Combining a Series of Names

Report and combine a series of Name records.

  1. Select Tools > Data Cleanup > Combine Names.
  2. Select the search option (i.e. name, email, user defined).

Note: search options 1 and 3 require additional information:

  • Portion of First name, Full Last Name, Address, & Zip: enter the number of characters for first matches:

  • User Defined Search: enter the custom match condition (this example matches last name, address, and zip code):

  1. The Skip Names Marked as Ignore in Mass Combine box is checked by default. If you want to include name records that have the Ignore this name in Mass Combine Names box checked on Name Demographics tab), uncheck the box before continuing to step 4.
  2. Click the Report button.
  3. The report preview opens showing you possible duplicates.

IMPORTANT: we strongly recommend making a backup before running this tool.

  1. Select Tools > Data Cleanup > Combine Names.
  2. Select the search option (i.e. name, email, user defined).

Search options 1 and 3 require additional information:

  • Portion of First name, Full Last Name, Address, & Zip: enter the number of characters for first matches:

  • User Defined Search: enter the custom match condition (this example matches last name, address, and zip code):

  1. Click the Preview/Combine button.
  2. Confirm you have made a backup by clicking Yes on the Backup? confirmation box.
  3. The Potential Duplicates window opens showing you potential duplicates. Uncheck any that you don't want to combine. Then click the Done button.

  1. The system will now combine the selected duplicates.
  1. You will be notified if the system can't combine some names because they are enrolled in the same course under the duplicates, and a report will open with those name records that couldn't be combined.
  2. If you unchecked any name records in step 5, you will be asked if you want to mark the names. If you select Yes, the system will check the Ignore this name in Mass Combine Names box on Name Demographics tab) on all the records you unselected.

  1. The system will notify you when the procedure is completed. Click the Done button to close the notification window.
  2. Click the Close button to close the Name Combine utility.