Data Merge Overview

The Data Merge tool enables administrators to merge user training records when multiple accounts exist in the system for the same person. This is useful when a user has multiple accounts and has completed training in each account. The Data Merge tool will merge the training from both accounts.

Exclusions: The Data Merge tool does not merge training items if they already exist on the recipient account; this includes equivalencies, other versions of the training, and if the training is used in a certification. The Data Merge tool does not merge Certification type trainings.

The Data Merge functionality is available within Configuration Tools and can also be added to Navigation Tabs and Links.

Best Practice: When using the Data Merge tool, it is a best practice to only merge user training records when the donor account has no more than 50 items on their transcript.

To access the Data Merge page, go to Admin > Tools > Learning > Training Tools > Data Merge.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Training Data Merge - Manage Grants ability to merge the training records of multiple existing accounts and deactivate one of the accounts, if necessary. The availability of this permission is controlled by a backend setting. This permission can be constrained by OU, User's OU, User Self and Subordinates, and Users. The applied constraints limit the users that are available to be merged and that are displayed in the History section. This is an administrator permission. Core Administration
Training Data Merge - View Grants ability to view past training record merges. The availability of this permission is controlled by a backend setting. This permission can be constrained by OU, User's OU, User Self and Subordinates, and Users. Which records are displayed in the History section is dependent on creator constraints. This is an administrator permission. Core Administration

Terminology

  • Donor Account - This is the account from which the training records are being transferred.
  • Recipient Account - This is the account to which the training records are being transferred.

Use Case

A user accidentally creates three new accounts for themselves on three different days. The user has completed training in each account, so it is not appropriate to delete any of the accounts. Instead, the administrator decides to merge the accounts in order to consolidate the user's training. The administrator merges the second account into the first and deactivates the second account. The administrator then merges the third account into the first and deactivates the third account.

Implementation

This functionality is controlled by a backend setting.