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Administrator Guide
Last Updated: 2023-06-23
Merge Student Prospect and Student Applicant Records

Merge Student Prospect and Student Applicant Records

  • Access the
    Edit Tenant Setup - Student
     task and enable processing of merged student prospect data for
    Education Test Results
     and
    Transcripts
     in the
    Enable Processing of Merged Student in Web Services
     prompt.
  • Access the
    Maintain Match Rules for Student Match and Merge
     task to review and configure the match rules as exact or suggested matches.
  • Include the Match and Merge batch job as a step on a business process. Example:
    Student Prospect Update Event
    ,
    Student Prospect Data Load Event
    ,
    Education Test Result Data Load Event
    ,
    ISIR Data Load Event
    .
  • Include the
    Reconcile Student Applicant
     service step on the
    Student Application Pre-Matriculation Event
     and the
    Student Applicant Fast Path Event
    .
  • Run the
    Match Students
     job at least once to review suggested matches.
  • Security:
    Set Up: Student Match and Merge
     domain in the Student Core functional area.
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 can configure Student Prospect and Applicant records identified by the match rules as
Exact Match
 or
Suggest Match
. After you add or update student prospects or applicants:
  • Exact Match: Records merge automatically.
  • Suggested Match: Use the
    Manage Duplicate Records for Student Match and Merge
     report to review the suggested matches. Reconcile manually to
    Merge
     or
    Ignore
     the match. The records that you select to merge follow the merge rules. Records that you ignore don’t merge.
Merging a student prospect's records can change their region and admissions counselor assignments.
These reports list new or updated records based on the suggested match rule action:
  • Manage Duplicate Records for Student Match and Merge
    : Use the report to view 500 or fewer matched records, and to display matched records within a 90-day date range.
  • Find Unreconciled Suggested Matches for Match Rule
    : Use the report when you've imported a large number of records. This report displays matched records without the constraints of the
    Manage Duplicate Records for Student Match and Merge
     report.
You can also create custom reports using the
Duplicate Reconciliations
 data source and the
Duplicate Reconciliation within Match Date Range
 data source filter.
Workday recommends that you:
  • Schedule the
    Match Students
     job to run and reconcile after importing a large number of records.
  • Reconcile anytime you add, update, or upload student prospects or applicants.
  • Reconcile suggested matches daily. Workday doesn't send notifications for new suggested matches, and unreconciled matches can prevent business processes that use the
    Reconcile Student Applicant
     step from progressing.
  1. Access the
    Manage Duplicate Records for Student Match and Merge
     report.
  2. Enter a
    Start Date
     and
    End Date
     to specify the range to review.
  3. Review the resulting suggested matches.
  4. Click
    Compare Records
     to review a match.
  5. Decide whether to ignore or merge the records.
    • Select
      Ignore
       to prevent Workday from suggesting the compared records as a match again.
    • Select
      Merge
       to combine the secondary record into the primary record.
  6. (Optional) If you import a large number of records, use the
    Find Unreconciled Suggested Matches for Match Rule
     report. Search by 1 of the match rules to view all the records that match the criteria.
    Security:
    Reports: Student Match and Merge
     domain in the Student Core functional area.
  • To merge records that don't meet the criteria for a suggested match, select
    Duplicate Records
    Merge Records
     from the person's related actions menu.
  • To unmerge records, select
    Duplicate Records
    Unmerge Records
     from the person's related actions menu.
    • If you've merged a record multiple times, you can only undo the most recent merge.
    • After you've changed the information on a merged record, you can't unmerge it.
  • To view all merged records for a person, select
    Duplicate Records
    View Duplicate Records
     from the person's related actions menu.
    • Click
      Edit
       to update a secondary record. Match and Merge references all records, so incorrect data on a secondary record can cause unintended merges.
    • If eligible, you can
      Unmerge
       a secondary record instead.