Reference: Merge Rules for Matched Records

Merge Rules for Students and Prospects

The merge process doesn't:

Replace existing values with blanks.

Overwrite worker data in Workday HCM.

When merging 2 records, Workday designates 1 record as the primary and the other as the secondary record. Where possible, Workday keeps information from both records. If Workday must select between conflicting information to keep, the sources of information take precedence in this order:

Worker data.

Matriculated Student record.

Student Prospect record

Student Application (oldest).

Student Recruitment (newest).

Tests and transcripts (newest).

Institutional Student Information Records (ISIRs) (newest).

	Information	Match and Merge Keeps...
Contact Information	Addresses	All. The primary address from the source with the highest precedence becomes the primary.
	Emails	All. The primary email from the source with the highest precedence becomes the primary.
	Friends and Family	All.
	Phone Numbers	All. The primary number from the source with the highest precedence becomes the primary.
	Social Media Names	The social media names from the source with the highest precedence.
Personal Information	Citizenship Status	All.
	City of Birth	The city of birth from the source with the highest precedence.
	Country of Birth	The country of birth from the source with the highest precedence.
	Date of Birth	The date of birth from the source with the highest precedence.
	Date of Death	The date of death from the source with the highest precedence.
	Ethnicity	All.
	Gender	The gender from the source with the highest precedence.
	Gender Identity	The gender from the source with the highest precedence.
	Hispanic or Latino	Check box selected for either person.
	Marital Status	The marital status from the source with the highest precedence.
	Marital Status Date	The marital status date from the source with the highest precedence.
	Military Service	All
	Name	The name from the source with the highest precedence.
	Pre-Award	All.
	Preferred Name	The name from the source with the highest precedence.
	Pronoun	The pronoun from the source with the highest precedence.
	Political Affiliation	The political affiliation from the source with the highest precedence.
	Region of Birth	The region of birth from the source with the highest precedence.
	Religion	The religion from the source with the highest precedence.
	Sexual Orientation	The sexual orientation from the source with the highest precedence.
Personal Portfolio	Extracurricular Activity	All.
Personal Portfolio	External Associations	All.
IDs	Additional Governmental IDs	All.
	Licenses	All.
	Other ID	All.
	National IDs	All.
	Passports	All.
	Student IDs	The oldest.
	Visas	All.
Education	Educational Institutions	All.
	Tests	All (without duplicates).
	Test Scores	All (without duplicates)
	Transcripts	All (without duplicates).
Engagement Information	Conversations	All.
Engagement Information	Opt Out Instructions	Check box selected for either person.
History	Entry Method	The oldest.

Merge Rules for Student Recruitments

The merge process doesn't:

Replace existing values with blanks.

Merge inactive student recruitments with active student recruitments. When merging 2 people, Workday keeps the inactive recruitment with the new target record.

Workday displays a summary of all student recruitments involved from a previous merge in the student history. You can also use the Student Recruitment Merge Details
business object to report on criteria such as Student Prospect Source, Source Detail, and Stage.

If the prospect has student recruitment records for the same academic unit and level, Workday merges the records and retains:

Information	What Match and Merge Keeps...
Status	The most current.
Preferred Location	The most current.
Anticipated Start Date	The most current.
Stage	The most advanced. (The sequence is Lead , Inquirer , Pre-Applicant , Pre-Matriculant , Applicant .)
Prospect Type	All.
Educational Interests	All.
Student Tags	All.
Source Value and Detail	The oldest, even if blank.
Expected Availability	The latest.
Regions	All manual assignments. Workday removes Workday assignments and adds new ones based on the student prospect's newly consolidated profile.
Admissions Counselors	All manual assignments. Workday removes system-generated assignments and adds new ones based on the student prospect's newly consolidated profile.
Recruitment Creation Date	The date of the oldest recruitment record. Workday displays it on the History profile group of the student prospect's profile.

Merge Rules for Student Applications

Student Applications are duplicates if all of these values are the same:

Program of Study

Anticipated Start

Application ID

Active Status (

Inactive Status

check box is unchecked.)

Workday keeps both applications on the primary record and inactivates the newest application.

Merge Rules for Student External Site Accounts

The merge process keeps all account information from the

Student External Site

and preserves it on the primary record in Workday.