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Merging Person Profiles

Release: 16.2

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Overview

The Merge feature allows the user admin login group to combine the information within two or more Person Profiles for the same person into one profile. Instead of overwriting existing data, merging evaluates the data in both profiles and then fills gaps of information in the primary profile.

Example: There are two profiles for Jeff Smith in the Platform. The primary profile that you want to keep in the system is an Employee Profile, while the other profile is Jeff Smith’s Candidate Profile. Each profile includes a different contact phone number, and each profile is in a different folder. In addition, the Employee Profile that you wish to keep does not contain an email address.
 
When merging these profiles, the folder and the contact phone number of Jeff Smith’s Employee Profile remain the same, since the Employee Profile will be selected as the primary profile. However, because the email address field is blank on the Employee Profile, the email address transfers from the Candidate Profile to the Employee Profile when the profiles are merged.
 
This feature can be activated for the user admin group by the iCIMS Technical Support. Company and Job Profiles cannot be merged.

Warning: Talent Pools in Sourcing Workflows and New Hire Categories in Onboarding Workflows do not automatically merge to the primary profile. All Sourcing and Onboarding Workflow information from the non-primary profile will be lost in the merge. To save Sourcing and Onboarding Workflow and status information to the primary profile, access the non-primary profile and follow these steps:

  1. Navigate to either or any Person Profile that you would like to merge with another.
  2. On the Workflows tab, click into the Connect or Onboard desired panel to launch the appropriate Workflow Search Results.
  3. Check the boxes to the left of each Workflow item that should be added to the primary profile. Then, click the Bulk Edit button.
    • Tip: Depending on the amount of search actions you have access to, the Bulk Edit button may be within the More menu, located to the top right of your search results.
  4. In the Edit Workflows popup, select the following options:
  • Tab: Fields (Workflow)
  • Field: Person
  • A Person field will appear. In this field, select the name of the primary profile.
  1. Select Save. The Workflow information will be removed from the non-primary profile and associated with the primary profile.
  2. Repeat if required for the other Workflows panel (i.e., Onboard or Connect).

Prior to merging the profiles, review the primary profile to verify that all information desired appears on the primary profile for Sourcing and Onboarding Workflows. (Note: Recruiting Workflow information will automatically merge onto the primary profile and cannot be manually moved using this process.)

In addition:

  • The primary profile will keep its name and folder. The discarded profile will be renamed "Merged with [Primary Profile ID] - [Date of Merge]" and placed in the Purge status to be removed the next time a Purge occurs.
  • All field information from the primary profile will be kept. If there are blank fields on the primary profile that were completed on the discarded profile, those values will be brought to the primary profile.
    • Note: Regardless of which profile is designated as primary or non-primary, the resulting merged profile will inherit the Created Date and Created By of whichever of the two profiles was created first.
  • iForms on the primary profile that are in any status except "Available” (e.g., an iForm that has been requested, completed, or expired) will not be overwritten by their counterparts (if applicable) from the discarded Profile.
  • iForms on the primary profile that are in the "Available” status (e.g., an iForm that has not been requested, completed, or expired) will be overwritten by their counterparts (if applicable) from the discarded Profile.
By default, user admins do not have access to the Bulk Edit tool. User admins may request access to the Bulk Edit tool by contacting iCIMS Technical Support.

