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How do I give standard users Record Manager access? (Role-Based Permissions)

  • February 4, 2026
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Follow the steps listed below to learn how to give standard users Advanced Access to Record Manager tasks in their navigation bar.

 

Step 1: Navigate to the user

In the Administrator view of Apricot, expand Access Control in the navigation bar and select Users.

 

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A list of users in your Apricot site will be displayed in the Account Management app. You can type a name in the Search Field or use the Programs or Roles dropdowns to filter the results. Select the standard user you want to edit access for.

 

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Step 2: Select Advanced Access tasks

Scroll to the Advanced Access section at the bottom of the User Details page. Click the ‘+’ icon to expand the Record Manager category and check the box next to each task you want to assign the standard user.

 

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Once a task is selected, the gray toggle to the right of the category name will turn yellow, indicating that the standard user has access to some administrative tasks.

 

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Clicking the toggle itself will select every task within the category. The toggle will then turn green to indicate the standard user has all available administrative access.

 

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  • Imports: The user can access the Import Tool to create new or update existing data for forms they have ‘View’ permissions for within their Role(s).

  • Archived Records: The user can access and restore records that have been removed from your Apricot database for forms they have ‘View’, ‘Search’, and ‘Edit’ permissions for within their Role(s).

    • Note: The user will only be able to access or restore archived records that are assigned to the user’s program(s).

  • Record Audits: The user can access the Record Audits tool to view previous versions of records, compare them to current versions, and restore records to a previous version.

    • Note: The Record Audits page will only show records that the user currently has access to.

 

Step 3: Update their Advanced Access

To save the adjustments made to a standard user's Advanced Access, click the "Update" button at the bottom-right of the page.

 

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What else do you need help with?

 

How do I give standard users Record Manager access? | How do I assign Advanced Access tasks in Apricot? | How do I enable imports for a standard user? | How do I allow a standard user to restore archived records? | How do I give a standard user access to Record Audits? | How do I update Advanced Access for a user? | How do I manage Record Manager permissions for standard users?

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