March 14, 2019
Dear Kindra,
Lenten greetings! Below is our concern about Duplicate Admissions Records. Please see explanation below from Jill. Via email are screen shots for your quick reference. Thank you very much for helping us fix this problem.
Sincerely,
Judy :)
**********************
I know we have asked about this issue several times, but up until now I still have not solved the issue, as I still have a concern regarding this.
As I explained before (See comments from questions on Oct. 10, 2018; July 19, 2018; May 25, 2018) I misunderstood and incorrectly added admission records when I was updating the info for our D.Min. students. They were NOT created as a “Later Prospect Record”, but as a whole new record, as if another person.
We tried merging, as this is easily done in Academics. And I was told there was also a way to merge in Admissions. But it seems that is not under Admissions but under People that they can be merged. So for example, I merged the records for “Ahaley” under People, but there still remains two records in Admissions.
We were instructed that if there is more than one current prospect records for the same admission time, then we need to delete one of them (July 19, 2018)
However, since they are now linked (merged in People & Academics), I am concerned that if I delete one of the records from Admissions that I may inadvertently delete valuable and necessary info from the Academics side as well.
The reason this is a huge concern is that most of the D.Min. students have already graduated from APNTS with their Master’s degree. So, classes have been taken & degrees earned and we don’t want to lose this information.
Can I be reassured that deleting one of the duplicate admissions records is okay? And I will not lose academic information.
Or is there something else we should do?
Thank you,
Jill
Thu, 03/14/2019 - 00:00
#1
Duplicate Admissions Records
Status:
Closed
A person can have more than one prospect record. If you delete a prospect record, it does not delete the person. Merging a person will not delete the prospects, it will just add them to that person.
When adding a prospect, you should first search to see if a prospect record exists for the time you want to admit them (a previous admittance does not count). Then after that search and you click add, you need to search for the person. If the person exists, you should add a prospect record to the existing person. This prevents the need to merge in the future, because they are already attached to one person.
Senior Software Developer
Global Ministry Center - Church of the Nazarene