Merging Person Profiles Using the Reporting Center

  1. Select Report from the menu bar, and select Reporting Center from the drop-down menu. 
  2. Locate the Duplicate Persons Report section, and select the report you would like to run. 
  3. View the report and review the potential duplicate profiles. When you are sure that certain profiles listed are for the same person, select the checkboxes beside them (not the checkbox for the grouping itself) and click the Merge button.
An image of search results with the Merge button highlighted.
  • Tips:
    • Depending on the amount of search actions you have access to, the Merge button may be within the More menu, located to the top right of your search results.
    • Only two profiles can be merged together at a time. To merge more than two profiles, you will have to merge two profiles together and then repeat the process for the newly merged profile and the remaining profile(s).
  1. Select the Person Profile to keep as the primary record by clicking the Keep option for the Profile. Click the Merge button to merge the two profiles.
  2. Review the confirmation message, and click the OK button to proceed and finalize the merge.
  3. Review the results of the merge and click Close when finished.
  • Tips: 
    • Only two Profiles can be merged at a time. To merge more than two Profiles, you will have to merge two Profiles together and then repeat the process for the newly merged Profile and the remaining Profile(s).
  1. Select the Person Profile to keep as the primary record by clicking the Keep option for the Profile. Click the Merge button to merge the two Profiles.
  2. Review the confirmation message, and click the OK button to proceed and finalize the merge.
  3. Review the results of the merge and click Close when finished.
Tips:
  • The Person Profile that was not retained during the merge will be placed in the Purge folder, to be purged during the next applicable Purge window. The Person Profile detail will indicate that it was merged with another Profile and will display the number, date, and time of the merge.
  • If you select one or more groups of duplicate profiles, you will be able to bulk merge each group of two profiles at once. The steps are similar, but you will be unable to select the profile to keep; the most recently updated profile will be kept for each group of duplicates.
An image of two groups of duplicate people selected in search results.

Merging Person Profiles Using System IDs

Warning: This following method is not recommended for merges. Please see the Merging Person Profiles Using the Reporting Center section of this article, above, for the preferred method.

  1. Select the Person option in the Quick Search dropdown list, and then type the name of the person whose profiles need to be merged in the Quick Search field. Then, click the – View Results – option from the dropdown.
  2. Review the Search Results and identify the Person Profiles to merge. Click the Search Form button to display the search parameters.
  3. Change the data that is displayed in the report results within Person Search: Output by clicking the Add Column icon. 
  4. Type “System,” and select System ID from the Reporting & Advanced Options - General dropdown. Click the Add Selected button to add it to the list of selected columns.
  5. Click the Search button to update the Search Results.
  6. Copy or write down the System ID for each Person Profile to be merged for later reference.
  7. Select Tools from the Admin menu, and then select Merge Person from the submenu. 
  8. Type the System ID numbers for each Person Profile to merge within the System IDs field on the Merge Profiles (Person) screen. Click the Next button to continue.
  9. Select the Person Profile to keep as the primary record by clicking the Keep option for the Profile. Click the Merge button to merge the two Profiles.
  10. Review the confirmation message, and click the OK button to proceed and finalize the merge.
  11. The merge results will be displayed to confirm the success of the Profile merge.
Tip: The Person Profile that was not retained during the merge will be placed in the Purge folder to be purged during the next applicable Purge window. The Person Profile detail will indicate that it was merged with another profile and will display the number, date, and time of the merge.

Merge and Workflow Transfer FAQs

Q: What happens to resume files during a person merge?
A: If the primary (keep) profile already has a resume, the resume from the non-primary (drop) profile is not copied to the primary profile. If the primary profile does not have a resume, the resume is copied as part of the merge.
If your system has resume history enabled and both profiles have resumes and history, the non-primary resume and history are copied to the primary profile. The non-primary profile's resume is added to the historical list. The historical list is reordered by created date to reflect both profiles' resume history as appropriate.

All other documents (non-resume) are copied in the merge. All files ultimately associated with the primary profile have the file name generation logic rerun upon them so that they match the correct profile.

Q: What might cause a Merge Failed error?
A: If you receive an error of Merge Failed, it might be due to additional duplicate profiles. The merge must include all instances of the duplicate, or you need to change the email address of the extra duplicate.
 

User Admin Curriculum

The iCIMS introductory curriculum for user admins is split into four sections: Working in System Configuration, Managing Libraries, Managing Users & Profiles, and Managing Scheduled Reports. It includes videos and articles, with each type of resource denoted by the following icons:
  • User-added image: Article
  • User-added image: Learning Clip
  • User-added image: Chaptered Video
  • User-added image: Training Webinar
These resources provide information to assist user admins in configuring and maintaining their organization's instance of the iCIMS Talent Platform.

Working in System Configuration

Managing Libraries

Managing Users & Profiles

Managing Scheduled Reports