APNTS has lots of duplicated records. One of our active instructors has two instructor records, each with a number of classes she has taught. One of these also includes her student records from when she obtained her degree some years ago. I want to combine all of these records, and I have chosen to move all the instructor records into the one that has both student and instructor.
How can I tell which one she is using to login as instructor? If it is the "wrong one," can I just transfer the username from the one she is using to the one I want her to use?
I worry my question isn't clear.
Status:
Closed
If you go to System Administration > Users, you can search for the two user names. There you will see the last time that user account has logged on. If you click on the user name, you will also see what what roles that person has. If neither has logged in or if the one who is also a student is the account that has logged in most recently, then you should be fine. If however the account that is just an instructor is the one that has logged in most recently, you will need to talk with the instructor and encourage them to use the other account once you have transferred over the records.
Only one username appears, attached to the account with instructor records only. It shows role codes Instructor, Employee. The other one shows Prospect, Student, Instructor, Employee–clearly the more detailed account and the one where I would want to put all the records. What are my options in this case?
On the user page, you can actually switch the person that the user is associated with. So, go to users, search for the user name, and click to update it. Then, click find person, and search/select the person that you want to keep. Once you save, the user will now be attached to the new person.
I’ve pointed the user record to the correct person record. I’m assuming I must change all the instructor records before deleting the duplicate instructor name. Is this correct?
Correct. You should make a list of all classes associated with the duplicate instructor, and then go to each class to delete/add the instructor. After that, you can delete the instructor, the employee, and the person records.