Combine Duplicate Person Records

PATH: System Administration > Data Utilities > Combine Person

The Combine Person tool allows administrators to search for and combine two people (and their corresponding records) within Campus. When selecting two people to be merged, existing data for both people is presented to the user and Pre and Post Audit Reports are provided as a way to audit a subset of each user's information before and after a merge occurs. 

When merging two people, duplicate information is deleted, similar data is merged and unique data is kept

This article includes the following topics:

Users are highly encouraged to use the Duplicate Student Search Report and Duplicate IDs Report to identify potential duplicate students prior to using the Combine Person tool.


Customers who have purchased Campus Finance, Human Resources, or Payroll as add-on functionality should not use the Combine Person tool for combining staff members.


Image 1:Combine Person Tool

Tool Rights

PATH: System Administration > User Security > Users > Tool Rights

In order to use the Combine Person tool a user must have at least R(ead) tool rights added to the person's own user account (Image 2). Combine Person tool rights cannot not be added to a user group. Users with All Tools and All Calendars rights are still required to have individual tool rights marked for the Combine Person tool.

When running the Combine Person tool in a District Edition linked to a State Edition of Campus, the person initiating the merge MUST exist at the state level and their records must be synced from district to state. Because a person merge is automatically performed at the state level once they are merged at the district level, failure to exist at the state level will result in records not properly merging. 

Due to the sensitive information displayed within the tool (i.e., Social Security Numbers, birth dates, etc), users are highly encouraged to limit the number of users with tool rights to the Combine Person tool. Tool Rights for the Combine Person tool exists for SIS users only.


Image 2: Combine Person Tool Rights

Once tools rights are given to a user, the user must log out and back into Campus in order to access the Combine Person tool (and any other tool rights applied during this time).

Combine Person Logic

Manually Cleaning up Duplicate Data Prior to Merging

When merging two people, records that appear identical (based on the fields used to identify duplicate records for the module) will result in one duplicate record being deleted. If both records should be kept and merged to the base person (the person existing after the merge), users will need to manually modify one of the records so that they are no longer identical. 

When two identical records are identified and the record to be deleted contains different information than the record being kept (such as state-specific data not used in matching duplicate records), users are highly encouraged to review both records and reconcile field value differences on the record being kept prior to merging. 

For example, in the image below (Image 3), the record being deleted contains different state-specific field values than the record being kept. Users should review these values to ensure the record being kept is accurate. 

Use the Duplicate Student Search Report and Duplicate IDs Report to help identify duplicate students.


Image 3: Field Value Differences Between Two Enrollment Records

Understand the Combine Person Tool

Properly using the Combine Person tool means understanding which people are duplicates, which data will be merged, deleted or kept once two people are merged and what data must be manually cleaned up to ensure records are merged appropriately. 

Merging two people means not only are personID fields updated to the kept person, but also Modified By, Referred By and other identifier fields throughout Campus.

Users with HR/Finance/Payroll functionality enabled should not use the Combine Person tool for combining staff members.

Users are highly advised not to use the Combine Person tool while logged in as a generic Administrator account. If more than one person in a district is an administrator, users will not be able to identify exactly who performed what merges and data changes.

The transactions that combine or delete people can block data input on affected tables for the duration of the transaction. When run during busy times in the school day this can cause significant blocking and noticeable slowdowns or make the app appear to hang. Users are advised to use this tool during non-peak hours.

The following topics describe each step of the Combine Person process.

Search for Two People to Merge

The first step in combining two duplicate people is properly searching for and identifying them via person identifiers (i.e., Person ID, Local Staff #, Student State ID, etc). 

Use the Duplicate Student Search Report for help in identifying duplicate students.


Image 4: Searching for the First Duplicate Person

To search for and add a person for merging:

  1. Enter at least the person's Last Name, First Name and Gender.
  2. Select the Search button. People matching the search criteria entered will appear in the window on the right. 

    Search results are based on people whose name is exactly, similarly spelled or sounds like the name entered in search criteria. The % column will indicate how close of a match each person's name is to search criteria entered.

  3. Select the first duplicate person from the search results window. The person (and identifier data) will appear in the Person #1 column of the Combine Persons section (Image 4).


Image 5: Searching for the Second Duplicate Person

Now that the first duplicate person has been selected, the second duplicate person must be identified and selected. Repeat the same steps used for selecting the first duplicate person. The second selected person will appear under the Person #2 column of the Combine Persons section. 

Collect Duplicate Person Data

Now that two duplicate people have been identified and selected, duplicate record data must be collected. Collecting data allows users to view duplicate records and determine which records should be kept during the person merge.


Image 6: Collecting Record Data

To collect data, click the Collect Data button (Image 6). Data for specific modules will appear for each person. 

This is not a comprehensive list of all records/data that will be merged.


Image 7: Duplicate Person Record Information

Once data is collected, record information will appear for each person (Image 7). Select (+) to expand each section for information about record field values (Image 8). 


Image 8: Expanded View of Record Information

Previewing Merge Data

To preview merge data, select the the base person (the person who will remain after the merge, highlighted in yellow) and select the Preview Merge button (Image 9). 

