How do I edit or version an existing Data Standard?
Over time, your reporting needs may change. When that happens, you can update an existing Data Standard by creating a new version. Versioning allows you to make changes while preserving the integrity of previously published standards.
Editing a Data Standard does not automatically change how other organizations or programs are using it. Each version is reviewed and published intentionally.
When versioning is especially useful
Versioning is helpful when:
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Reporting requirements change
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New fields are needed
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Existing fields need clarification or refinement
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Best practices evolve across programs or partners
Using versions helps keep reporting aligned while respecting the timing and capacity of those implementing the standard.
Versioning and the Form Designer
Fields tied to an internal or self-implemented Data Standard remain editable in the Form Designer at any time. However, to reflect those field-level changes in the Data Standard itself — such as adding, removing, or updating fields — you'll need to create a new version. Editing the form alone does not update the Data Standard.
If a field is part of a network-shared Data Standard, it will appear locked in the Form Designer and cannot be edited directly. To make changes, you must first stop data sharing for that standard.
Before you start
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You must be an Apricot Administrator.
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Only published Data Standards can be versioned.
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Changes are made by creating a new version, not by editing the published version directly.
Create a new version of a Data Standard
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In Apricot, go to Administrator.
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Open Workflow Station, then select Data Standards.
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Open the Data Standard you want to update.
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Select View versions.
5. Choose New version.
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A draft version is created using the current published version as a starting point. (needs new screenshot)
6. Make the updates you need, such as:
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Adding or removing fields
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Updating included forms
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Adjusting descriptions or guidance
7. Select Review to confirm your changes.
8. Select Create New Version to make this version active.
Once published, the new version becomes the current version of the Data Standard.
What happens to existing data and implementations
Creating a new version does not delete or overwrite historical data.
Important things to know:
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Existing data remains intact and reportable.
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Organizations or programs using an earlier version are not forced to update automatically.
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Network Members or internal teams can review and implement the new version when they are ready.
This approach allows you to evolve standards over time without disrupting ongoing work.
Archiving a Data Standard
If a Data Standard is no longer in use, you can archive it. Archiving removes it from the default Data Standards list, but it won't be permanently deleted.
To view archived Data Standards, check the box to show archived in the Data Standards list.
Important: Archiving a Data Standard stops it from updating its associated dataset in Impact Hub. There is currently no visual indicator in Impact Hub that a dataset comes from an archived standard. When building or reviewing reports, confirm that any Data Standards powering your datasets are:
- On the latest version
- Not archived
Reporting from an outdated or archived standard can result in incomplete or inaccurate data.
There is currently no way to unarchive a Data Standard. If you need to reactivate an archived standard, you'll need to create a new Data Standard or a new version.
What else do you need help with?
How do I edit an existing Data Standard in Apricot? | How do I version a Data Standard in Apricot? | Where do I find the Data Standard edit page? | Why can’t I make changes to a Data Standard? | How do I save a new version of a Data Standard? | What happens to old versions of a Data Standard? | What permissions are needed to edit or version a Data Standard?