Concept: Student 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.
When Match and Merge Runs
You can schedule Match and Merge to process records in batch or configure it to run as part of a business process.
You can use the
Schedule Match and Merge Run for Student Match and Merge
task to schedule Match and Merge. The job evaluates all student prospect and applicant records against other person types identified in Matching.You can configure business processes to run Match and Merge to evaluate the records in the business process event against the other person identified in Matching. The service then runs as part of the business process when you add or change data through your desktop application, mobile device, or web services. The business processes you can configure to include Match and Merge are:
- Student Prospect Update Event.
- Student Prospect Data Load Event.
- Education Test Result Data Load Event
- ISIR Data Load Event
- NSLDS Data Load Event.
Match Rules for Student Prospects and Student Applicants
Match and Merge evaluates these combinations:
- Student prospect or applicant records to student prospect or applicant records.
- Student prospect or applicant records to matriculated student records.
- Student prospect or applicant records to worker records.
Match and Merge uses defined match rules to identify these records. You can configure the match action for each rule.
Access the
View Match Rules for Student Match and Merge
report to review the match rules, configured order, and match actions. The Workday-delivered match rules are:
- Date of Birth and National ID
- National ID and Legal Name
- National ID and Email and Last Name
- Legal Name and Email and Date of Birth
- National ID and Last Name
- Legal Name and Date of Birth
- Legal Name and Email and Phone
- Legal Name and Email and Address Line 1
- Email and Date of Birth
- Email and Address Line 1 and (Legal First Name or Last Name)
Access the
Maintain Match Rules for Student Match and Merge
task to update match rule actions and change the order of the match rules. You can configure exact or suggested matches for merging student prospect or student applicant records to existing student prospect, student applicant, matriculated student, or worker records.To merge a student prospect with a worker record, the worker must have an active employment status when the process runs. The process date must fall between the worker's hire date and their end employment date. If a worker's employment has not yet started or has ended, the Match and Merge process may not complete successfully.
Match Rule Actions
- Exact Matchautomatically merges records that are an exact match.
- Suggested Matchidentifies suggested matches for your review using theManage Duplicate Records for Student Match and Mergetask, where you decide which records to merge or ignore.
You can select the
Apply Retroactively
check box when you change a suggested match to an exact match. Apply Retroactively
enables you to merge duplicate records in mass based on a match rule. Use caution because you won't be able to undo this mass action.To confirm if you want to merge the previously suggested matches as exact matches, access the
Find Unreconciled Suggested Matches for Match Rule
report. Search by any 1 of the match rules to view all the records that match the criteria.