Merge Duplicate Record
Location in standard build: Top of Details Screen for an organisation/person
Sometimes data entry accidents happen, and you end up with multiple records on the system that are actually the same person. Ways this might happen include...
- Users do some work with a client, then enter them on their Charitylog system without first checking that they are not already entered
- Users enter someone as a client, then enter them separately as a volunteer
People should only be entered to the system once. If they become another type of person (e.g. Client becomes a Volunteer too) their type should be changed; either by using the "Make Into" button on a set of search results, as detailed in the end user manual; or by using the Extended Orgs & People List.
Why avoid duplicate entries?
- If an organisation or person is entered twice on the system, contacts may be recorded against both. This will lead to each client having an incomplete history, which will cause problems for end users.
- Reporting will also be compromised, as two people will show up in reports where there should only be one, and numbers of contacts per person will be incorrect... plus many more problems.
Having said all of that, Charitylog makes it easy for Administrators to merge two people on the system, so that these mistakes can be undone.
Contents
How to merge records
You should always start the merging process with the organisation or person that you want to keep - usually the oldest or most complete record.
In the screenshot below, we can see that the same client has been entered twice. One entry looks like it has all the details; the other has only been entered with a first name, surname and postcode.
Start with the one that you want to keep (in this case it would be the one with the more complete details), and click on the name of the person.
"Merge" link on the Details screen
At the top of their Details screen, there will be a button, as shown.
What to do if no "Merge Record" button is visible - click "Expand" to show
If there is no "Merge Records" link displayed, set Group Access permissions
Go to the Settings button > User Access > Group Access. Click on the Group of the person who needs to do the merging.
Then, on the "Main Program" tab, make sure that the tick box for "Merge Records" is ticked.
Save Details when done.
Specifying the duplicate
Once you click the "Merge Record" button, you will be taken to a search form, where you can search for the record that you want to merge into the one that you are keeping.
From the search results, pick the record to merge, and click the "Merge" button. Note that this search allows you to search by Charitylog ID number. The best way to make sure that you merge the right records is to write down the relevant ID numbers beforehand, and search by these. This makes it (almost) impossible to select the wrong record for merging.
Now there will be another confirmation screen to go through, reminding you that you are keeping only one set of data. You will be shown the data that is to be kept, and the data that will be overwritten. If you are happy, click "Continue with Merge".
Now another warning...
If you click "OK", the records will be merged and you will be returned to the record which has been retained. Check this record for completeness, and if necessary, fill in missing data.
Flow Chart
Rob Kay - manual author (talk) 14:43, 28 November 2016 (GMT)
