This article explains how to use the Duplicate Contacts area to manage possible duplicate contacts within your Admissions+ system before they transfer to your MIS.
We strongly recommend that you regularly check the Duplicate Contacts Area, as any contacts who appear here WILL NOT trasnsfer to your MIS until they have been resolved.
You will find the Duplicate Contacts area in “Manage Users” from the side menu:
Your suggested duplicates will show on the following page:
- All suggested duplicates share at least three common details: name, email, postcode, or phone number
- Identical data across potential matches is highlighted in green
Matches will displayed like this example:
For each potential match:
- Where possible and based on these criteria, we have recommended a profile to retain as the master profile (which you will merge the other profiles into). During the merging process, any missing data available in the other profiles will be copied to the master profile.
- Alternatively, you can select the profile you would like to merge data into.
To select the profile you want as your master, click on the profile and a blue box will appear around it. Then from the other profiles displayed, you can decide which ones you want to merge with the master profile. You can merge as many profiles into the master profile as needed.
In the example below we will use the recommended profile on the right hand side as the master, and merge the centre profile into this. But we will delete the profile on the left side using the yellow “x” as indicated:
When you click on the “Merge” button, a warning message will appear:
Once you select “OK” a progress bar will appear on the screen to indicate the system is processing the merge and once it is complete, you will see the following message above the duplicate data:
You can now either continue with managing your duplicates or go to the “Merge Histories” tab to view details of your merged profiles:
In the situation when not all of the data is identical (like the example below where all the details are the same apart from postcode), the system will ask you which data you want to keep. When you click the “Merge” button you will then see a warning message:
After “Click here” you will see another pop-up that directs you to select the data you want to keep when you merge the records together:
This will complete the merge.
You may also see the following message appear on some identified duplicates:
In this situation, we are unable to merge the profile together as they are parental accounts with login access. You can only choose to “Dismiss” cases like this - which means the data will transfer to your MIS for you to resolve there.
You can also choose to “Dismiss” any other suggestion made in the Duplicate Contacts area - this will mean these contacts will continue to sync with your MIS during the next export.
For iSAMS, Arbor and Bromcom users
If you have any unresolved duplicates in the Duplicate Contacts area, you will see the following warning message on the Export Data page to remind you that the system will not export any flagged duplicate contacts into your MIS:
