Deduping People

Sometimes a person will be created in Casebook or come over from Intake anew when s/he already exists in Casebook. The duplicate instance of the person could have the same name or a different name. When this happens, both instances of the person have unique person ID numbers and both will appear in search results.

If you notice duplicate instances of the same person, you can merge the two instances together using their MaGIK ID numbers if certain conditions are met. If you are merging a perpetrator, victim, or focus child, the duplicate profile can only be involved in one open assessment.

This means, the duplicate perpetrator, victim, or focus child CANNOT:

• • Have more than one active assessment or any closed assessments (unsubstantiated or substantiated)

  • Be involved in court hearings 

  • Have an IA Plan 

  • Have service referrals 

  • Have removal locations 

  • Be involved on a case 

  • Be a Master profile or a current duplicate 

When two people are merged:

• • The following information is carried over from the duplicate:

    • Allegations

    • Assessments

    • Household Memberships

    • Relationships 

    • Reports

• The following information from the the duplicate person will no longer display:

  • Active Military Dependent Statuses

  •  Active Military Statuses 

  • Assessment Consent Forms

  • Caregiver Financial Risks

  • Caregiver Health Risks

  • Child Risks

  • Living Arrangements

Note(s):

-While merged, the data above will not be visible on the duplicate person profile, but the data will become visible if the merge is reverted. 

-Other information—such as SSN, attachments, health information, race, date of birth, etc.— is not merged onto the Master profile. This data will remain on the Duplicate profile and can be copied over manually

After two people are merged:

• • The Master profile’s MaGIK ID number does not replace the Duplicate profile’s MaGIK ID number throughout the application

  • Only the Master profile will appear in search results and autocompleters. 

  • One open assessment and relationships are the only things that will transfer from the duplicate profile to the master profile. 

  • When the people are merged, the duplicate person will be replaced with the "master" person record on any Household Memberships (if reverted these areas will revert to the original record).

Avoid creating duplicates:

• • When creating people the application will assist in checking to see if the person being created already exist in the system.  If the user has the name, date of birth and or social security number of the person the user is creating a check will be made of possible duplicates.  See Creating People.

To Merge a Duplicate person profile to a Master profile 

• 1. Open the duplicate profile and master profile in their own, separate tabs. 

  2. Locate and make note of the person ID number for the Master profile. The ID number can be found at the bottom of the Quick Information menu on the profile page. It can also be found at the end of the URL that is displayed when you are viewing Master person profile page. 

• 1. On the profile page of the duplicate person, open the Actions Menu and select “Replace this person with another person”. This option will be listed in the Actions menu on every person profile. 

• 1. If the person you're working off of can be merged into another person, the deduping workflow will open 

• • 1. The progress bar across the top of the page lets you know which part of the workflow you’re in. 

    2. The link beneath the progress bar will take you to the Help Site page related to merging people.

    3. Clicking the “Back to Profile” link at the bottom of the page will cancel the workflow and take you back to the duplicate’s profile page. 

    4. Clicking the total relationships link next to ‘Family’ will open the profile’s family network. 

    5. Clicking a person’s name will take you to their person profile page.

• 1. Enter the name of the Master profile in the yellow box. Select the right instance of the person from the autocompleter that searches by name and ID number. If you copy and paste in the ID number, be sure you have not included any extra spaces; if you did, the search will not work correctly.

• 1. Click Go.

  2. A side by side view will open from which you can compare the information associated with the Duplicate profile and the Master profile. Again, the link to the help site will appear beneath the progress bar.

• • 1. If the two people still appear to be the same person (ie: have the same SSN, birthdate, name, etc), and you want to continue with the merge, click Preview.

    2. Otherwise, click “cancel” to cancel the merge.

• 1. The preview screen provides a summary of what will happen when the Duplicate profile is merged into the Master profile. The duplicate’s relationships and involvements (aka open assessment) will transfer to the Master profile

• 1. Click merge. You will be taken to the Master profile page. A yellow message bubble will appear on the Master Profile page signaling to you that the merge was successfully completed.

If a person can't be merged

After selecting "Replace this person with another person" from the actions menu, a popup will open that explains why the merge can't happen. Any of combinations of the reasons a person would be unable to be merged listed above will display on this popup.

