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Administrator Guide
Last Updated: 2026-03-13
Steps: Set Up Duplicate Management for Applicants, Prospects, and Students

Steps: Set Up Duplicate Management for Applicants, Prospects, and Students

  • Security: Configure these domains in the Duplicate Management functional area:
    • Manage: Duplicate Records for a Person
    • Manage: Duplicate Records for the Tenant
    • Set Up: Duplicate Management
Merging student records improves efficiency and simplifies record management. Workday Student supports the Duplicate Management Framework, enabling you to find, merge, and unmerge duplicate student prospect and student applicant records in Workday. We also use the Duplicate Management Framework to enable you to merge matriculated students to workers.
After you enable Duplicate Management, you won't be able to access the Student Match and Merge or the HCM Recruiting Match and Merge features. You won't have the option to disable the feature.
Workday Student supports the merges for these person type combinations in the Duplicate Management Framework:
  • Candidate to Matriculated Student
  • Candidate to Student Prospect
  • External Candidate to Matriculated Student
  • External Candidate to Student Prospect
  • External Student to Matriculated Student
  • Matriculated Student to Student Prospect + Worker
  • Pre-hire to Matriculated Student
  • Pre-hire to Student Prospect
  • Matriculated Student to Worker
  • Student Prospect to External Student
  • Student Prospect to Matriculated Student
  • Student Prospect to Student Prospect
  • Student Prospect to Worker
  1. Configure the Match and Merge Batch/Job on these business processes as a step:
    • Match Students
       on the
      Student Prospect Update Event
       business process.
    • Match and Merge HV
       on the
      Student Prospect Data Load Event
       business process.
    • Match and Merge HV Education Test Load
       on the
      Education Test Result Data Load Event
       business process.
    • Match and Merge ISIR Load
       on the
      ISIR Data Load Event
       business process.
  2. Configure the
    Find Duplicates for this Person
     service step on these business processes:
    • Student Application Pre-Matriculation Event
    • Student Application Fast Path Event
    Ensure that the service step is before the
    Reconcile Student Applicant
     step on both business processes. Ensure that both steps are before the
    Matriculate Student Applicant
     and completion steps.
    Workday doesn't notify you when the
    Find Duplicates for this Person
     step identifies suggested matches. To prevent unreconciled matches from halting business processes, Workday recommends that you run these reports and reconcile matches on a regular basis:
    • Manage Duplicate Records for Student Match and Merge
    • Merge or Manage Duplicate Records
  3. (Optional) Access the
    Configure Profile Group
     task.
    Add the Duplicates report on these profile groups:
    • Personal for External Student
    • Personal for Student Prospect
    • Personal for Student
    If you've opted in from the Student Match and Merge framework, you can remove the
    Suggested Matches
     report from these same profile groups.
    Security:
    Set Up: System
     domain in the System functional area.
  4. (Optional) If previously configured, remove access to these subdomains for
    Set Up: Student Match and Merge
     in the Student Core functional area:
    • Manage: Duplicate Records
    • Reports: Student Match and Merge
    You're removing the access so that the Student Match and Merge options don't display as related actions.