How to Merge Duplicate Records
Click here to see this page in full context

 

How to Merge Duplicate Records

Over time as you accumulate records of individuals, duplicate records can be created. When duplicates creep into your database, it makes hard to work accurately and efficiently (for example, the wrong records may get updated and reports may contain inaccurate information). To minimize the storage of duplicate records and maintain the integrity of your database, it is a good idea to regularly check for and remove unwanted duplicates. Use the instructions in this topic to handle this important cleanup task.

 Important

Take care when merging records you determine to be duplicates. Double-check your changes before merging because you cannot undo a merge.

 You must have Individuals + Merge permissions to merge the records of individuals.

  1. On the Home page, click the Individuals tile to open the Individuals page.
  2. The page opens in grid view. To view the page in card view, click this button in the toolbar: .
  3. Find the two records that may be duplicates. If your list is long, use the search features to find the records of the individuals you are looking for. 
  4. In the Individuals grid, select the checkbox next to the two records. Then, in the toolbar, click this button:  (Merge Individuals) to open the Individuals Merge page.
  5. The names of the selected individuals appear at the top Individuals Merge page. As illustrated below, the system designates one of the records as Keep and the other as Remove: 

The Profile, Assignments, and Requirements panels show the data currently stored in both records. 

  1. In the Profile section, the merge process identifies fields in both records that have non-matching values. Carefully review the values to determine which ones you want to keep. Refer to the previous illustration, and use one of the following methods to resolve the duplicate:
    • If the values in all fields in the Keep record are correct, go to Step 7.
    • If the values in all fields in the Remove record are correct, click the Swap button   (see previous illustration) to move Remove record values to the Keep record. Then, go to Step 7.
    • If both records contain a mix of accurate data values, the most efficient approach is to designate the record with the most correct values as the Keep record. So, if the Remove record is mostly correct, make it the Keep record by clicking this button between the two records: (see previous illustration). Next, go to each field with non-matching values and choose the value to keep. If the value in the Keep record is correct, leave it as is and move on to the next field. On the other hand, if the value in the Remove record is correct, click this button between the two fields to swap it with the (incorrect) value in the Keep record: .  

      The following example is provided to explain the aforementioned process for handling duplicates when both records contain a mix of accurate data values. As shown below, the Date of Birth field has non-matching data values in the Keep and Remove records: 


      If the date in the Keep field is correct, you would leave it as is and move to the next field with non-matching values. However, if the date in the Remove record is correct, you would click (see the illustration directly above) to move the correct date to the Keep record, as shown below:

  2. Scroll down to the Assignments section. This section shows the assignments and associated requirements data in both records. Carefully review these data, and then do one of the following:
    • If the assignment data in the Keep record is correct, leave the Keep record as is.
    • If the assignment data in the Keep record is not correct, click this arrow between the two records to move it to the Remove record: . 
    • If the assignment data in the Remove record is correct, click this arrow between the two records to move it to the Keep record: . 
  3. The Keep record shows you what the data will look like after the merge. You cannot undo a merge, so carefully review the data in the Keep record.
  4. When ready to merge the records, click . 
  5. You are prompted to confirm the merge. Do one of the following:
    • Click  to proceed with the merge. The system merges the two records. It saves the Keep record, deletes the Remove record, and updates the Individuals grid with the change. You return to the Individuals page.
    • Click  to stop the merge process. You remain on the Individuals Merge page.

 

 

Related Topics

About the Individuals Page

© January 31, 2024 Safe Environment Program v2.31. ParishSOFT LLC, all rights reserved. ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use only.