Once duplicate record data has been reviewed, select the base person (the person who will remain after the merge, highlighted in yellow) and click the Preview Merge button (Image 9).


Image 9: Selecting a Base Person and Preview Merge Button

Duplicate data will appear with a strike through it. Records which will remain after the merge will have their corresponding checkbox marked and data will be highlighted in yellow (Image 10).

To change which record(s) should be kept, select the record's corresponding checkbox. The new record will highlight in yellow and duplicate records will appear crossed out.


Image 10: Reviewing Merge Data

To view duplicate record data in report format, click the Pre-Audit Report button, select a Report Format, and select Generate Report (Image 10). The Combine Person Pre-Audit Report will appear in a separate window in PDF format (Image 11). 

This report does not display all data that will be kept or deleted during a person merge. Any data listed under the drop person which should be kept must be manually modified within Campus prior to merge in order for the record to no longer appear as a duplicate.


Image 11: Combine Person Pre-Audit Report

Merge Two People

Once data has been reviewed and all appropriate records have been selected, select the Merge button (Image 12).  


Image 12: Initiating Merge

A warning message will appear, requiring confirmation of the merge (Image 13). Select the Agree to Merge button to initiate merge of the two people. Select Cancel to cancel merging of the two people (no data will be changed).


Image 13: Final Confirmation of Merge

Once Agree to Merge is selected, the following will occur based on whether or not you are within a District Edition linked to a State Edition of Campus: 

If connected to a State Edition of Campus: Once a merge is initiated at the district level, the same merge is initiated at the state level to ensure records match. The user who initiates the merge at the district level MUST exist as a person that is State Linked (at the state level and their data has been synced to the state edition) in order for state level records to merge correctly.

Once the merge is complete, a Process Alerts (formerly Process Inbox) message will appear at both the state and district level for the user indicating whether or not the merge was successful at the state level (see Image 14).


Image 14: Process Inbox Message Confirming Successful State Merge

If NOT connected to a State Edition of Campus: The loading screen will appear and continue to spin until the merge is complete. 

IF THE MERGE FAILS: If the merge fails a message will appear with a short description of what caused the failure. If you do not understand the reason for the merge failure, please contact Infinite Campus Support.


Image 15: Confirmation of a Successful Merge

Once the merge is complete, a popup message will appear indicating a successful merge (Image 15).

Reviewing Post-Merge Data

Once two people have been merged, users can then run the Post Audit Report to validate data now linked to the person that was kept.


Image 16: Generating the Post Audit Report

To generate the Post Audit Report, click the Post Audit Report button (Image 15). The report will appear in a separate window in PDF format (Image 17).

This is not a comprehensive list of ALL data changes which occurred when the two people were merged.


Image 17: Post Audit Report

The Post Audit Report displays a summary of information kept and merged into the keep person's records. Depending on which records were selected to keep on the Combine Person editor (indicated by selecting the checkbox and having the data highlighted), kept information can appear under the Drop Person's Data column indicating which records from the drop person were kept and merged into the keep person. 

Modules and Fields Shown for Duplicate Record Analysis

The following table describes all potential fields displayed within the Combine Person tool and in the Post and Pre Audit Reports.

This is NOT a comprehensive list of ALL fields looked at and/or affected by a person merge within the Combine Person tool. This list describes all fields which will display within the Combine Person tool for describing duplicate record information.

All user accounts are moved from the dropped person to the kept person.

The Action column indicates the action occurring during a person merge.

Table

Field(s)

Action

Employment

  • Start Date
  • End Date

Merge

Enrollment

  • Start Date
  • End Date
  • Grade
  • District
  • Calendar
  • Schedule Structure
  • Service Type

Merge

Fee Assignment

  • Fee Name
  • Fee Type
  • Due Date
  • Amount
  • Payment Amount
  • Course Name
  • Calendar ID
  • Fee ID
  • Course ID

Merge

Academic Program
  • Program Name
  • Start Date
  • End Date

When the keep person doesn't have an academic program and the drop person does, the drop person's Academic Program moves to the keep person. 

If there is no academic program selected, the final warning pop-up window does not display until at least one academic program is selected when trying to merge.

Merge

Graduation

  • District
  • Date First Entered the 9th Grade
  • NCLB Cohort End Year
  • NGA Cohort End Year

Combine

Household Member

  • Household Name
  • Address
  • Household ID
  • Start Date
  • End Date

Merge

Identity

  • First Name
  • Middle  Name
  • Last Name

Keep both records

NASIS

  • Tribal Code
  • Certification Date
  • Resident Agency
  • Native Language
  • Date of Certification
  • ISEP Documentation on file
  • ISEP Eligibility Certified By
  • Navajo Chapter
  • Home Agency

Merge

POS Account Access

  • Number
  • Balance
  • Active
  • Transactions
  • Person ID

Merge

POS Eligibility

  • Eligibility
  • Type
  • End Year
  • Start Date
  • End Date

Merge

POS Identification

  • Identification ID
  • Type

Merge

Relationship

  • Person Name
  • Guardian
  • Start Date
  • End Date

Merge

SIF Logic Tied to the Combine Person Tool

The following SIF logic is implemented when people are merged via the Combine Person tool:

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