The following is a comprehensive document on the person record merge process.
Related Training Videos
IT Learning Bite: Merging Person Records - with Desire2Learn (D2L) Record
This video goes through the Aptify person merge process for records that contain one (1) Desire2Learn (D2L) person external account records.
!! If user has multiple D2L person external account records, please click here to clean up records and ensure course access is not lost !!
Duplicate Person Merge Process Overview:
Identifying duplicate records in HubSpot ……………………………………………………………………..
Validate duplicate person records in Aptify ……………………………………………………………………
Move linked contact logs to default primary person record (requires SQL) **IT ADMIN** ….. ………….
If user has Desire2Learn (D2L/Brightspace) or CourseMill(Haugen) Person External Account,
Move Person External Records to default primary person record …………………………………………
Delete web shopping cart items from duplicate person web user record ………………………………...
Merge person records in Aptify ………………………………………………………………………………..
Clean up web user records in new default person record ………………………………………………….
- Confirm primary email address is listed in primary web user record
- Add the secondary (old) email to person record contact
- Merge web user records containing EMAILS in primary account (do not merge B2C)
- Keep B2C records in person’s web user (do not merge B2C)
If user has Brightspace (D2L) Linked External Account,
Update user in Brightspace (D2L) **IT ADMIN** ……………………………………………………….......
Merge person records in Dynamics, if applicable ……………………………………………………………
Merge duplicate contacts in HubSpot ……………………….………………………………………………..
Impersonate user to validate myAHIMA account access ………………………………………………..
Common errors ......................................................................................................................................
Required access:
- HubSpot
- Aptify Production
- Dynamics Production
- Azure (B2C)
- Brightspace (D2L)
- Coursemill (Haugen)
Identify duplicate records in HubSpot
1. Log in to HubSpot and click to open the AHIMA account
2. Select Contacts >> then click on Contacts
3. In the Contacts view, go to Actions dropdown and select Manage duplicates. This will open a new tab window on your browser.
Keep the HubSpot window open (we will come back to this) and proceed to next steps:
Validate duplicate person records in Aptify
4. In Aptify Prod, look up the person by full name to check for duplicate person records.
?If User does NOT have duplicate account in Aptify, then skip to Merge duplicate contacts in HubSpot.Step-by-step guide to merging contacts in HubSpot available here. |
5. Open the Aptify records and confirm the following for the duplicate record:
- Does the duplicate person account have linked Contact Logs? (Go to Contact Log tab)
If yes, these will need to be moved to the primary person record which requires SQL.
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Move linked contact logs to primary person record (requires SQL) **IT ADMIN** ?TIP: Submit a helpdesk ticket to have contact logs linked to a different person**In your request include duplicate person record ID and instruct IT to changed link person in contact logs to the primary person record ID. |
- Do the web users in duplicate person account contain Person External Account records?
If yes, these will need to be moved to the primary person’s web user.
- If none apply, skip next section and proceed to Step 6.
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Move Person External Account to Primary Record 1. Go web users in duplicate account and open web user records to look for Person External Records* *Person External Records will show Desire2Learn (D2L/Brightspace) or CourseMill 2. Open the person external account record, then delete old web user field value 3. Paste primary email in web user field >> Press [Tab] or enter >> the web user field will automatically update* *If the web user field does not automatically update and you are prompted to select the primary web user to link to the person external record, then select the primary email (not the B2C). 4. Click save & close 5. Refresh web user record to confirm the person external account record is no longer linked to duplicate record. !! If user has multiple D2L person external account records, please click here to clean up records and ensure course access is not lost !! |
Delete Web Shopping Cart Items
If web shopping cart items are left in web user records, this will throw out an error during merge.
6. In the web user record, go to the Web Shopping Carts tab and confirm there are no records. *
*If there is a record in web shopping carts tab, then delete those records. These are essentially products that have been sitting on the user’s shopping cart on myAHIMA web.
7. Save and close web user records.
Merge person records in Aptify
Note: Confirm you are merging the correct accounts. Once a merge is complete, it cannot be undone.
8. Select the records to merge by holding the Ctrl key and clicking on each record or click on the blank square to the left of record line and drag to highlight.
3. Right-click on the highlighted records and select Merge Records from the pop-up menu.
4. In the Aptify Merging Tool, the default record (account to be kept) will be highlighted yellow. *
? TIP: *To change the default record, right-click on the fields for the account you wish to keep and select "Set Record As Default". This will highlight the account column that will be kept as primary. |
Note: In this example, we are going to make record ID #3754305 the default account and merge ID # 3736914 in to the default account.
