Merge Aptify Records with No Associated Courses (Person External Account)

Created by Kevin Schmidt - HCPro, Modified on Thu, 9 Oct at 3:12 AM by Kevin Schmidt - HCPro

Duplicate data causes serious problems in many systems. Often, the same company or person is entered into the database multiple times. One way to manage duplicate data is to clean up the data after it has been entered.

Original source: Aptify 6.0 Merging Records

Follow these steps to merge two or more records:

Note: Confirm you are merging the correct accounts. Once a merge is complete, it cannot be undone.

1. In Aptify, search for the records you wish to merge (recommended: name consistently used across all accounts).

CONFIRM THE PERSON TO BE DELETED DOES NOT HAVE A PERSONAL EXTERNAL ACCOUNT IN WEB USER RECORD.

If the web user record to be deleted has a Desire2Learn (D2L) or CourseMill (Haugen) record in web user person external accounts tab, then update personal account record to link to aptify recor to be kept.

**IT ADMIN Ref: https://support.ahima.org/a/solutions/articles/5000072848

2. Select the records to merge by holding the Ctrl key and clicking on each record, or highlighting by clicking on the blank square to the left and dragging the mouse (up or down).

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. 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.

Note: You have the option to also set specific fields as default. To do so, right-click on the specified field you wish to keep and select "Set Field As Default". Click on "Show All Fields" to view all fields available in the record.

Note: If you want to add additional records to merge operation, click "Add Record" to open the Find dialog for the current service so you can search for the additional record(s).

Note: If you want to remove a record from the merge operation, highlight the column heading for the record and click "Remove Record".

5. Once you have selected the default record, click "Merge". This may take a few seconds to complete.

6. Click "Yes" to continue the merge process.

The following pop-up means the merge is being processed by the system. This should take less than one minute.

7. Once the merge is complete, there will be a notification indicating it was successful. Click "OK".

8. Review the record information by using the search function again. There should now only be one consolidated record.

Note: 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.

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.

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