Combining Firm Records

Student Manager has features to help you prevent adding duplicate Firm records, such as assigning unique identification numbers to each record and the Firm Name matching feature.  However, despite your best efforts you may find that two records exist for the same firm (e.g. one for ACEware Systems and one for ACEware Systems, Inc.).  In these cases, you can combine Firm records into one and assign the correct Firm to associated Name records.

To combine two Firm records:

1. Open the 'good' record (i.e. the record you want to keep) and write down the Firm ID number (upper right of Firm screen above Phone field).

2. Open the 'bad' record (i.e. the record you want to delete) and replace the Firm ID number with the Firm ID number of the 'good' record (i.e. the record you want to keep).

3. Click the Save button.
4. The system will warn you that your are changing the Firm ID, and that the system will change the firm on all Name records associated with the 'Bad' Firm to the 'Good' firm.  Click the Yes button to make the swap.

Data Cleanup Firms

Clean up and combine Firm records with this tool.

IMPORTANT

We strongly recommend making a backup before running this tool.

To run the tool:

1. Select Tools > Data Cleanup > Firms.
2. Click the Refresh button to view the list of Firms.
3. Enter keywords to select specific records then click the Refresh button to see the filtered list.
4. Select the appropriate record in the list to make a change.  To select more than one, press and hold the CTRL key while clicking the records.
5. Edit the field information then click the Replace button to change the selected record(s).

Combining Records

To combine records (you have two records for the same firm):

1. Select the appropriate records (press and hold the CTRL key while clicking the records).
2. Click the Replace button.  The firms are combined and the Name records associated with the deleted record will be linked to the remaining Firm record.