Combine Two Profiles in Batch

Combine Two Profiles in Batch

The Combine Two Profiles in Batch utility works in concert with the Duplicate Profiles report. This utility comes in handy when, for example, you have imported additional Profile records into FIMS, resulting in many duplicate Profile records that need to be combined.

Refer to Tracking Duplicate Profiles with Relationship Records for more information on finding duplicate Profiles.

The Duplicate Profiles report identifies potential duplicates among Profile records, and optionally adds a specified Relationship to the each set of potential duplicates (for example, DPP = Possible Duplicate). The first of the potential duplicates will be the Relator in the relationship, and the second the Relatee. You can then use this report to examine the potential duplicates.

Note: Refer to the Duplicate Profiles Report for more information.

If the Relatee is not a duplicate, change the Relationship code to a different code (for example, DPN = Not a Duplicate, or DPY = Duplicate). You can ignore Profiles that are linked with either the DPN or the DPY code the next time you run the Duplicate Profiles report.

If you have many duplicates, use the Combine Two Profiles in Batch utility to combine Profiles based on a selected Relationship code. It also asks whether you wish to retain the Relator or Relatee Profiles.

Note: If there are only one or two actual duplicates, use the Combine Two Profiles utility to eliminate the extra Profile and combine attached information. It offers options that the batch utility cannot. Refer to Combining Two Profiles for more information.

Note: As of FIMS 14.00, the Combine Profiles and Combine Profiles Batch utilities are aware of existing Soft Credits. When two profiles are combined, any Soft Credits that exist for the profile that is being copied from will be changed to point to the one that is being copied to.

This behavior will be controlled by the existing option to “Change CC, Honor/Memorial, and Match ID Codes in Gift History”. If the box is not checked then soft credits will not be changed.

Note: IMPORTANT: You should always make a backup copy of your database before running this utility (or any process that will delete multiple records). You may also want to first run this utility in your Test and Learn database before using it on your actual data. Combining profiles cannot be un-done.

1. Make sure that the Relationship code you want to use (for example, DPP – Possible Duplicate) exists in the Relationship Code table. If it does not already exist, you must create it.

Refer to Maintaining Standard Profile Codes for more information.

2. Run the Duplicate Profile report and select the Create Relationships checkbox (and enter DPP in the associated Relationship field) to identify potential duplicates. Examine the report Profile records carefully to determine if all of the identified Profiles should be combined. If the report contains Profiles that should not be combined, change the Relationship code to DPN or DPY before continuing.

Refer to the Duplicate Profile Report for more information.

3. In the Profile Management module, select File Maintenance > Combine Two Profiles in Batch. The Combine Profiles in Batch window opens.

Combine Profiles in Batch Window

4. In the Relationship to Combine field, enter the Relationship code that you want to use as the basis for combining your Profile records (for example, DPY).

5. Do one of the following:

• If you want to use the Relatee as the “Profile From” record, select the Relatee into Relator radio button. This will add all of the information from the Relatee record to the Relator record (and give you the option to delete the Relatee record).
• If you want to use the Relator as the “Profile From” record, select the Relator into Relatee radio button. This will add all of the information from the Relator record to the Relatee record (and give you the option to delete the Relator record).

6. (Optional) If you want to change Gift History information to reflect the updated Profile information, select the Change CC, Honor/Memorial, and Match ID Codes in Gift History checkbox.

7. (Optional) You can choose to delete the combined from record or keep it with the 'Delete "Combined From" option. Note: Deleting a combined from profile cannot be un-done.

8. Make a selection for the Profile folders' names. If a profile name is changed, FIMS creates a new folder for that new profile name. You can choose the behavior for the old profile folder for the old name and the new one for the new name. 

9. Click OK. A confirmation window opens to ask if you are sure you want to combine all of the Profiles that have the selected Relationship.

8. Click Yes to combine the Profiles or No to cancel the process and keep the separate Profile records.