Jessica Engelke

[logo redacted] Apricot Software Administrator Guide How to perform Administrator Tasks in Apricot Last Updated: 25 October 2022 Administrators Name redacted Title redacted Email address redacted [redacted] | Apricot Software Administrator Guide 1 Table of Contents This document is only intended to cover features that are unique to [REDACTED]’s instance of Apricot and is not intended to be a replacement for content that is accessible in the Apricot Knowledge Base. It was drafted in October 2022. We encourage you to add to this guide over time as you build out more of your programs in Apricot. It is recommended that the Apricot administrator follow these workflows closely when updating and maintaining your Apricot database. Standard Apricot Administrator Training Resources Form Change Management Lookup Lists Dynamic Queries Intake Forms (Request for Services) Tier 1 Directories Administrator Reports [redacted] | Apricot Software Administrator Guide 2 Standard Apricot Administrator Training Resources For standard Apricot administrator advice and navigation tips, the following resources are available to you (these resources are owned and maintained by Bonterra). The rest of this guide has been customized to your organization and Apricot instance. ● Apricot Knowledgebase (admins can also access the KB via Intercom “chat” feature while logged into Apricot) ● Articles for Apricot Administrators ● Apricot Training Academy ○ First time user? Sign up here. (Username: Your Email, Sign Up Code: Core Admin) Form Change Management There are currently eight (8) Tier 1 forms, and twelve (12) associated Tier 2 forms in the Apricot site. Maintaining the structure and back end contents of the forms will be up to the Administrator. Most form edits will be relatively straightforward, but here are some tips to keep in mind. 1. Fields cannot be deleted, only deactivated to ensure that no data is lost. Fields that have been deactivated cannot be reported on. Deactivated fields can be reactivated if need be. 2. Option Fields list contents can be edited or deleted, but not deactivated or disabled. a. When a list item is edited or deleted, the data previously recorded in the field will automatically be changed to an “Other” response, and a text box will appear below with the original field choice. b. In order to update existing records to reflect a change in an option list, the new list responses will need to be imported into the existing records or manually updated. c. If an option field is populated by a Lookup List, any changes must be made to the Lookup List and points a & b listed above still apply. However, also keep in mind that a Lookup List may feed into fields on multiple forms so it is important to make sure that any changes made to a Lookup List will be applicable to all forms the list is associated with. d. For Masked list fields, be sure to update both the text and numeric values as needed. 3. Form Sections cannot be deactivated or deleted once created. If a section is no longer needed, it can be hidden so users no longer see it. 4. Be sure to review and update any associated Form Logic Rules when making updates to fields, because changes made to fields or to the form may break a rule. 5. Always be sure to Publish a form once changes have been made, otherwise end users will not see the changes, even if the form was saved. If you need assistance with Linking or Special fields we recommend contacting your Apricot Advanced Support Consultant. For more detailed information on editing existing forms, please visit: https://apricot-articles.socialsolutions.com/en/articles/--editing-forms [redacted] | Apricot Software Administrator Guide 3 Lookup Lists There are Lookup Lists that populate various dropdown and/or checkbox fields on forms throughout the site. In the Administrator tab, open the Form Designer section of the Menu sidebar and select Lookup Lists. On the Lookup Lists page, lists are contained in custom categories that are created by Administrators. Click the small arrow/carrot next to the category to expand it and view/edit the lists in that category. Editing an existing Lookup List will then automatically update any fields the Lookup List is used with. For more detailed information on using Lookup Lists, please visit: https://apricot-articles.socialsolutions.com/en/articles/--lookup-list Dynamic Queries Dynamic Fields are generally a type of linking field but can also be numbers or text. The dynamic fields present the user with data pulled from other T1 or T2 forms in the system. Dynamic Queries are set up and edited here: Administrator > Form Designer > Queries After a query is created, it can be added to one or multiple T1 and T2 forms through these element types: Dynamic Dropdown, Dynamic Checkbox, Dynamic Number, and Dynamic Text. [redacted] | Apricot Software Administrator Guide 4 Here are the ways Dynamic Fields are used in your Apricot configuration: Field Form (base) Description Program Enrollment/Exit Populates all Tier 1 Program names where status = active. Allows for data available on program profile to be associated with a program enrollment (for example, eligibility criteria, enrollment requirements) Also facilitates cleaner form logic configuration (uses record ID instead of text written into name field) Select Associated request for information Enrollment/Exit Allows users to connect a request for information to a program enrollment, thereby allowing you to report on how many requests for services result in a program enrollment of any kind Select CPIC Notification Enrollment/Exit Allows users to connect a program enrollment related to a specific CPIC incident thereby allowing you to report on response times and other funder required metrics related to CRU and VOCA Enrolled Program Goal Tracking Goals Goals Progress Internal Referral Individual