The Data Standards Linking feature allows you to create structured relationships between forms that live in different document folders. This makes it possible to connect information across organizational units, departments, or program areas without duplicating data.
For example, you might link:
Programs to Funders across separate organizational folders
Services to Partner Organizations stored elsewhere in the system
Clients to External Providers managed by another department
Or build structured relationships between Tier 1 and Tier 2 forms across your database
By supporting cross-folder relationships, linking fields help reduce data silos while preserving system structure and performance.
Key Features
Cross-Folder Form Linking
Cross-folder linking allows forms that live in different Document folders to be connected through a Data Standard.
This is different from standard Tier 1 -> Tier 2 relationships within the same folder. Cross-folder linking extends relationships beyond natural parent-child structures.
Bidirectional Linking
Links may also function in both directions. It does not matter which form initiates the connection.
Forms appear as available sources regardless of direction
The relationship can be defined based on workflow needs
Visual Linking Indicators
Linked fields are clearly marked throughout the interface:
Linking badges appear next to linked fields
Interactive popovers display linking details
Review Page shows all linking relationships
Source cards highlight linked sources during implementation
Intelligent Form Discovery
When implementing a Data Standard with linking fields, Apricot automatically discovers available linked forms based on your organization's actual data configuration.
Smart Discovery:
Finds forms matching the linking field setup
Scopes options to the selected form family
Discovers sibling forms with matching link relationships
Shows Tier 2 forms nested under their parent Tier 1 forms
Eliminates duplicates and prevents invalid selections
Form Family Scoping:
Only shows forms linked to the selected form family
Maintains logical boundaries and prevents confusion
Displays clear visual indicators of family scope
Safety & Validation Controls
Circular Reference Prevention
The system automatically prevents circular link chains. You cannot create relationships such as:
A → B → C → A
If a circular reference is detected, an error message explains the issue.
Hierarchy Depth Management
For optimal performance:
Hierarchies of three levels or fewer are recommended
Deeper hierarchies are allowed but may impact complexity
Link Limits
To maintain system performance:
Maximum of three linked sources per Data Standard
Maximum of three linked sources during implementation
Recommended limit of one link per individual source
Clear messaging appears when limits are reached.
Supported Cross-Folder Link Types
The following cross-folder relationships are supported:
Tier 1 <-> Tier 1 (Across Folders)
Two top-level forms in different document folders can be linked.
Example: Program <-> Funder
Tier 2 (Anchor) <-> Tier 1 (Outside Folder)
A Tier 2 form within the anchor family can link to a Tier 1 form in another folder.
Example: Service (Tier 2) <-> Partner Organization (Tier 1)
Unsupported Cross-Folder Link Types
Certain relationships are intentionally restricted to maintain system integrity and performance:
Tier 2 to Tier 2 within a single folder
Tier 1 to Tier 2 across folders
Circular references (for example, A → B → C → A)
Standard Tier 1 → Tier 2 relationships within the same folder should continue to use existing parent-child functionality rather than linking fields.
Data Standard Creation Workflow
Step 1: Build your Data Standard
When building a Data Standard, select your forms and fields as you normally would. If you need to connect information across folders, add linking fields to establish those relationships.
As linking fields are added, visual badges will appear next to them.
Step 2: Configure Links
You can configure up to three linked sources within a single Data Standard.
Each link becomes an additional available source during implementation, allowing you to select fields from those linked forms just as you would typical sources.
Step 3: Validate and review
Before publishing, the system automatically validates the configuration:
Prevents circular references (A -> B -> C -> A)
Warns about complex hierarchies exceeding recommended depth (more than 3 levels deep)
Ensures at least one non-linking field is selected
Step 4: Save and publish
You can save your draft (this will preserve your linking relationship) or publish the Data Standard. When published, the linked sources are created automatically, and the complete linking structure is visible on the Review page.
Data Standard Implementation Workflow
Step 1: Select Your Form Family
Select the form family where the Data Standard will apply.
The system automatically scopes available linked forms to that family, ensuring logical consistency and preventing invalid selections.
Step 2: Choose Linked Sources
You may choose up to three linked sources based on the linking fields configured in the Data Standard. These sources appear in a dedicated Source card, making it clear which forms are primary and which are linked.
Step 3: Map Fields
You'll map content fields from both primary and linked sources.
Linking fields themselves are automatically excluded from mapping because they define structure rather than data. Only fields that store actual content are available in the mapping interface.
Step 4: Review & Complete
Before completing implementation, review all selected forms and fields. Linked relationships will be clearly displayed, allowing you to confirm that the structure aligns with your intended workflow.
Once submitted, the Data Standard is applied with the full linking configuration in place.
Data Integrity Rules
Published Forms Requirement
Target forms must be published before they can be used as linking targets. This ensures:
Stable form structures
No linking to draft or incomplete forms
Automatic Cleanup
When a linking field is removed:
Unreferenced linked forms are automatically removed
Linked forms still in use are preserved
Orphaned data structures are prevented
Field Mapping Exclusions
Linking fields define structure, not mappable content.
Linking fields are excluded from mapping interfaces
Only data-carrying fields are available for mapping
Limitations
Link Quality
Maximum of three linked sources per Data Standard
Maximum of three linked sources during implementation
Form Requirements
Target forms must be published
All forms must belong to the same organization
Import Restrictions
Source imports are disabled on the manual mapping page for linked Data Standards
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