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Rebecca_H

Fixing Duplicate Accounts

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Fixing Duplicate Accounts

Sometimes when you're adding users to Tapestry or receiving children transfers and the relatives are included in the transfer, you may end up with users who have 2 or more accounts on Tapestry which are registered with the same email; this causes what we call 'Duplicate Accounts'.

Duplicate Accounts may affect both staff and relatives, although the following tutorial principally refers to fixing duplicate relative accounts, the same process is applied to duplicate staff accounts. If you would like to fix duplicate staff accounts, then you will just need to make sure you go to the control panel and manage staff section first. Furthermore, if the duplicate staff accounts are of different hierarchies (i.e. Manager and Full Staff Account), whichever account becomes the main account will maintain its status of either Manager or Full Staff Account.

This tutorial will guide you through the process of dealing with a duplicate user (i.e. a relative or staff member) via the Fix Duplication tool and is divided up accordingly in these sections
1. Brief explanation of Duplicate Accounts
2. Brief explanation of how to fix Duplicate Accounts
3. Accessing the Fix Duplication Screen
4. The Fix Duplication Screen - Explained
5. Further Information for Fixing Duplication:
Duplicate Accounts caused by CSV (spreadsheet) file
Duplicate Accounts caused by Transfer and Received Relatives

If you have arrived here from the 'CSV import' tutorial or 'the manage received relatives' tutorial then the below process is applicable, but there may be a couple of differences which will be noted. You don’t necessarily need to read through part 3 of this tutorial, but it may be good to know nonetheless!

1. Brief Explanation of Duplicate Accounts

Tapestry allows duplicate accounts to exist, as long as one of the accounts has the status of Not Activated or Awaiting Deletion. Otherwise no duplicates are allowed within a setting. If you are adding a user to your Tapestry account, in order to be able to activate this account, there must not be another activated account with the same email address.

2. Brief explanation of how to fix Duplicate Accounts

Duplication can be fixed by merging or deleting accounts. Merging takes all the items (observations etc.) attached to one account and transfers them to another, then deletes the empty account. Deleting just deletes the account without transferring the attached items. You should only merge accounts if you’re sure they belong to the same person.
You are able to perform the actions of fixing duplicate staff accounts and fixing duplicate relative accounts, however the former may not occur as frequently as compared to relatives. In both cases you should only merge accounts if you’re sure they belong to the same person, and you will only be able to merge them if they are the same type of account i.e. both staff accounts or both relative accounts. If the same email has been registered for both a relative and a staff account, you will have to either delete one of them entirely or change the email address for one of them.
For example, you would not fix the duplicate accounts by merging the two accounts registered with the email head@fiddlesticks.sch.uk because although they may be the same email, the head may refer to different people and different heads of the school at any point.

3. Accessing the Fix Duplication Screen

In order to fix the duplicated accounts you will need to go to the control panel – manage relatives (1) and find one of the accounts which is a duplicate as indicated by (2), you'll then need to click on the cog (3) to select 'Fix Duplication' (4).

fix%20duplicate%20cog.png

 

4.The Fix Duplication Screen - Explained

The following page then informs you of the accounts which are duplicates and what actions are available to you in order to fix the duplication. The aim of this process is to be left with just one account per user. You can leave the page at any point though and start again later.
Section 1 provides an explanation of what duplicate accounts mean.
Section 2 indicates which account is to be kept.
Section 3 informs you which accounts are to be merged into the account in section 2.
Section 4 highlights which account is to be deleted, without a merge taking place into the account in section 2.
The following screenshots highlights the sections above.

new%20fix%20dup%20screen.png

You may also see a fifth section (not shown in the screenshot above), this section provides an opportunity to do nothing if

  • There are 3 accounts or more which feature as duplicates
  • If one of the accounts featuring is the one you are currently logged into
  • If there are two accounts, one as a relative and another as a staff member

These situations would hopefully not happen much and would be rare for you to encounter!

If you have arrived here from the 'CSV import' tutorial or 'the manage received relatives from transfer' tutorial, then you’ll be informed which accounts had already been present on Tapestry (1) and (3) and which have come from CSV (2) and transfer (3) as the following screenshot depicts.

csv%20and%20transfer%20indication.png

Next to each of the accounts there are two buttons; one is for changing the email address of this account (1) and the other is for changing the action performed on the account (2). The actions which can be performed are Keep, Merge and Delete or Do Nothing if any of the criteria above are met.
keep%20account%20change%20email%20or%20a

Changing the email address: If you change the email address, that particular user will no longer be a duplicate (of the current relative duplication situation) because you have changed the email. (1) This is where you'll enter the new email, once you have done this, you'll then be able to click 'Submit' (2).

CSV%20dup%20change%20email.png

Referring back to The Overview Screenshot for fixing the duplicate relatives

 

 

new%20fix%20dup%20screen.png

Section 2: The account in section 2 ‘Keep this account’ means this is the account which will be kept and into which the user will login. Whichever status this account has, will be kept throughout the merge, so if they are active, they will still be active after fixing the duplication. In the above example the user would not enter the list for user accounts to activate because the kept account is already active.

Section 3: The account in section 3 will be merged into the account of section 2 and items attached to the account in section 3 will be transferred to the account in section 2. After the fix has been completed, the account in section 3 will then be set for deletion and go into ‘Awaiting Deletion’.

