Duplicate users with the role of applicant or with no role may be merged. For Grants Lifecycle Management (GLM) sites, these users must also belong to the same organization in the site.
Common scenarios for merging users include the following:
- After merging duplicate organizations, there might be duplicate users. This can happen if someone was entered as the executive officer during registration, and then later created their own account.
- In a Scholarship Lifecycle Management (SLM) site, an applicant might later create a new account with a different email address.
There is no undo for this action! This should only be done if it has been verified that the users being merged are the same individual. If unique individuals are merged into one user, it will overwrite historical data and there will not be a record of which applicant submitted which request.
Merge Users
- Click Search in the navigation bar, and then click Users.
- Enter the Search Criteria for the users to be merged, and then click Search.
- Do not select any roles in the search in case a duplicate exists without a role.
- Check the boxes next to the correct duplicates from the search results.
- All existing duplicates for this user may be merged at one time.
- All existing duplicates for this user may be merged at one time.
- Click Batch Actions, and then click Merge.
- Select the primary user that will be the only remaining user after merging, and then click Finish Merge.
- The request history, documents, and comments of the non-primary users will be merged into the primary user's account.
- If there are discrepancies in contact information or default organization between the duplicates, the system will keep the information from the primary user.
- If one or both users are involved in multiple organizations, they only need to share one organization to be merged. Any other organizations that are not shared will be merged into the primary user's account.
- If a duplicate user needs to be removed before merging, click the X icon for that user.
- When users with a pinned comment are merged, pinned comments will be handled as follows:
- If there is a pinned comment on the user identified as "Primary" during the merge, that comment will remain pinned on the remaining user.
- If there is no pinned comment on the user identified as "Primary" during the merge, but there is a pinned comment on only one of the other users being merged into the "Primary," then that pinned comment will be maintained and appear in the Comments tab of the remaining user after the merge.
- If there is no pinned comment on the user identified as "Primary" during the merge and there is a pinned comment on more than one of the other users being merged into the "Primary," then no pinned comment will be maintained as each user can only have one pinned comment; however, all comments from all users being merged will be added to the Comments tab of the remaining user and can be re-pinned after the merge.
- Type MERGE to confirm, and then click OK.
It is recommended to instruct the applicant to use the Forgot your Password link the next time they log on and note which email address was kept as their username. An applicant is not automatically notified that their accounts have been merged.
When integration with CommunitySuite is used, the system will not allow a user merge to be completed if more than one of the duplicates is linked to CommunitySuite. The other duplicates will first need to be unlinked. Reach out to Support for guidance if this scenario occurs.