forms are designed for data collection, the data they collect can later be accessed and analyzed through reports, creating a full cycle of data management within Apricot.

Building effective forms requires careful planning and ongoing management. Administrators must consider the types of data their organization needs to collect, design forms accordingly, and then maintain those forms over time as requirements may evolve. This includes tasks like editing field properties, controlling user permissions, and leveraging advanced features like linking fields to connect related data across multiple forms. When designing forms, administrators should also consider how the collected data will be used in reports, ensuring that form fields align with reporting needs.

Once the forms are set up, users can begin creating records. This involves navigating to the appropriate form, filling out the required fields, and saving the new record within the appropriate programs. After records have been created, users can manage them through the Document Folder. Here, they can search for, view, edit, copy, and even archive records as determined by the user's access and form permissions.

Review the articles listed below to learn our best practices for data entry in Apricot, including but not limited to form and record creation and management.

Getting Started with Forms

• Understanding Form Basics

  • What form components and details can I find in Apricot?

  • How do I create a new form?

  • FAQs: Apricot Form Best Practices

  • What are the recommended form structures and relationships?

Building Forms

• Understanding Form Building

  • What can form logic do for my Apricot forms?

  • How do I create cascading dropdowns in a form?

• Understanding Standard Form Fields

  • How do I edit standard field properties?

  • What demographic fields are available in a form?

  • What text fields are available in a form?

  • What option fields are available in a form?

  • How do I add multiple options at once to an option field?

  • How do I report on option fields efficiently?

  • What numeric fields are available in a form?

  • What calculation fields are available in a form?

  • How do I update records after adding calculation fields to a form?

  • What date and time fields are available in a form?

  • How do I calculate time durations across multiple days in a form?

  • How do I attach a document or image to a form?

  • How do I collect an email or website address in a form?

• Understanding Special Form Fields

  • How do I edit special field properties?

  • How do I search for an address in a form?

  • How do I email users when records are created or updated?

  • FAQs: Email Trigger Best Practices

  • How do I add data entry instructions to a form?

  • How do I add an image to a form?

  • How do I restrict users from editing records after creation?

  • How do I collect electronic signatures in a form?

  • How do I generate a list of users to select in a form?

  • Special Form Fields for Canadian Organizations

Managing Forms

• Understanding Form Management

  • How do I edit an existing form?

  • How do I edit a form's permissions from the Form Designer?

  • How do I use the same option lists in multiple fields or forms?

  • How do I replace a form field with a different field type?

  • How do I deactivate a field in a form?

  • How do I deactivate a form?

  • How do I give non-users access to enter new Tier 1 form data?

  • How do I create multiple Tier 2 records with different values at once?

  • How do I create a custom schedule for a Registration Grid?

  • FAQs: Blueprint Forms

• Understanding Form Linking

  • How do I create a link between two Apricot forms?

  • How do I pull data from an existing record into a new record?

  • How do I create a new user from a form?

  • How do I link Tier 2 records within the same Tier 1 folder?

  • How do I link forms for users to complete consecutively?

Creating Records

• Understanding Record Creation

  • How do I create a new record?

  • Can multiple users edit a record at the same time?

  • How do I prevent users from creating a duplicate record?

  • How do I create identical Tier 2 records for multiple Tier 1 records at once?

Managing Records

• Understanding Record Management

  • What is in a Document Folder?

  • How do I search for a record?

  • How do I save a group of records to view at any time?

  • How do I copy a record?

  • How do I convert an unsaved record into a PDF file?

  • How do I print a record?

  • How do I print all records within a Document Folder?

  • What is Document Folder Print Mode (Beta)?

  • How do I archive a record?

  • How do I permanently delete a record?

Attendance Tracker

• Understanding Attendance Tracker

  • How do I configure the Attendance Tracker?

  • How do I create and manage Classes?

  • How do I create and manage Terms?

  • How do I configure Sessions?

  • How do I configure Attendance Note settings?

  • How do I enroll and unenroll participants in the Attendance Tracker?

  • How do I record attendance data?

  • How do I access and report on attendance data?

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