When an account is merged into another account, certain items are transferred and certain event history are not.

The following items are transferred and are either applicable to both relatives and staff or to relatives Only or staff only

  • Authorship of Observations (Relatives and Staff)
  • Authorship of Comments (Relatives and Staff)
  • Authorship of Likes (Relatives and Staff)
  • Authorship of Reports (Staff)
  • Authorship of attachments in a Report if an attachment has been uploaded (Relatives and Staff)
  • Authorship of Manual Overrides (Staff)
  • Associated Key Children (Staff)
  • Associated Children and Relationships (Relatives)

The following set of features are not transferred when merging accounts

  • Specific User Permissions

If users have specific permissions set for their account, these will not be transferred over and the kept user’s permissions will remain unchanged. If you would like to change these on an individual basis for the user (relative or staff), then you may refer to this tutorial setting relative permissions and this tutorial for setting staff permissions.

  • History and Event Log

The actions carried out by the account which is to be merged into another account will not be transferred over to the kept account, the agent of these events will remain the initial user and agency is not transferred.

If you are merging two Staff Accounts together and they are of different hierarchy; one is a Manager's Account whilst the other is a Full Staff Account, whichever account is kept, will retain its Staff Account Type.

For example, if you are merging a Manager's Account into a Full Staff Account, the account kept will be that of a Full Staff Account.
If you have arrived here due to importing users by CSV or having received relatives during a transfer, which account is kept has implications for the user’s activation on your Tapestry. Further details will be provided in part 5. Further Information for Fixing Duplication of this tutorial
Section 4: If you were to delete the account in section 4, this means the account will simply be deleted without any attached items being transferred to the account in section 2.

 

Not depicted in the screenshot above is section 5, however if this section does feature (due to the criteria being met for this section as noted previously) when you are fixing a duplication, this section indicates no actions (i.e. Merge, Delete, Keep) will be carried out on this account. The following screenshot displays section 5 in junction with the sections for keeping, merging and deleting.

section%205.png

In order to change which accounts feature in which section for the appropriate action, you'll need to click on 'Change Action' (1) and a drop-down menu will then appear with your options for moving the account to the appropriate section (2). If you do happen to have section 5 appear, then there will be an extra option in the menu for 'Do Nothing'.

change%20action.png

In the following Fix Duplication example, I have decided to keep the account which is active as indicated by (1) and I have decided to delete the account which is Not Activated as indicated by (2). I decided to delete this account and not merge it, because it has no attached items to merge with.
Once you are satisfied with which account is to be kept and the actions to be carried out onto the other accounts (i.e. Merge or Delete), you may click on ‘Take Actions’ (3).

take%20actions.png

The accounts which are not kept will enter Awaiting Deletion and there will then be one single account for the relative.
If you do carry out the Fix Duplication, you will then be informed that the accounts are no longer duplicates.
However if you do come to this page and decide to the fix the duplicate at a later date, you're able to click on 'Back to Manage Relatives' at the bottom of the page, or at the top in section 1.

 

5. Further Information for Fixing Duplication:

Duplicate Accounts caused by CSV (spreadsheet) file

If you are importing relatives or staff by CSV file to Tapestry, you may be informed in step 4 that some accounts are duplicates.

Having conducted the fix duplicate contained in the main body of text above, if you decide to keep the existing account and either delete or merge the account which has come from the CSV file, the kept account will keep its original status. If the kept account is already active, it will remain active, therefore the account will not enter the list of relatives or staff to activate in step 4 of the CSV import page. The user will be able to continue to log into this account with the same password and PIN as they had been using.

If you decide to keep the account which has come from the CSV file, then this account is currently Not Activated and will require activation so that the user can login. This account will enter the list for activation in step 4 of the CSV import which is displayed in the screenshot below - (1) refers to Granny Smith whose duplication has now been fixed and the account kept is the account from the CSV file, joining any relatives in (2) who require activation.

activation%20list%20csv.png

You'll now be able to refer back to the tutorial on importing Staff or on importing Relatives by CSV file in order to carry out the activation process for their accounts.

 

Duplicate Accounts, caused by Transfer and Received Relatives

Sometimes you may receive relatives as part of a child transfer who already have accounts with you, perhaps the children have older siblings who have also attended your setting.

Having conducted the fix duplicate contained in the main body of text above if you decide to keep the existing account and either delete or merge the relative's account from the transfer, the kept account will keep its original status. If the kept account is already active it will remain active, therefore the account will not enter the list of relatives to activate in the 'Manage Received Relatives' page after the transfer. The user will be able to continue to log into this account with the same password and PIN as they had been using.

If you decide to keep the account which has arisen from the transfer, then this account is currently Not Activated and will require activation so that the user can login. This account will enter the list for activation on the 'Manage Received Relatives' page which is displayed in the screenshot below, - (1) refers to Granny Smith whose duplication has now been fixed and the account kept from the Fix Duplication page is the account from the transfer, joining the other relatives in (2) who require activation.

activation%20list%20transfer.png

You'll now be able to refer back to the tutorial on how to manage your received relatives in order to carry out the activation process for their accounts.

I hope you find this tutorial useful for fixing your duplicate accounts when they arise!

Best wishes, Rebecca H

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