Working with Duplicate People

• • Click  on the left to cancel the merge and return to the Duplicate's Person page

  • Click the Total Relationships link to display the Duplicate Person's family network

  • Click the Person's name to view their profile page

  • If a person cannot be merged a popup displays an explanation of why the merge failed

When two people are merged

The following information is carried over from the duplicate

• • Assessments in which the Duplicate profile is a Victim, a Perpetrator, or a Report Source

    • Allegations and Mandated Reasons

    • Report Source

  • Household Memberships

  • Foster Family Home Memberships including:

    • Applicants

    • Other Household Memberships

  • Resource Memberships including

    • Residential Resource Staff Memberships

    • Out of State Resource People

  • Relationships 

  • Reports

  • Medicaid RID Number

  • Safety Assessments

  • Contacts

The following information from the Duplicate Person is deleted and cannot be restored by reverting:

• • Active Military Dependent Statuses

  •  Active Military Statuses 

  • Assessment Consent Indicator

  • Caregiver Financial Risks

  • Caregiver Health Risks

  • Child Risks

  • Living Arrangements

Information that remains on the Duplicate profile

Other information—such as SSN, foster care licensing documents and other attachments, health information, race, date of birth, etc.— is/are not merged onto the Master profile. This data remains on the Duplicate profile and can be copied over manually

After two people are merged

On the Master Profile

• • A link to the Duplicate profile(s) is/are located in the Replaced Duplicates card at the bottom of the Master profile 

  • Click the link to access the Duplicate profile

  • The Master profile replaces the Duplicate profile in all allegations and the Mandated Contacts list on an active assessment that was transferred from the duplicate profile

  • When the people are merged, the duplicate person is replaced with the "master" person record on any Contact Notes, Safety Assessments, and Legally Mandated Reasons

  • Only the Master Profile appears in Autocompleters and Global Search results

  • The Master profile has a green badge next to their name on their Autocompleter and Global Search results

Note: 

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

On the Duplicate Profile

• • The Duplicate profile does not appear in Global Search results or Autocompleters 

  • The Duplicate's Profile displays a red text box on that Person's Profile Picture indicating that the Person was merged. This text box displays a link to the Master Profile

Merge Restrictions

A Duplicate cannot be merged into a Master profile if the Duplicate is included in any of the following:

• • Cases

  • Removals

  • an Allegation on any Assessment that is not Active or Withdrawn

  • an Allegation on more than one Active Assessment

  • Court Hearings

  • IA Plan

  • Referral

Notes:

• • If the Duplicate is currently a Master Profile the merge cannot be completed

  • You can complete the merge if the Duplicate is included on a withdrawn Assessment

The Duplicate also cannot be merged into the Master if they are both:

• • Participants on the same Hotline Report

  • Applicants on the same Foster Family Home

  • Both on the Do Not Merge List together

  • Related to each other

Avoid creating duplicates:

When creating a new Person, Casebook checks to see if the person being created already exists in the system.  If the Person being created has the same name, date of birth and/or social security number of an existing Person, an alert displays. See Creating People for more information.

Do Not Merge List 

CEU workers, CEU supervisors, and Admins manage a list of people that cannot be merged. If you attempt to merge two profiles who are on this list together an error displays stating "CEU or Admin have prohibited these two profiles from being merged with one another." 

For more information on the Do Not Merge list, see Adoption.

Note:

This warning message does not display the profile information of the Person on the Do Not Merge list.

Reverting the Merge 

You can revert a merged Master Profile back into two separate profiles.

Any new assessment risk factors and consent forms related to merged allegations that were added to the Master profile after the merge will be deleted at the time of a revert.

From the Master Profile

• 1. From the Master Profile, go to the Replaced Duplicates Card at the bottom of the page 

  2. Click  

  3. A warning message displays stating:

     • All merged files are moved off of the master profile and back onto the replaced profile

     • All merged family members are moved off of the family network on the master profile and back onto the replaced profile