No.  Once completed, merges cannot be undone.

At present, a search must be completed based on client name, social security number, and/or division (when applicable) prior to reviewing merge candidates.  The search can be made as generic as you'd like (using single letters in the name fields and/or single digits in the SSN field, for example), but if more than 500 matches are found you will be directed to narrow your search.  As a result, unless your list of current and past clients is small, you will not be able to see all possible merge candidates at once - something that can only be done by leaving all search criteria blank on the Merge Client Records Settings page.

This error message only displays for E-prescribing customers.  It indicates that the client has more than one external housing record with a move in date but no move out date.  Before proceeding with the merge, you must clean up these housing record overlaps; to do so, complete the following steps for each client record that will be kept or merged using the Merge Duplicate Clients feature:

1. Access the face sheet by going to Census > Profile > Face Sheet.  (Alternately, you can access the external housing records via the Housing module.  When doing so, skip ahead to step 3.)
2. Click Update Demographic Data, and then Update External Housing Info.
3. Clean up the existing external housing history records, doing one or more of the following as needed:

  Insert a Move Out date for any addresses that are not current.

  Click the Delete This Record? checkbox for any duplicate record (either within the AWARDS ID for which you are currently working with the external housing records, or within the external housing records for the AWARDS ID you will be merging with).

  Adjust Move In dates as necessary to correct the external housing record(s) that will be retained.

  NOTE: When completing housing record clean-up, also be aware that:

  The external housing records data entry functionality will flag any overlaps with agency housing records.  Those agency records, if any, are displayed at the bottom of the data entry page for your reference and should be taken into consideration during clean-up.

  Your merge will not be prevented by an external housing record that only has a phone number with no address and no move in or move out date.  Additionally, if you have an external housing record that contains only a phone number and a move in date, deleting that record will not delete the phone number.  This will allow you to retain the phone number while eliminating the problem of the presence of multiple open records with move in dates and no move out dates.

4. Click UPDATE to save your changes.

When the end result of your clean-up is either zero or one external housing record with a move in date and no move out date among all of the AWARDS Client IDs you will be merging together, you can proceed with the merge.

The merge duplicates functionality identifies merge candidates based on the search criteria you entered in step 6 of the merge process, as well as on the following merge criteria:

  Record 1 First Name = Record 2 First Name - AND - Record 1 Last Name = Record 2 Last Name

- OR -

  Record 1 First Name = Record 2 Last Name - AND - Record 1 Last Name = Record 2 First Name

- OR -

  Record 1 SSN = Record 2 SSN - AND - neither SSN = 999-99-9999

(Additionally, in multi-agency and multi-division databases, records must belong to the same agency/division.)

If you are aware of a client whose records need to be merged, but who does not appear as a merge candidate, some pre-merge clean-up may be necessary.  As needed, make changes to the client's name and/or social security number on one of the records so that the above criteria will identify him or her during the merge process.

Some AWARDS databases are configured behind-the-scenes to prevent the Client Search functionality from being available to all but a specified list of user groups.  In such instances, you may not see the Client Search box/icon on the navigation bar, regardless of whether you have the necessary "Display Any Chart Records Buttons" permission.