Merging Entity Profiles

IN THIS ARTICLE

This article explains the Merge process, which allows users to combine multiple profiles with differing details (such as name variations or incomplete information) into a single, unified profile. Merging helps consolidate associated documents, reduce duplication, and improve data consistency. This process is typically needed when similar profiles have not been automatically merged during a Names Normalization run.

Who Can Perform

To perform a merge, you will need the following permissions:

  • View Entity Profiles: Allows users to access and view profile details.
  • Split/Merge Entity Profiles: Enables users to split or merge entity profiles.
  • Access Job Dashboard (optional): Provides access to monitor the status of the job in the Job Dashboard.
  • Manage Job Dashboard (optional): Provides access to requeue a Merge job with an exception in the Job Dashboard.

How to Merge Profiles

  1. Access the Entity Profiles List
    1. Navigate to the Entity Profiles grid in the People tab.
    2. Review the profiles to identify the ones that need merging.
  2. Select Profiles for Merging You have two methods to start the merge process:
    1. Option 1: Bulk Actions from the People List / Reviewer View
      1. Check the boxes for the profiles you want to merge.
      2. Click Bulk Actions at the top of the list.

      3. Select Merge Selected.

      4. The selected profiles will be added to the Normalization Clipboard.

    2. Option 2: Direct Merge via Normalization View

      1. Click the Merge icon located above the profile grid on the left side of the screen.

      2. Search for the profiles you want to merge and add them to the clipboard.

      3. Use the Normalization Clipboard to consolidate profiles, even if they are spread across multiple pages.

        Tip: The clipboard allows you to collect profiles across different pagesif they don’t appear next to each other in the list. For example, you may needto search for "Robert" and "Bob" separately and add both tothe clipboard for merging.

  3. Limit on Profiles for Merging

    1. You can merge up to 20 profiles at once. If you need to merge more than 20 profiles, you will need to do this in stages. First, merge the first 20 profiles, and then merge the resulting profile with the remaining ones.

  4. Set a Primary Profile
    1. Once profiles are added to the clipboard, the system will automatically select the profile with the most documents as the Primary Profile.

    2. To change the Primary Profile, click the star icon next to the profile you want to designate as primary. This action updates the primary profile's details (name, email, etc.) for the final merge.

  5. Review and Edit Profile Information
    1. Click Normalize Profiles to proceed.
    2. A popup will display the information for the Primary Profile. You can review and edit any details at this point, such as adding missing titles, departments, or verifying the profile.
    3. Ensure all required fields are filled in (e.g., First Name, Last Name, Email).
  6. Confirm the Merge
    1. After reviewing the profile information, click Next to view the Merge Summary.
    2. This summary shows the primary profile and the profiles being merged into it.
    3. If everything looks correct, click Save & Run to start the merge.

After the Merge

Profile Locking During the Merge Process

  • Once the merge process begins, all profiles involved will be locked and cannot be edited until the merge is complete.
  • You will receive a confirmation toast notification, and you can track the merge progress in the Job Dashboard.

Monitoring Merge Progress

The Job Dashboard displays the status of the merge:

  • Queued: The merge is waiting in the queue.
  • In Progress: The merge is being processed.
  • Exception: An error occurred, and you can requeue the job if necessary.


Key Considerations

Blocking Conditions: If a Names Normalization process is running, you will not be able to perform a merge. The system will display a notification when you attempt to merge profiles.

·      Merge Queues: If merges or splits are in the queue, a Names Normalization process will wait until these jobs are finished before proceeding.

·      You’ll see a message stating, “Waiting for Entity Profiles Activity” when a normalization process is waiting for other jobs to complete.