In this article, we detail how to merge User information from one account into another. This need often arises when two accounts exist for the same person, requiring a combination of their details into a single, primary account.
Such situations are rare but can happen, especially when a User is first manually created (like seasonal or contract workers) and is later added to HR data feeds with new details. For example, a User might be initially set up without a company email and then later included in HR data feeds with this new information. This can lead to the creation of a second account, as the system may not recognise them as the same User due to differing import key information. As a result, multiple accounts for the same individual may exist, each holding varied pieces of data.
Steps to copy information from an existing User's account to another account
- Browse to Administration Home and select User:
- Select the User that includes the information that needs to be copied to another User account. Use the Search fields to refine the list of Users if required or scroll down the list of Users:
- Select 'Copy' on the User's 'Details' page:
- Select the User the information is to be copied over to:
- Select the required information to copy by using the tick boxes. Information that can be copied is listed and includes assignments and course enrolments, training records and certificates, additional information fields, and messages (PMBs).
- Select 'Submit'
That's it and the details selected to be copied to the other User record will now display for that record.
When you're aware in advance that a user will be included in upcoming HR data feed files, and if different import details are to be assigned, it's advisable to proactively update the existing user account. Adjust the account to mirror the details that will be featured in the data feed files. This alignment ensures the information matches, thereby preventing the creation of a duplicate account. Taking this step not only streamlines the process but also saves considerable administrative effort by eliminating the need to merge accounts later.
Other articles that may be of interest include:
- Troubleshooting unavailable or un-enabled User records after data feed processing actions
- Copy Learner's training records from one Lesson to another
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