Here is an example of the error message that would appear when there is a relationship between the two profiles you are trying to merge. To correct this you will need to delete the relationship. Most likely it is that the person is listed as a sibling to themselves.  Attempt to merge once corrected.

Here is an example of the error message that would appear when there is a relationship on the Master Profile that has a start date that is inconsistent with the birth date of the Master Profile.

After Two Profiles have been Merged

On the Master Profile

The only things that will merge onto the Master profile from the duplicate profile are relationships and the open assessment. Caregiver financial and health risks and Child health risks will not transfer.

• 1. A link to the duplicate profile, the date the merge occurred, and a revert link will be located in the Replaced Duplicates card on the bottom of the Master profile page. This is the only place the duplicate profile will be accessible from.

• 1. No demographic information from the duplicate profile will be brought over to the master profile. Any information you want transferred from the duplicate to the master profile in addition to the relationships and involvements needs to be done manually. 

  2. Once the profiles have been separated, all relationships and involvements that were transferred onto the Master Profile will move off the Master profile back to the Duplicate profile except caregiver financial and health risks and child health risks. 

  3. It is good practice to add the duplicate profile’s name as an alias on the Master profile. 

  4. The duplicate profile’s involvements (in any current, open assessments) and relationships will transfer to the Master profile. 

• 1. The Master profile will replace the Duplicate profile in all allegations and the Mandated Contacts list on an active assessment that was transferred from the duplicate profile. The Master profile will not replace the duplicate profile in a previously created Safety Assessment.

  2. When the people are merged, the duplicate person will be replaced with the "master" person record on any Contact Notes, Safety Assessments, and Legally Mandated Reasons.

  3. If a worker needs to revert the merge, these areas will revert to the original record.

  4. In autocompleters and on the search page Master profiles have a green badge next to them. 

Note: There will be a data fix run to replace "duplicate" person records with their "master" person record for the three areas mentioned in bullet 6 for person records that were merged prior to May 20, 2014.

On the Duplicate Profile

• 1. The duplicate profile will not appear in search results or autocompleters. 

  2. The duplicate profile’s person page will have a red text box at the top of the page indicating that the person was merged. This text box will have a link to the Master profile. 

In the rare case, when multiple instances of the same person are displayed in the family network, and then the records for these instances are merged, both records will stay on the family network. As a work around for only this situation, you can delete the duplicate person from any relationships that would be adding him to the Family network. For all other circumstances, need to end date the relationship so a complete history is maintained.

Do Not Merge List

CEU workers, CEU supervisors, and Admin users will manage a list of people that cannot be merged in Casebook. If you try to merge someone who is on this list, you will receive an error message that reads, "CEU or Admin have prohibited these two profiles from being merged with one another." To read more about the Do Not Merge List, click here.

The warning message that alerts you of a potential duplicate because of the same SSN/DOB/name will not show on the Identity and Contact card of profiles on the Do Not Merge list for each other.

Reverting the Merge

You can revert a merged Master Profile back into two separate profiles only if the active assessment that was associated with the Duplicate Profile before the merge is still in the Active state. If the transferred assessment is no longer in the Active state, the revert link will be grayed out.

All financial and health risk will be cleared when a merge or revert occurs.

From the Master Profile

• 1. From the Master Profile, scroll to the Replaced Duplicates Card. 

  2. Click the “revert” link next to the line of the Duplicate profile you want to separate from the Master profile 

     1. This link will be grayed out if you cannot revert the merge. 

     2. You will not be able to revert if the assessment that was associated with the replaced profile has been submitted for approval or approved. 

  3. A warning message will appear that explains what will happen with merged files and relationships. 

  4. Click “Ok” to confirm the revert. 

From the Duplicate Profile

• 1. Open the Action menu on the duplicate profile’s person page. 

  2. Select Revert Replacement

• 1. A popup box will open asking if you are sure. Click OK to revert the replacement.

Resources and Licensing

The person merge feature will automatically update Foster Family Homes whenever an associated person (applicant or other household member) is replaced in a person merge or if the person merge is reverted.  The worker will see on the page that the applicant information has changed and a change in applicant checklist will be generated.

A worker cannot revert a merge from the FFH page.  A slug  will appear indicating that one cannot revert the merge from this page and a tooltip telling the worker what to do is available.

Videos

Merging duplicate people together in Casebook