Business Process

Search/Match - Duplicate Management

Module

All, Campus Community

BP ID

CC_023

Prerequisites

Description

Search/Match checks for duplicate or multiple entries of individuals. Always perform Search/Match before adding a new person.

Comments

You would use this process to find a student if you have access to limited information.  

 1.

Navigate to Campus Community →  Personal Information →  Search/Match.

 2.

Click the Search Type list and choose Person.  

3.

Select a Search Parameter. You can click magnifying glass to view options and choose "SD_GENERAL."

 4.

Click the Search button. 

 5.

The following page will display. In the Search Result Rule box, click magnifying glass to select Search Result Code "SD_ALL_RESULTS."

 6.

Click Default search result code link to save this code for future use, and click OK to return to Search Criteria.

 7.

Enter as much information as possible in the know fields of the Search Criteria. You will need a minimum of three criteria. 

Use tab key to move between fields. Tab out of last field before initiating search (The criteria you enter will convert to all caps).

 8.

Click the Search button.

Note: When you click the Search button, the system searches only for the data specified. It filters the search orders that are defined for the Search Parameter that you selected. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, and so on. If you want to search using a specific Search Order number, use the Selective Search button for that order number.

 9.

The following page will display.

Click Carry ID to have the system carry the ID forward as you subsequently access pages for further investigation.

 10.

The Number of ID's Found field displays the number of IDs that met the search criteria.

• This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times.

• If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered.

• If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria.

 11.

The Search Order Number field indicates the search order number at which results were found and indicates how precise the search was—the lower the number, the more restrictive the search and the greater the chance of having found duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered.

 12.

Review some of the other fields returned as part of the search parameters for this result. 

Click the Results2 tab.

 13.

Click the Additional Information tab. 

 14.

Click the Person Organizational Summary link to review the status of this person's record. This page will open in a new window/tab. 

 15.

Click the Relations With Institution link to access the Relations With Institution Detail page, on which you can determine the type of relations that the individual has with your institution and further clarify whether this is the individual for whom you are searching.

Click Return when you are done on this page. 

16.

End of job aid.