(Optional) Set individual fields as default by clicking on the field line once, then right-click to select "Set Field As Default". Click on "Show All Fields" to view all fields available in the record.
5. Once default record is highlighted, click "Merge".
6. Click "Yes" to initiate the merge process. This may take a few seconds to complete.
? TIP: If you are attempting to merge more than two (2) accounts, we highly recommend starting with two, then merging the rest in pairs to avoid a delay or error. |
7. Click "OK" on the merge successful notification box.
8. Validate merge was successful by searching for user again. There should now only be one default record.
If you receive an error message while attempting to merge two (2) records, please take a screenshot of the error pop-up as well as the Aptify error log and submit a ticket for support.
Clean Up Web User Records
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? TIP: If a person record in Aptify does not have an assigned primary web user record, then you will need to create one. Click here for instructions on creating a new web user ID for person records in Aptify. |
9. Confirm primary email address is listed in primary web user record (User ID and Email field)
10. Add the secondary (old) email to person record contact
Go to person record >> Contact tab >> click Primary Email drop-down and select Secondary Email >> Paste Secondary email
11. Merge web user records containing EMAILS as User ID (do not merge B2C) *
*Some records may only have one web user login post-merge (in addition to B2C) in which case a merge would not be applicable.
12. Be sure to keep B2C records in person’s web user (do not merge B2C)
13. Update Email in B2C web user record to match person’s primary email address
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? TIP: Follow these instructions for updating a user’s primary login email: https://support.ahima.org/a/solutions/articles/5000074104
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Keep Aptify person record open, we’ll come back to this further down the merge process.
Update User in Brightspace (D2L) **IT ADMIN**
What we’re looking to identify:
- Duplicate D2L user record
- Validate Org Defined ID and Email to match primary email
14. In Brightspace, go to settings >> select Users
15. Using the search feature, search for user by full name.
16. If the user has two records in D2L, proceed to the next section. If there is only one user account in D2L, skip to step 21.
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Delete duplicate (old) user in Brightspace D2L, if applicable Before deleting old user in D2L, confirm old user in D2L does not have assigned courses
17. Click on the dropdown arrow >> select Manage User Enrollments *
* Confirm there are no assigned courses
18. If there are no active enrollments in the log, then proceed to delete the duplicate user by clicking Close to navigate back to your initial search result.
19. Back in your initial search results page, click on the drop-down arrow below duplicate account name >> select Delete User
20. Validate the primary user account in D2L has matching primary email address
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21. Validate the Org Defined ID and Email match
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If the email addresses DO NOT match, then update accordingly
- Click on the dropdown arrow >> select Edit User Information *
- Update Org Defined ID field to match primary email in Email field (Aptify primary email)
- If the email addresses DO match, then proceed to next steps.
Merge Person Records in Dynamics
Users may or may not have duplicate records in Dynamics. Best practice is to check Dynamics and merge duplicate person records whenever possible.
22. Go to https://ahima.crm.dynamics.com/ and select the AHIMA-AMS application
23. Go to the Accounts or Contacts service
24. Search by name in the local search box (not the global search at the top of the page)
25. Select the records – you can only select two at a time for the merge process
26. Once you select two record, the merge button will appear in the menu bar
27. Click Merge
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NOTE:
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Once the merge complete it will display a message at the bottom of the screen.
REVIEW FULL DYNAMICS MERGE DOCUMENTATION HERE.
Merge Duplicate Contacts in HubSpot
? Watch this brief tutorial on merging contacts in HubSpot.
28. Back in HubSpot, click on Review (for contacts you’re ready to merge) >> Select primary account to keep*
*The account to keep should be the account that matches the user’s primary email address across all other accounts.
29. Click Merge
Impersonate user to validate myAHIMA account access (via Aptify)
30. Back in Aptify, go to the person’s record >> click Impersonate to log-in to user’s myAHIMA account
31. Validate access to the following:
- Access to myAHIMA
- Access to Learning Center courses – e.g. Desire2Learn, CourseMill (if applicable)
*If you receive an error on any of the above, please review existing documentation available in HelpDesk Solutions to troubleshoot myAHIMA and/or course access.
Common Errors
Click to view common errors:https://support.ahima.org/support/solutions/articles/5000077668-common-person-merge-errors
If an error you've encountered is not listed, please submit new ticket to AHIMA helpdesk for troubleshooting tips.
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