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    Proposed Merges Wizard
    • 06 Sep 2024
    • 5 Minutes to read
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    Contents

    Proposed Merges Wizard

    • Updated on 06 Sep 2024
    • 5 Minutes to read
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    Article summary

    The Proposed Merges wizard highlights employee records that might need to be merged based on matches in the employee's full name, email address, or payroll ID. Once a default record is selected and incorrect matches are removed, the Employee Merge wizard is used to merge the employee records. 

    The Proposed Merges wizard is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

    Navigation

    The Proposed Merges wizard is launched from the Employees page.  

    1. Navigate to the Employees page.

    2. Click View Proposed Merges in the page header.

    Once the Proposed Merges wizard has opened, use the < and > buttons in the header to navigate through the proposed merges.

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    Security

    Only users with the following permission will be able to access the Proposed Merges wizard:

    • Labor → Employees → Merge Employees

    Proposed Merges Matching

    Employees will be proposed for merging when they have matches in their full name, personal email address, or payroll ID. 

    Matching Field

    Notes

    Full Name

    The matching on the employee's full name is approximate, so employees with similar names, such as Jon Smyth and Jonathan Smith, are proposed.

    Personal Email Address

    Only exact matches are proposed for merging.

    Payroll ID

    Only exact matches are proposed for merging.

    Proposed merges will contain all employee records that have been flagged as potential matches for one or more reasons. Employee records that are not actual matches can be excluded before merging. 

    Proposed Merge Requirements

    To be considered for a proposed merge, an employee record must meet the following:

    1. First name is present and has more than two characters.

    2. Last name is present and has more than two characters.

    3. Personal email is present - or - Payroll Id is present.

    Employee records that do not meet these criteria will not be included in proposed merges. 

    If all of the matched employees have been onboarded to Workforce Payroll, the employees cannot be merged and will not be proposed.

    Ignored Matches and Removed Employees

    One or more of the employee records proposed for a merge may not be for the same employee. When none of the employee records in the proposed merge should be merged, the proposed merge should be ignored. If some, but not all, of the employee records in the proposed merge should be merged, non-matching employee records should be removed before merging. 

    Ignoring a proposed merge will clear the proposal from the Proposed Merges wizard without merging any of the proposed employee records. When a proposed merge is ignored, the group of employees in the merge will not be proposed again.

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    Removing an employee from a proposed merge will exclude that employee record when the other proposed employee records are merged. The removed employee and the newly-merged employee will not be proposed again in the future. 

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    Proposed Merges Wizard Buttons and Fields

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    Field

    Description

    1

    Proposals

    Total number of unprocessed proposed merges. When more than one proposed merge is present, the < and > buttons navigate through the proposed merges.

    Merging or ignoring a proposed merge will remove it from the Proposed Merges wizard and decrease the proposals total. 

    2

    Ignore Button

    Ignores the displayed proposed merge and removes it from the Proposed Merges wizard.

    Once a proposed merge is ignored, it will not be suggested again. Employees can be manually selected for merging on the Employees page.

    3

    Merge Button

    Opens the Employee Merge wizard for the employees listed in the To Be Merged section.

    This button is disabled until a default employee record is selected (#6).

    4

    X button (close)

    Click to close the Proposed Merges wizard.

    5

    To Be Merged Employee Count

    Number of employee records included in the proposed merge.

    All employee records listed in this section will be included in the merge when the merge is started (#3).

    6

    Default Record Selector

    Indicates which employee record will be used as the default record for the merge. The details from the default record will be auto-populated in the Employee Merge wizard.

    Only one employee record can be selected.

    A default employee record must be selected before the Merge button (#3) is enabled. 

    7

    Included Employee

    Employee record that will be included in the merge.

    Click to open the employee record in a sidesheet. 

    8

    Remove Button

    Removes the associated employee from the merge.

    9

    Removed Employee Count

    Number of proposed employee records that have been removed from the merge.

    10

    Removed Employee 

    Employee record that will not be included in the merge when the merge is started.

    Click to open the employee record in a sidesheet. 

    11

    Add Button

    Adds the associated employee record to the merge. 

    Proposed Merge Columns

    The following columns are displayed for both the To Be Merged and the Removed sections:

    Column Title

    Description

    Matching Reason

    Reason the employee record is included in the proposed merge.

    • First Name

    • Email

    • Payroll ID

    When an employee record has been included for more than one reason, additional reasons can be viewed by hovering over the reasons.

    Name

    Employees first name and last name.

    Payroll Status

    Employee's payroll status for Workforce Payroll. 

    This column only appears when Workforce Payroll is enabled.

    Payroll ID

    Third-party payroll ID from the Payroll ID field on the Employment tab of the employee record.

    When Workforce Payroll is enabled, the Payroll ID field on the employee record is labeled 'Legacy Payroll ID'.

    Hire Date

    Employee's hire date from the Employment tab of the employee record.

    Email address

    Employee's personal email address from the Basic Info tab of the employee record. 

    Primary Location

    Employee's primary location from the Employment tab of the employee record. 

    Import Source

    Names of the external systems linked to the employee as they appear on the Integrations tab of the employee record.

    If there are no external systems linked to the employee record, 'R365' is listed as the import source. 

    Employment Status

    Employee's status from the Employment tab of the employee record.

    • Active

    • Separated

    • Leave

    Merging Proposed Employees

    Follow these steps to merge proposed employees:

    1

    Navigate to the Employees page.

    2

    Click Proposed Merges to open the Proposed Merges wizard.

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    3

    Use the < and > buttons to select the desired proposed merge.

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    4

    Click Remove to exclude employee records that should not be merged.

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    5

    Select the desired default employee record.

    6

    Click Merge Employees.

    7

    Complete the merge in the Employee Merge wizard.

    8

    If additional proposed merges are available, repeat steps 3-7 as needed.

    Ignoring A Proposed Merge

    Follow these steps to ignore a proposed merge and remove it from the Proposed Merges wizard: 

    1

    Navigate to the Employees page.

    2

    Click Proposed Merges to open the Proposed Merges wizard.

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    3

    Use the < and > buttons to select the desired proposed merge.

    4

    Click Ignore to remove the proposed merge from the Proposed Merges wizard.

    When a proposed merge is ignored, the group of employees in the merge will not be proposed again.

    5

    If additional proposed merges are available, repeat steps 3 and 4 as needed.

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