In order to keep your ARI/Slate integration running smoothly, it is important to review and merge your Duplicate Records in ARI at least once a week. In the Duplicate Detector, you will come across the following 6 Duplicate Scenarios:
Scenario 1: 2 duplicate records, both with blank Admissions IDs.
Scenario 2: 2 duplicate records, one with an Admissions ID, one without an Admissions ID.
Scenario 3: 2 duplicate records with identical Admissions IDs.
Scenario 4: 2 duplicate records with 2 different Admissions IDs.
Scenario 5: 2 records which are not duplicates, but have been flagged as possible duplicates because of an identical email, phone number, etc.
Scenario 6: You find duplicate records that are NOT in the Duplicate Detector.
The Video and the Written Instructions below walk through the duplicate merging solutions for each scenario.
🎬 Video Instructions:
Click on the full screen icon
to enlarge the video to full screen. Click on the "esc" key on your keyboard to exit full screen.
📝 Written Instructions:
► Check your Duplicate Detector at least once a week:
Click on the Gear icon on the lefthand side of your screen
Click on the Duplicate Detector icon
Click on the Scan button to assure the most up-to-date list of potential duplicates
Follow the instructions below to merge the duplicate records depending on which of the 6 scenarios you encounter on each duplicate pair.
► 6 Merging Scenarios in the Duplicate Detector
In the Duplicate Detector you will find the following 6 scenarios:
Scenario 1: 2 duplicate records, both with blank Admissions IDs.
Solution: Merge the records as you see fit. Choose whichever data points you want to keep.
Scenario 2: 2 duplicate records, one with an Admissions ID, one without an Admissions ID.
Solution: When merging the records, make sure to keep the Admissions ID when choosing which data points to keep.
Scenario 3: 2 duplicate records with identical Admissions IDs.
Solution: Merge the records as you see fit, choosing the data points you want to keep.
Scenario 4: 2 duplicate records with 2 different Admissions IDs
Solution:
For this scenario, you must consult with Admissions and work together to decide which Admissions ID to keep.
Admissions will need to clean up the duplicate record in Slate, by checking the following possibilties:
Possibility 1: The record is a duplicate in Slate that needs to be merged.
Once merged in Slate, the record will most likely have duplicate sports in the Sport Tab (e.g. 2 Baseball rows on the Sport Tab)
Solution: delete one of the duplicate sport rows.
Once the duplicate is merged in Slate, and the duplicate sport removed, Admissions should share the Admissions ID for the record. This Admissions ID should be selected when merging the record in ARI.
Possibility 2: The duplicate record was already previously merged in Slate. In this case, Admissions needs to do 2 things:
1. Check in Slate if a duplicate sport exists on the Sport Tab
(e.g. 2 Baseball rows on the Sport Tab).
Solution: delete one of the duplicate sport rows.
2. Share with the coach which Admissions ID to keep when merging the record in ARI.
Scenario 5: 2 records which are not duplicates, but have been flagged as possible duplicates because of an identical email, phone number, etc.
Note: Even if First and Last Names don't match, 2 records will be added as potential duplicates in the Duplicate Detector if they have a matching data point like Email or Phone Number.
Solution: Click on the Compare button in the row containing the 2 records. Then Click on the Exclude as Duplicates button to remove the records from the Duplicate Detector.
Scenario 6: You find duplicate records that are NOT in the Duplicate Detector.
Note: Records are not added to the Duplicate Detector if only First and Last names match. Another data point, beyond First and Last Name, must also match (e.g. Email, Phone Number or Address).
Solution: Manually add duplicate records to the Duplicate Detector from the Grid by checking the boxes next to the 2 records and then clicking on the Duplicates button. Return to the Duplicate Detector to merge the records.
🏁 Thats it! Let us know if you have any questions!