Mass Merge Duplicate Accounts

On an individual level, users have the ability to merge an old account into their current one if the old account was created through OrgSync. Click here for a walkthrough of that process. If the problem is widespread and not specific to one user, contact your Campus Consultant for help in diagnosing the problem. After the problem has been identified, use the following instructions as a guide to merge the existing duplicate accounts.

The Process

  1. Pull your community's all user report

    Pull this report by selecting the Admin dropdown in the top right of your screen, select the community option, choose the Reports tab, and click to export All Users. You will receive an email copy of the file but you can also access the report from your personal activity page.

  2. Isolate duplicate accounts

    Open the report which includes every registered user in your community. You will need to identify which usernames belong to the same person. This can be done by email, first and last name, or some other unique identifier present on the spreadsheet. For example, student ID numbers are a good option if you import this information into the system or if you require users to add it on their user profile. See the guide provided at the end of this article for help with identifying and isolating duplicate accounts.

  3. Populate the account merge template

    After you've isolated the duplicate accounts, download this template document. The template is separated into two columns: old username and new username. Generally, the account with the most recent login date should be listed under account.new_username. You can find each account's last login date on the All Users report. If your campus is transitioning to an authenticated login process, keep the username with a permalink (i.e. @state-university). The permalink identifies an authenticated account. If a user has more than two accounts, create multiple rows and merge all of the old accounts into the new account (i.e. A → C, B → C). 

  4. Send the merge document to your Campus Consultant

    When your merge document is complete, send it to your Campus Consultant. If there are any issues with the document, you will be notified and asked to make the necessary revisions.

Please contact your Campus Consultant or our dedicated support team if you have any questions about this process. Continue reading if you need help with step two, finding and isolating duplicate accounts.

Identifying Duplicates

  1. Determine your unique identifier

    User ID numbers are typically the best option to locate duplicates but name or email can be used as well.

  2. Select the column in which the data is stored

    Click the column header to select all the data within the column.2013-12-02_1449.png

  3. Choose to add conditional formatting

    This will generate a pop-up on which you can apply conditional rules. In Excel 2011, this feature is found under the Format tab. 2013-12-02_1451.png

  4. Add a new rule to tag duplicate values

    Use the classic style to format cells that contain duplicate values. In this example, all duplicates will be colored red. Click OK to confirm the new rule and apply it to your selection.2013-12-02_1452.png

  5. Filter to display only the newly formatted cells 

    The filter option is typically found along the main navigation bar. After you choose this option, a dropdown icon will appear in each column header. Click this icon on the appropriate cell and choose to filter for colored cells. This will filter out all unique values, leaving only duplicates. 2013-12-02_1454.png

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