Duplicate matching determines whether new applications are from new or existing applicants. If the applications are from existing applicants, the applicants must be merged. Merged applicants can be unmerged in case of error.
Duplicate matching tools in integrated systems can automate the process of comparing applicants and merging duplicates.
Duplicate matching
Duplicate matching is an optional feature. Enabling the duplicate matching feature creates the Pending duplicate match desk. Then, all new applications that are fully received, with the completion state Received, are allocated to the Pending duplicate match desk. Applications at the Pending duplicate match desk have a merge status of Provisional.
Applications at the Pending duplicate match desk should not be processed until the applicant's merge status has been confirmed to avoid incorrect decisions being made.
If an applicant is not a duplicate, set the merge status to No duplicate. The merge status can be updated on the application or in the applicant's person profile. The application is then allocated to the desk defined by the entry point of the
Compare applicants
For applicants that may be a duplicate of an existing applicant, you should compare the applicants using the applicant merge feature. The applicant merge feature enables you to compare data of the applicants and their applications. The data for the person, applicant, and applications is displayed as a JSON file. You can copy the data to a text editor, such as Notepad ++, to help compare the data.
The image Compare applicants shows two applicants and their applications being compared in the applicant merge feature.
Merge applicants
Merge applicants that are duplicates of existing applicants. After comparing the applicants, you can select which applicant is the existing, or active applicant, and then merge the applicants. When applicants are merged, the applicants and applications are updated as follows:
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Existing applicant remains active. The merge status of the existing applicant is updated to Merge.
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Applications from the duplicate applicant are moved to the existing applicant. The applications are then allocated to the desk defined by the entry point of the
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Duplicate applicant is archived. The merge status of the applicant is updated to Duplicate.
Merge history
Merged applicants have a merge history. The merge history details the date the applicants were merged, the staff member who merged the applicants, and so on. You can view the merge history in the applicant's person profile as shown in the image Merge history.
Unmerge applicants
Unmerge applicants that have been merged in error. Applicants can be unmerged at any time until the applications are closed or sent to enrolment.
To unmerge applicants, you can view the merge history of the active applicant to determine which of the archived applicants you need to unmerge.
The image Applicant unmerge shows two applicants and their applications being compared in the applicant unmerge feature. The data for the person, applicant, and applications is displayed as a JSON file.
When applicants are unmerged the applicants and applications are updated as follows:
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Duplicate applicant is unarchived.
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Applications are moved back to the unarchived applicant.
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Merge status of both applicants updated to No duplicate.
Applications are restored in their current state. For example, an application that has passed a clearance check for a valid visa must be checked again to ensure the visa is for the correct applicant.
Duplicate matching demonstration
The video Duplicate matching demonstration shows the duplicate matching process as follows:
- Duplicate match process
- Merge applicants
- Unmerge applicants
- Complete video (duplicate matching)