Mapping fields to a Data Standard lets you align an existing form with a shared standard without replacing your current structure. Instead of creating a new form, you connect the Data Standard’s fields to fields you already use in Apricot.
Mapping is often the best option when you want to preserve existing workflows or historical context while still reporting with standardized data.
When mapping fields is a good fit
Mapping fields works best when:
You already have active forms in use
You want to preserve existing workflows and layouts
You need more control over how a standard aligns with your data
You are transitioning gradually to standardized reporting
Before you start
You must be an Apricot Administrator.
The Data Standard must be available to your organization.
Mapping affects future data entry, not historical records.
Not all field types are currently supported for mapping.
Map fields to a Data Standard
In Apricot, go to Administrator.
Open Workflow Station, then select Networks.
Locate the Data Standard you want to implement.
Select Implement.
Choose Map fields when prompted.
For each field in the Data Standard, choose one of the following:
Map it to an existing field on one of your forms, or
Add a new field directly from the mapping screen
Review your mappings to confirm they are correct.
Select Implement Data Standard to complete the process.
You can use the AI Field Mapping assistant to help identify likely matches based on field names and context. Suggested matches can be reviewed and adjusted before implementation.
What happens to existing data
Mapping fields does not delete or overwrite historical data.
Important things to know:
Existing records keep their original values
Older dropdown values remain reportable, even if new standardized options are applied
New data entries follow the standardized field options going forward
This ensures continuity in reporting while improving consistency over time.
Field options and limitations
When mapping to an existing dropdown or list field:
The standardized options replace your current selectable options
Historical values remain associated with existing records
Some complex field types are not currently supported for mapping:
Dynamic Text | Email Trigger |
Dynamic Number | API Trigger |
Dynamic Dropdown | Scheduler |
Dynamic Checkboxes | Calendars |
Email Trigger | Grant |
API Trigger | Grant Invitation |
User List | Check-In |
User Creation | Milestones/Goals |
Link (Base) | Review Assignment |
Link (Target) | Auto Populate |
Important things to know
You can review or update your implementation later if needed.
You are not required to map every field in a Data Standard.
Mapping decisions are intentional and controlled by your organization.