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Administrator Guide
Last Updated: 2023-09-08
Create Match Rules

Create Match Rules

Enable the Duplicate Management functional area.
Opt in to Duplicate Management.
Security:
Set Up: Duplicate Management
 in the Duplicate Management functional area.
You can use match rules to identify duplicate person records in Workday. Example: Create a match rule that identifies person records with the same email and date of birth. Workday matches when both persons have the same date of birth, and any instance in common of the same email address.
You can't delete or modify rules that are in use on a matched or merged record. You can't modify a match rule while the
Schedule Find Duplicates Job
 runs.
  1. Access the
    Manage Match Rules
     task.
  2. As you complete the task, consider:
    Option Description
    Enabled
    Workday only uses enabled rules to match person records.
    Match Criteria
    Select components for Workday to use to match person records.
    Select at least 1 of:
    • Address
    • Date of Birth
    • Email
    • Name - All
    • Name - Basic
    • National ID - All
    • National ID - Basic
    • Phone
    • Previous Worker ID
    If you select
    Date of Birth
    , you must select at least 1 additional match criteria because multiple persons can have the same date of birth. For all other match criteria, including Name, you can match only on the single match criteria.
    Automatic Merge Enabled
    Select this check box when you want to merge the records automatically and don't need to review the identified matches.
    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.
    Rule Name
    (Optional) Create a name for your match rule.
    Person Types Excluded from Automatic Merge
    (Optional) When you enable at least 1 rule for automatic merge, select 1 or more person types to exclude from the automatic merge process.
    Employee Merge Options
    Select a merge option for active employee records:
    • Append data from source
      to add any different data on the source to the target employee record.
    • Don't append data from source
      to leave any different data on the source record. This includes additional data such as additional addresses, additional names, IDs, photos, and some personal information fields, such disability status, marital status, and military service.
    Match Exclusion Criteria
    Select components for Workday to exclude from evaluation for a match:
    • Email Address
    • Name
    When you configure placeholder data in your tenant that you don't intend to merge, you can create a rule to exclude it. Example: If you have different persons with the same placeholder email address, you can exclude it from evaluation as a match because you know that those persons aren't duplicates.
    When you exclude data based on name, the
    Exclude only Required Components.
     check box, which is selected by default, enables you to exclude any names with the required name components for a country. Example: When the country is United States, the names Emily Smith and Emily A. Smith are excluded because first name and last name are the required components. When you clear the check box, Workday excludes fewer records because they must match exactly on all name components.
    To apply your match exclusions, create a new match rule or edit an existing one before you run the
    Schedule Find Duplicates Job
     task.
  3. Run the
    Schedule Find Duplicates Job
     task to have your changes take effect. Workday evaluates all records again to find duplicates.