Summary
Having multiple records of the same family causes issues in your data. For example, you might have communications on one record while the status updates in another record. To resolve this, Enroll offers two ways to resolve duplicates:
When a new family is entering your system, for example when a pending family is being considered, the system will invite you to compare the new family to existing records that match.
Existing families will have a gray triangle in the upper right of the Family Hub which can be clicked.
Interface
Here is what the interface looks like:
High Level Process
Select an “Action To Take On This Family” for each column and then click “Save”.
Guide to User Actions
Click any field (except location name) to edit record data. Purple half-circles indicate rows with different values. “Save” cannot be clicked until an “Action To Take On This Family” selection has been made for every record.
LIST OF POSSIBLE ACTIONS
(Note that “Skip/Hide This Record” takes effect immediately, but other choices only take effect upon clicking the “Save” button.
Save This Record – The record will be saved as-is when the Save button is clicked.
Skip/Hide This Record – Immediately removes the record from view:
No changes to data will be saved.
If desired, closing and reopening the “View Potential Duplicates” window restores hidden records.
This option is not available for the Family Being Viewed (the record on the left).
Reject This Record – The record will be moved to Rejected status when the Save button is clicked.
Merge to ID [#] – This option becomes available for records at the same center after one is marked “Save This Record”. (Example: after Record ID 367 is marked “Save This Record”, other records at the same location will have “Merge to ID 367” as an option.) Merging does the following when the Save button is clicked:
Reject the merging record (the one marked “Merge to ID [#]”).
Copy children, tasks, tours, meetings, communications, and documents from the merging record to the selected record. (Children that already exist on both records will be merged into one record.)
Fills gaps in profile data on guardians or children in the selected family using data from the merging family.
Link to ID [#] – This option becomes available for records at different centers after one is marked “Save This Record”. (Example: if Record 367 has been marked “Save This Record”, records at different locations will have a “Link to ID 367” option.) Upon Save, both records will save as they appear in the window, and each center will be able to track the other’s family. (When linking, it doesn’t matter which record is marked “Save This Record” and which is marked “Link to…”.
Examples
This video shows how the options on different records update after a record is marked "Save This Record". Note that Record 1172 and 1173 are at the same location, and Record 979 is at a different location:
Notice how the street address and email address on record 1172 are blank? If we elect to merge 1173 into 1172, the blank street and email addresses will get filled with 1173’s data. You will see this in real time as soon as you choose to merge 1173 into 1172:
If we select "Save This Record" for record 1172, "Reject This Record" for 1173, and "Link to 1172" for record 979 and then click “Save”, record 1172 would save as it appears and its center would be able to see record 979, 1173 would be removed from our active records, and 979 would save as it currently appears and its center would be able to see 1172:
On the other hand, if we selected “Skip/Hide This Record” for record 979, it would vanish and we could just focus on the other two records:
