merge persons

The Merge Persons module allows you to merge duplicates for a person (staff, student, school, etc) that import into clevr from your SIS. Duplicates for a person sometimes import into clevr when there is a name change - the integration routine errs on the side of caution and imports a duplicate rather than risking copying over an existing person when a perfect match is not found. 

Once enabled, the Merge Persons module is available via the Configuration menu option:

When two or more persons are merged, the entry that becomes the parent is the one that was last modified. For this reason it is crucial that you do not merge duplicates when you find them. Instead when you find a duplicate, make note of it and perform the merge the next morning - this ensures that the most recently modified entry for the person was updated by the integration routine and eliminates the risk of the wrong entry becoming the parent after the merge takes place.

You can search for duplicate persons by proprietary ID, local ID, first name, last name, email address, or role. In most cases it is easiest to use the name. Select “all locations” in the top right dropdown, select your search parameter in the dropdown, enter the value in the field provided, then hit search. A list of matches will be generated in the table below.

To merge the duplicates, check the checkbox beside the names of two or more persons you would like to merge and click the merge button.

Confirming Your Merges - Student

After merging a student, you should navigate to all form(s) they had a record for and ensure they are available on the homescreen. Click into each form to ensure the record you land on has data in it. If it is blank, confirm that the record with the data in it is available within the Record History: 

Delete any blank records from the record history, carefully ensuring that you do not accidentally remove any valid records in the process by inspecting them first. 

If the student remains on the active list after the next integration you will know the merge was successful and that the correct person became the “parent” after the merge.

Confirming Your Merges - Staff

After merging a staff person, you should navigate to all form(s) they had a record for and ensure they are available on the homescreen. Click into each form to ensure the record you land on has data in it. If it is blank, confirm that the record with the data in it is available within the Record History: 

Delete any blank records from the record history, carefully ensuring that you do not accidentally remove any valid records in the process by inspecting them first. 

Navigate to the user account and add back any forms that were removed during the duplicate process; ensure they have the correct role, location(s), and settings such as clevr managed.

If the staff member is a teacher, use the Groups and Classes module to inspect their classes to ensure they have students assigned. If the staff member does not import another duplicate after the next integration you will know the merge was completely successful.