Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Merge Duplicate Records

Merge Duplicate Records

Enable the Duplicate Management functional area on the
Maintain Functional Areas
 task.
Opt in to Duplicate Management.
Configure match rules.
Find duplicate person records.
Security: These domains in the Duplicate Management functional area:
  • Set Up: Duplicate Management
  • Manage: Duplicate Records for a Person
  • Manage: Duplicate Records for the Tenant
You can view details about duplicate persons, merge their records, and remove them as needed.
  1. Access the
    Manage Duplicate Records
     report to see potential duplicate persons in your tenant, based on your configured match rules.
    Filter duplicate persons by:
    • Automatic merge prevent conditions.
    • Automatic merge prevented.
    • Match person type.
    • Match rule.
    • Match rule strength.
    • Merge conditions.
    • Number of duplicates.
  2. Select a record and click a person's name.
    The
    View Person Duplicate Record
     grid displays the criteria on which they match.
  3. Take action on duplicate records:
    Click
    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.
    Click 1 or all of:
    • View Details
       to see additional details about the person who has a potential duplicate.
    • 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.
    • Undo Remove as Duplicate
       to undo the action of removing a duplicate. You can then match the record again.
    • Attempted for Automatic Merge
      to display records that didn't merge and the reasons Workday prevented the merge. You can sometimes manually merge a match record that didn't automatically merge.
  4. (Optional) Access the
    Edit Universal ID for Merge Source Person
     task.
    If needed, update the universal ID on a source after a merge. This enables you to correct information that might prevent you from unmerging the records, and to reassign data to make it available elsewhere in Workday.
  5. (Optional) Access the
    Manage Merged Records
     report to view the list of merged records.
    Workday displays the word (Merged) after each person's name. Click the name to view the details of the merged records in the
    View Merged Records for Person
    grid. Click
    Unmerge
     to undo a merge. A confirmation message indicates that the unmerge is complete, with 1 of these statuses:
    • The records are no longer duplicates when you updated the originally merged records or changed the match rules.
    • Workday created a potential duplicate for the originally merged records. In this case, you can rematch the unmerged records.
  6. (Optional) Access the
    View Automatic Merge Job Details
     report to view the details of the most recent automatic merge job.
    Workday displays the number of records automatically merged, and reasons for prevented automatic merges.
  7. (Optional) Access the
    Manage Removed Records
    report to view the list of removed records.
    Workday displays the details of removed duplicate pairs based on your configured match rules. From this report you can access the
    Undo Remove as Duplicate Mass Action
    task to undo removing multiple records. The records become available for matching again.