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Ange Malakas
Ange Malakas
Community Manager
Oct 21, 2026 4:48 PM UTC

How do I select a form and map fields? (Step 2) - New Import

(Apricot Administrators)

This is the second of four steps to import records from a CSV file. You will pick the Apricot form your records belong to, then match each column in your file to a field on that form.

 

Step 1 - Choose the form

  1. Find the form you want to import into. You can:
    • Select Find best match. Apricot compares your column headers to every form and sorts the list by match percentage. Forms that still have required fields not covered by your columns show that number in orange.
    • Or type in the Search forms… box, or scroll the A–Z list. Use the Best Match / A–Z toggle to change the sort order.
  2. Select the form.

 

Step 2 - Set the import mode

  1. Choose Create (new records) or Update (overwrite values on existing records).
  1. you choose Update, your file must include Apricot record IDs:
    • T1 record: the T1 record ID
    • T2 record: both the T1 record ID and the T2 record ID
  2. you do not have the record IDs, export the records from Apricot first.

 

Step 3 - Map your columns

  1. The mapping table lists every column in your file with a sample value and a Maps to field dropdown. Apricot auto-matches columns whose names are close to a field name.
  2. Check the auto-matched columns. Use the Maps to field dropdown to fix any that are wrong or to map columns that were not matched.
    • Columns you do not want to import can stay as — Don’t import —.
    • Required fields are marked with an asterisk (*).
    • Greyed-out fields cannot accept your column’s values because of a format mismatch.
    • Name and Address fields need one column per part (for example, first name and last name as separate columns).
  1. Check the required fields banner:
    • Green banner — all required fields are mapped. You can continue.
    • Blue banner — some required fields are not mapped. If the form does not allow draft records, you must map them before you continue. If the form allows drafts, rows missing a required value will import as draft records.
  1. (Optional) If your file has a column with program data, select it in the program column dropdown at the bottom of the table. If not, leave — No program column — and assign a program in Step 3.
  2. If the form was changed in Apricot while you were working, select Refresh form to reload the field list.
  3. Select Next.

 

Next step: How do I assign imported records to a program? (Step 3).

NOTE: If programs are not turned on for your form, Apricot skips Step 3 and goes straight to Step 4.

How do I map CSV columns to Apricot fields | How do I choose a form for an Apricot import | How do I update existing records with a CSV import in Apricot | Why is a field greyed out in the Apricot import mapping list | What does the blue required fields banner mean in Apricot import

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