Purpose

To merge the records of a student with two ID numbers into one ID number.

SubSystem

Enrolments

Merge IDs block

A person may be inadvertently recorded in the system under two (or more) ID numbers. This form is used to run a process which copies data from one of the ID numbers (Obsolete ID) into a single set of data under the other number (Current ID).

This block is used to record the two ID numbers to be merged. The Determine Actions button is then selected to display details of the data to be merged.

Users of this function should have an understanding of the data being merged.

Merge Table Name block

When the Determine Actions button is selected, Callista determines which database tables from both ID numbers are involved in the merge process and displays their Descriptions in this block. Each of these tables can be selected in turn to determine the action(s) to be performed on the data they contain.

Information block

This block describes the information contained under both IDs prior to the merge process. Based on the information displayed here, choices are made as to the actions to be performed during the merge process. Not all data has to be merged. Where data relating to two students is recorded under one ID, it is possible to selectively merge this data into the two correct IDs by performing this process twice, once for each current ID.

The block contains four fields, the fields on the left displaying information about data under the obsolete ID, the fields on the right displaying information about data under the current ID. The scroll bar on the extreme left is active when more than two information records exist for a merge table. The scroll bars to the right of each field are active when an information record occupies more than three lines of text.

To interpret the data contained in these fields it is necessary to read the highlighted information in conjunction with the highlighted information in the Action Choice block.

Action Choice block

When information is highlighted in the Information block, the proposed actions to be performed on this information are displayed in the Action Choice block. The choice is then made as to whether or not to perform the action by selecting or deselecting the Perform Action check box. (Default is selected for all actions). Where the system determines that an action is not possible, the reason is displayed in the Action Choice block and the Perform Action check box is deselected.

When all actions have been decided, the merge Person IDs button is selected to perform the process. Successfully merged records are automatically saved and cannot be 'undone'.

If the merge is unsuccessful, it is most likely because some data under the obsolete ID conflicts with data under the current ID. Callista provides detailed messages which enable the user to determine the reasons for the failed merge and take action to either:

• Modify data to enable the merge to proceed, or
• Deselect the Perform Action check box so that conflicting data is not merged.

Where a merge is unsuccessful, the Obsolete and Current Records remain in their pre-merge state.

The Merge IDs block contains:

• Obsolete ID
• Current ID

  Button

  • Determine Actions

The Merge Table Name block contains:

• Table

The Information block contains:

• Obsolete ID Row Information
• Current ID Row Information

The Action Choice block contains:

• Action Text
• Perform Action check box

  Button

  • Merge Person IDs

Rules/Notes:

• Enter the Obsolete ID number and tab. The student's name, as recorded for this number, is displayed.
• Enter the Current ID number and tab. The student's name, as recorded for this number, is displayed.
• Select the Determine Actions button. Descriptions of database tables from which data is to be considered for merging are displayed in the Merge Table Name block.
• Select each table name, in turn, to display details of the information contained under both IDs prior to the merge process.
• For each table name, select each record in the Information block, in turn, to display the proposed action(s) to be performed on that record.
• The Perform Action check box is selected by default. If you do not wish to perform an action, deselect the check box.
• When steps 4, 5 and 6 have been completed for all records, select the Merge Person IDs button.

If the merge process is unsuccessful, error messages are displayed advising of the problem. Either:

• Fix any problems with conflicting data and then repeat all steps in this process.

Or:

• Deselect the Perform Action check box for the offending data to remove this data from the merge process.
• Save, and then:
• Select the Merge Person IDs button again. Manual action is then required if this data is to be included under the current ID.

It is not possible to merge two ID’s in BOTH directions and an obsolete ID cannot subsequently be merged with another ID.

When the merge process fails to copy any part of the obsolete data to the current ID, the whole process 'fails' and no obsolete data is transferred.

Callista can identify many instances where data cannot be merged and reports on each in the Action Choice block. The Perform Action check box is automatically deselected in these cases. If the merge process fails, solutions should be sought from those action choices with the Perform Action check box selected.

In most cases validations are disabled when merge data is inserted.

Some tables can only be merged after other related tables have been successfully merged. e.g. student unit attempt data must be merged before student unit attempt outcomes can be merged.

When some tables are merged then their related child records will also be merged. e.g. Admission Application.

For tables which include Start and End Date fields, options may be available to allow the records to be be merged in various ways. See Start-End Date Options below.