Sonia: Resolving Duplicate Profiles

The instructions below are for how to resolve duplicate profiles in these scenarios:

1. Duplicate site contact with students on both profiles
2. Duplicate site profiles with students on both profiles

Scenario: Duplicate site contact with students on both.
Goal: 1 site contact with all students on him/her

Edit the names of the site contacts so you know which to keep and which to delete
Ensure they are on the same site
Open Site Contact “TBI” (the one you will eventually delete), click on students tab
Double click on student row


another window will open
Click on the position tab, click the green bar and then click the pencil to edit the position. 


Change the Mentor (“Field Supervisor” in this case) from Connor TBI to Connor TK (i.e., you are changing to the profile you want to keep)

Scenario:  Duplicate site with students allocated at each. 
Goal:  merge sites and allocations into one site and delete or inactivate the other

Example:  2 Sites: American Civil Liberties Union and ACLU
American Civil Liberties Union has 3 allocated students and one is currently in placement

ACLU has 2 students, and neither is currently in placement

Step 1:
Decide which site you want to keep and which you want to discard. Consider:

• accuracy of site information
• # of students on each
• # of contacts on each
• Address (make sure the two sites are actually referring to the same site and not different locations of the organization)
• Notes
• Documents

Step 2:

• Add “tbi” (to be inactive) or some other word to the site that you want to deactivate.  Do the same for the site that you want to keep. 
• Make the “tbi” site the parent of the “tk” (to keep) site

Step 3:

• Look at the site contacts attached to tbi and tk. Make sure all of the site contacts on tbi are on tk.  If needed, add them to tk by opening TK, clicking on site/site contacts/+

Step 4:

• Open the tbi site and click on students tab.  Note the names and placement groups of the students.

 

• Click theTBI site  Placement Requests tab and find one of the placement requests that is associated with one of the students viewed on students tab.
• Select that Placement request and click on the clock icon to the right of the student list to open the associated Placement Group. 

Step 5:

• In the Placement Group click on Placement Requests, select the placement request for the tbi site and click on the split PG icon

A box like the one below will appear.   

• select all items at the top, ignore the dates
• click on the caret next to the site at left,
• choose the subsite, choose the student on the right, click separate
• save the placement group

Clicking Separate moved the student’s allocation (and all related paperwork) from the Parent Site—ACLU Bad to American Civil Liberties Union.

Go to the Placement group Worksheet, find student, add mentor and supervisor to new allocation

Save Worksheet
Go back to bad site’s profile, choose second student and repeat until no students are left on the tbi site.
Remove TBI as parent on the details page of TK. Save.
Make TBI inactive by unclicking “is active” on the site details page of TBI. Save. Or, you can just delete the site profile.