The Merge Persons module allows you to merge duplicate entries for a person that import into clevr from your source system.
To access this feature, the Merge Persons page right is required.
This feature is used by System Administrators to merge duplicate persons.
Best suited for system administrators, not end users.
Why do Duplicates Occur?
Duplicates occur due to missing or incomplete data associated with a person when the integration runs. If persons are available within your source system and are missing default fields it will typically cause a duplicate to import:
Accessing the Merge Persons Module
Once Merge Persons has been enabled, it can be found under the Configuration menu:
Filtering in Merge Persons
When you land within the Merge Persons module, you will be required to apply a filter to locate the duplicate persons to be merged. When adding your criteria, the following can be used for your search:
||The value that appears within the clevr Proprietary ID field
||The value that appears within the clevr Local ID field
||The value that appears within the clevr First Name field
||The value that appears within the clevr Last Name field
||The value that appears within the clevr Email field
||Filter by the user’s clevr role
||Filter by the user’s school/location
Click the + icon to add as many filters as you would like. Click the trash can icon to remove a filter. Click the apply button once you’ve configured your filters to run your search.
Performing a Merge
With your filters applied, check the checkbox beside the names of the persons that you wish to merge, then click the Merge button:
A popup will open confirming additional details about the persons to help you make an informed decision to choose which entry to become the parent once the merge takes place. Click on each column name to expand the section and see the details.
The parent you select should always be the most recently modified entry. If the entry with the details that you wish to become the parent is not the most recently modified, you should update your source system to include those details before running your merge. Once your source system has been updated, allow a nightly integration to run before attempting to merge.
||The details card will include the proprietary ID, local ID, email, and date that the entry was modified. The most recently modified entry should always be chosen as the parent.
||The roles card will show the role(s) and location(s) associated with that person.
||The records card will note if there are any records for any forms created under that entry. Once the merge has been performed, both records will be available within the record history under the newly merged person.
||The classes card will note if there are any classes associated with the person.
To complete your merge, select the entry you wish to become the parent and click the Merge button: