In certain situations you or your team mates may inadvertently record the same thing (e.g. a participant, organisation, note, task, etc.) multiple times, resulting in data duplication. This can make it challenging for users to track both records. To address this issue, Aam Digital offers a feature to merge two records, helping to eliminate duplicates and combine records that may contain partial information. This ensures that the data stored in the system is accurate.
Please note that record merging is a one-time activity; after merging two records, only one record will be available in the system and you cannot split the record into two again later.
In this guide, we will demonstrate how to merge two records in the Aam Digital system.
The following steps illustrate how to merge two similar records created under Notes & Reports. You can follow the same steps to merge two participant profiles or any other kind of records.
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Click on the three-dot menu on the top right corner of a list view and select "Bulk Actions":
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A few action buttons are displayed when you click "Bulk Actions". The "Merge" button will be enabled only after you select exactly two records that you want to merge.
Click on the “Merge” button:
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A dialog opens to help you merge the details of the two records into one. You can preview the data of both records simultaneously and select the data from each record you want to keep in the final merged record.
Each field in the "Merge Preview" section is editable, allowing you to also add any additional information or manually change details.
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Click on the "Merge" button once you are satisfied with the data selected and captured.
A dialogue box will appear, asking you to confirm the merge:
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When you click "Yes" the two records are merged and only one record will be available in the system afterwards. The merged record with selected data will be updated in other linked entities. (i.e., in our example, the merged note is linked to all children now, no matter which of the two merged notes they had been linked to before).