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Merging Persons


Merging Person Records
 
There are two places where you can merge duplicate person records: the Person entity (grid displaying all Persons) and the Duplicate Detection process job.

Merging Persons from Person Entity
 
Any time you view person records within Enrollment Manager (go to Workplace-- Persons), you can merge two records together. To do this, simply highlight two records (use Ctrl-Click to select a second record or click the checkboxes beside the two records you want to merge) and click the Merge icon in your toolbar. This will initiate the merge window displaying the two records. In this window, you can select the Master Record (the record that will remain after the merge process) and select the individual fields that you want retained from each record. For instance, you may want the street address from one record but email address from another.

Merging Persons from Duplicate Detection Jobs results
 
When you open a Duplicate Detection Job, you'll see an option on the menu to "View Duplicates." This view provides a list of records that have potential duplicates. By selecting a record in the top list, you'll see potential duplicates in the bottom list. To merge two records, simply select the bottom record and click on the merge icon found just above the bottom list. This will initiate the merge window displaying the two records. In this window, you can select the Master Record (the record that will remain after the merge process) and select the individual fields that you want retained from each record. For instance, you may want the street address from one record but email address from another.

Important steps to follow after merging Person records
 
When merging Person records in Enrollment Manager, the "master" record will inherit all the child records of the "other" person record. If both records have Opportunities, the merge will add the Opportunity from the "other" record to the "master" record. There will be some additional cleanup necessary after merging the Person records:
  • Review the Opportunities on the "master" record to determine if there are duplicate Opportunities. If there are, refer to the Opportunity Merge functionality.
  • Review the Person Organization records, and if needed, delete any duplicate Person Organizations. Refer to the section below for more details on reviewing Person Organization records from merged Persons.
  • Review the "Primary Organization" field, and if needed, update the field to reflect the active Person Organization.
  • Review the Person IDs, and if needed, delete any duplicates.
  • Review the Scores, and if needed, delete any duplicates.
  • Review the Race values, and if needed, delete any duplicates.
 
Reviewing and Resolving Duplicate Person Organizations and Transcript Requirements
When two Person records are merged together, the Person record that remains Active may inherit duplicate Person Org records. This means that the student will have duplicate Official Transcript requirements and duplicate Person Organizations.
 
Users should be aware that there is a link between the Person Org record and the Official Transcript requirement that ensures the correct requirement is completed when the transcript is received.
 
Users should select the correct Person Org record for deletion and first delete the Official Transcript requirement that is linked with that Person Org.
 
To make it easier for the client to know which requirement and Person Org to remove when cleaning up duplicates, there is a Requirements area in the Person Org record. This area will only list the Official Transcript requirement that is linked to that Person Org record.
 
Here is the process for clearing up Person Org and Official Transcript requirements:
  1.  Start with the Person Org records. Determine which duplicate Person Org record you want to delete, but do NOT delete it yet.
  2.  If the record you choose for deletion has some information that does not exist in the record you wish to keep, you may want to manually edit the record you wish to keep to add any new information from the record to be deleted.
  3.  Scroll down to the Requirements area within the Person Org record you have chosen for deletion.
  4. Select the Official Transcript requirement and delete it by clicking on the 'Delete Requirement' icon (a black X) at the top of the form. If the “Delete Requirements” icon is not active, click inside the Requirements list view area.
  5. Click outside of the Requirements area and click on the Delete icon at the top to delete the Person Org record. 
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