If you have multiple pairs of duplicate party profiles, the Duplicate Manager will list each pair of party profiles in your system. From here you can merge them together if needed. In this article, we will go over the Duplicate Manager and how to use it.
TABLE OF CONTENTS
The Duplicate Manager is only for merging duplicates that already exist. It does not act as a proactive check for duplicates, as there are already features in the system for this.
Navigating the Duplicate Manager
The Duplicate Manager can be found in Administration → Audit / Logs → Duplicate Manager.
You should see a Find Duplicates button, along with a search bar for finding specific students. Use either option to bring up a list of students that can be merged.
By default, any party profile matches with a score of 70% or more will appear when a search is done. This value can be changed in Administration → Configuration → Preferences → Preferences / Settings.
If your system has a lot of party profiles that are classed as duplicates, it might take some time to load them all when using the Find Duplicates button.
There are certain fields that must match on each party profile for them to appear as duplicates. If both party profiles have specific matching fields, they will be available to merge from the Duplicate Manager.
You can click on the Merge button to start merging the profiles, you will be required to select one of the party profiles to flag as the Primary party profile. For more information on how this process works, refer to the Merging Two Party Profiles article.
Essentially, the primary profile is the one that you wish to keep. The other party profile will be deleted and the data will be merged over to the primary profile. Click on the Merge button once you have selected the primary profile.
The party profiles will now be merged together.
Criteria for Duplicates to Show Up
The fields used to determine if both party profiles are duplicates carry weighted values. The values contribute to a Match Score, which will flag the profiles as duplicates if it reaches a certain percentage.
The fields used to contribute to the Match Score have the following values:
- First Name – 30%
- Last Name – 20%
- Email Address – 20%
- Birth Date – 30%
If you have determined that the party profiles are not duplicates, you can choose to ignore them instead. Click on the Ignore button to remove the match from the list.
This will effectively ‘archive’ the match item and prevent it from appearing when you go to search for duplicates again.
If you need to find the archived records, you can go to Filters and click on the Archived Only filter, click on the Search button.
From here, you will be able to merge the archived duplicate matches as you please.
Once you have archived a duplicate match, it is not possible unarchive it. Please use this with caution.