Splitting Entity Profiles

IN THIS ARTICLE

This article provides an overview of how to split entity profiles in Lighthouse Analytics when multiple name variants or email addresses have been grouped under a single profile. The split function is essential for ensuring accurate and distinct profiles, particularly when correcting over-associations or when separate individuals or names have been incorrectly combined into one profile.

Who Can Perform

To perform a split, 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 Split job with an exception in the Job Dashboard.

When to Use the Split Function

Splitting is typically used when:

A profile has multiple name variants or email addresses that have been mistakenly grouped together. For example, you may have "John Doe Sr." and "John Doe Jr." listed under the same profile, or multiple people from a shared company email may be associated with one name.
Multiple people are sending from a shared company email address, and Lighthouse Analytics initially associates one person's name with the email address. You might need to split these to create distinct profiles for each individual.

Splits are not performed at the email address level alone but rather at the name variant level. This means that you cannot split based only on email addresses if the profile does not contain multiple names.

For example, if an email address"msmith@gmail.com" is associated with both "Matthew Smith" and "Matt Smith," these two name variants could be split into separate profiles. However, you cannot split a single email address without having distinct name variants.

How to Split Profiles

Splits can only be initiated for one profile at a time. If a profile does not have at least two name variants or email addresses, the split option will not be available.

There are two ways to initiate a split: from the reviewer view or the normalization view.
1. Option 1: Splitting Profiles from the Reviewer View
  1. Hover over any profile that has at least two name variants or email addresses. The Split icon will appear if a split is possible.
  2. Click the Split icon. A pop-up will appear, listing all name variants and email addresses under that profile.
  3. Select the name variants or email addresses you wish to split off. You can split up to 20 sub-profiles at a time.
  4. Click Next to review the selected profiles.
2. Option 2: Splitting Profiles from the Normalization View
  1. Navigate to the Normalization View from the People Profile section.
  2. Expand the profile you'd like to split by clicking the arrow next to it.
  3. Select the name variants or email addresses you wish to split off. You can split up to 20 sub-profiles at a time.
  4. Click Normalize Profiles to review the selected profiles.
Handling Sub-Profiles During a Split. After selecting the profiles you'd like to split off, you'll be taken to a popup where each sub-profile is labeled(e.g., "Split 1," "Split 2," etc.). On this screen, you can manage each sub-profile as follows:
1. Assigning Sub-Profiles:
  1. When splitting profiles, each sub-profile will be labeled (e.g., “Split 1,” “Split2,” etc.). You can manage each sub-profile as follows:
    1. Split 1:Can be assigned to a new profile or to an existing profile.
    2. Split 2:Can inherit the profile information from Split 1 or be assigned to its own profile.
    3. For example, if Split 1 and Split 2 are the same person, you can create a new profile for Split 1 and assign Split 2 to the same profile as Split 1. If Split1 and Split 2 are different people, you can create separate profiles for each.
2. Example: Splitting Rosalie Machado’s Profile
  1. In this example, Rosalie Machado's profile has five sub-profiles:
    1. Three belong to Ariana Akers.
    2. Two belong to Katrina Kenny.
  2. By splitting these, the system will create two new profiles: one for Ariana Akers and one for Katrina Kenny, while the original Rosalie Machado profile remains unchanged.
3. Validating Profile Information:
  1. For sub-profiles assigned to new profiles, validate the required fields such as first and last name.
  2. Optionally, fill out any additional details for the new profile, such as function, title, and department.
  3. Verify the profile if needed, depending on your system's settings.
  4. Only the sub-profiles being assigned to new profiles will require validation. The sub-profiles that are merged with an existing profile will inherit the information from that profile.
4. After validating the new profile(s), click Next to proceed.
Completing the Split
1. A Split Summary will appear, allowing you to review the sub-profiles that will be created.
2. Once reviewed, click Save and Run to finalize the split process.

After the Split

Profile Locking During the Split Process

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

Monitoring Split Progress

The Job Dashboard displays the status of the merge:

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

Important Notes:

You can only split from one profile at a time.
Merge and Split actions cannot be performed simultaneously. If you initiate a split, the merge button will be disabled for other profiles. You can queue multiple split and merge jobs.
Splits can only be performed on profiles with at least two name variants or email addresses.
A maximum of 20 profiles can be split off in a single action.
If a normalization job is running, it will block any split actions, and vice versa. A warning message will be shown in such cases.