Match and Merge

The match and merge process helps eliminate duplicate records in Workday. Match and merge uses defined match rules to identify other person records that relate to a new record. You can configure the match action for each rule. You can schedule match and merge and also configure the process on other business processes. 

Considerations 

To use the following the tasks, you must opt-in to Duplicate Management. 

Manage Match Rules: You can create match rules to identify duplicate records in Workday.

1. Navigate to the Manage Match Rules task.

2. Consider the following as you create match rules:

   1. Enabled: Workday only uses enabled rules to match person records. You can't delete or modify rules that are in use on a matched or merged record. You can't modify a rule while the Schedule Find Duplicates Job runs.

   2. Match Criteria: Select components for Workday to use to match person records.

      1. Select at least one of the following:

         1. Date of Birth

         2. Email

         3. National ID – All

         4. Phone

         5. Previous Worker ID

      2. If you select Date of Birth, you must select at least one additional match criteria because multiple persons can have the same date of birth. 

   3. Automatic Merge Enabled: Select this option if the matches identified by your match rule don't require additional review, and you want Workday to merge the person records automatically. When you enable automatic merge, you can't preview the duplicate persons or confirm the merge. Before enabling a rule for automatic merge, assess how it might impact your integrations and other functional areas.

   4. Rule Name: (Optional) Create a name for your match rule.

Find Duplicate Records: You can search for duplicates of a person or for duplicate records in your tenant based on your configured match rules.

Find duplicates for an individual student:

1. Navigate to a student’s profile. 

2. Select Duplicate Management > Find Duplicates from the related actions menu.

3. Select the Duplicates tab from the Overview of the profile.

4. View all potential duplicates for the student and merge or remove them. 

   1. If the search results don't return a duplicate that you know exists, select Search for Person to Merge. Select the person's country and enter other search criteria to find the duplicate record. Workday displays records based on your security permissions. You can view details of potential duplicates and any reasons Workday prevents the merge. When you find the particular duplicate, select the check box and select Merge. 

Search for multiple duplicates in bulk

1. Navigate to the Schedule Find Duplicates Job task and select the run frequency for the job. 

2. Select a Run Frequency (run now, once in the future, daily, etc.). 

3. Enter a request name and schedule the job. 

4. Access the View Scheduled Run for Find Duplicates report to see scheduled jobs. 

Merge Duplicate Records: You can view details about duplicate persons, merge their records, and remove them as needed.

1. In the Workday search bar, navigate to the Manage Duplicate Records report to see potential duplicate records based on the configured match rules. 

2. Select a record and select the person’s name. The View Person Duplicate Record grid displays the criteria on which they match. 

3. Perform action on the duplicate records:

   1. Merge: to merge a single source record to a target record. You can preview the record that will be active after the merge. If Workday prevents the merge, resolve any prevent merge reasons before proceeding. You can't resolve all prevent merge reasons. Example: Workday doesn't support worker-to-worker merges. You can merge duplicate records simultaneously for persons with a single matching record, but you can't preview the record before merging. Workday displays the number of records merged and any records it can't merge.

   2. View Details: to see additional details about the context person and the potential duplicate

   3. Remove as Duplicate: to eliminate a record as a match in future searches. As a mass action, you can remove multiple records as duplicates simultaneously.

   4. Attempted for Automatic Merge: to display records that didn’t merge and the reasons Workday prevented the merge.

4. To view the list of merged records, access the Manage Merged Records report. Workday displays the word (Merged) after each person’s name. Select the name to view the details of the merged records in the View Merged Records for Person grid. Select Unmerge to undo a merge. A confirmation message indicates that the unmerge is complete with one of these statuses: 

   1. If the originally merged records were updated, or the match rules have changed, the records are no longer duplicates.

   2. A record for a potential duplicate was created for the originally merged records. In this case, you can rematch the unmerged records. 

Schedule Match and Merge Run for Student Match and Merge: Create schedule request to run the match and merge process.

5. 1. Log into Workday with your username and password.

   2. In the Workday search bar, type in the “Schedule Match and Merge Run for Student Match and Merge” task.

   3. Enter Request Name. 

   4. Select the Schedule tab. 

   5. Enter the following required information:

      1. Recurrence Type: Recurs every weekday or every x day(s).

      2. Start Time: The exact hour/minute you want this process to run.

      3. Time Zone: Enter the time zone or select from the “All Time Zones” dropdown. 

   6. Catch Up Behavior: This option limits the number of times processes run after maintenance issues that may cause errors. You can’t limit processes for schedules with a minute recurrence. For example, if you schedule a process to run multiple times a in a day when your environment is down for maintenance, you can limit the process to run once instead of catching up all missed occurrences. 

   7. Range of Recurrence: Indicate the Start Date and End Date of when you want this process to run. 

   8. Select OK to schedule. Match and Merge will now run based on the schedule request you just created.

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