Services Staff Assignment Allows users to connect a specific service, goal, or internal referral to a period of enrollment thereby allowing you to report on key performance indicators for each program as defined by the organization (number of sessions offered, number of goals achieved, number of referrals given, etc). Staff assignment link allows for one or more staff to be assigned to a client’s period of enrollment Program referring to Internal Referral Allows users to document which program the individual is being referred to for reporting and follow up purposes. Can report on incoming and outgoing referrals seamlessly [redacted] | Apricot Software Administrator Guide 5 Staff Assigned Staff Assignment Allows the user to select from a populated list of staff that is dynamically different based on program enrollment (shows only staff that are connected to that program). Program Association Staff Profile Facilitates the connection of staff to a specific program. Allows multiple programs to be assigned. Dynamic Query Set Up Dynamic Queries are written with SQL statements. All queries must have at least a Select and a From statement. Most queries will also have a Where statement to further filter the returned results. See below for a sample query used to create a dropdown list of active Services (not used in your instance, this is simply an example). After the dynamic query is written, it can be applied to one or multiple forms. When editing a field in the Form Builder, it will tell you if that field is a dynamic field and which query it is using. You can also apply dynamic queries to new forms using the Dynamic options including Dynamic Dropdown, Dynamic Checkboxes, Dynamic Number and Dynamic Text. (Note that you only have queries set up currently that are for Dynamic Dropdowns and Checkboxes). [redacted] | Apricot Software Administrator Guide 6 For assistance editing Dynamic Query fields or adding new Dynamic Query fields to forms, contact your Advanced Support Consultant. Intake Forms (Request for Services) You have one intake form configured in Apricot - Request for Services. This allows you to distribute a link to a web form that allows prospective clients to complete a form to request assistance: https://a114496.socialsolutionsportal.com/apricot-intake/b48ccdae-aa99-4208-a510-4e21fa9605c2 The intake form is using the Request for Services Tier 1 to generate fields available to the public. You will notice that not all fields presenting the Request for services form are visible to the public (internal processing section, attempts to contact, etc). It is important to keep in mind that if you add a field to the request for services form, it is only automatically added to the Intake web form if it is a required field. If the added field is not required, you must also edit the Intake version of the form, choose to add the question, and republish. Note that any optional field on the T1 form can be set to required just for a specific Intake Web Form by editing the field’s properties in the Intake Web Form. [redacted] | Apricot Software Administrator Guide 7 For additional information on using Intake forms, please visit: https://apricot-articles.socialsolutions.com/en/articles/--apricot-connect-intake-forms Tier 1 Directories Tier 1 directories are forms in Apricot that are used to populate records/lists in other areas of Apricot. Like lookup lists, they need to be added to/adjusted over time while keeping in mind that they may be populating more than one dropdown within the system. Review the queries section to confirm. These are the following Tier 1 Directories in the instance: ● Staff Profile ○ Used to populate staff dropdowns and used to connect staff to a specific program ● Program Profile ○ Used to populate program dropdowns and used to connect the correct staff for staff assignments ○ When creating a new program, be sure to assign it to the corresponding program under “program assignment” otherwise, staff will not see the program populated in dropdowns (see queries) ● VOCA Service Category (also contains a tier 2 option for each category) ○ Used to vacillate VOCA service reporting only To update the option sets to no longer show a specific program, staff, or service category, you will navigate to the correct record in the correct DIRECTORY and mark it inactive under Status. Administrator Reports Blueprint (Locked for edit by Bonterra) https://apricot.socialsolutions.com/report/run/report_id/39 [redacted] | Apricot Software Administrator Guide 8 Displays the Form Name, Form ID, Section Name, Field Name, and Field ID from all Active Forms and their Active Fields. This report does not include System Forms. Note: If "Field Type" contains the word "Dynamic" then the "Options" field will be blank as they pull from records in the system and not items in the Standard Form Designer. Additionally, if the field uses a Lookup List or Form Logic Action of Use Lookup List the "Options" will be blank as they are not in the Standard Form Designer. Reports Field Reference (Locked for edit by Bonterra) https://apricot.socialsolutions.com/report/run/report_id/40 Displays Form name, Field name, and Report name where the field is being used in the report. Recommend the team consults this report before deactivating fields in Apricot. Report Filters (Custom SQL Report) https://apricot.socialsolutions.com/report/run/report_id/94 Displays Form name, Section name, field id, field name, report name report section and type of report. Recommend the team consults this report before changing option sets in Apricot. User List (Locked for edit by Bonterra) https://apricot.socialsolutions.com/report/run/report_id/20 Section 1 - summary of users by type, including inactive Section 1 - summary of users by permissions set/program, including inactive [redacted] | Apricot Software Administrator Guide 9