SDSHOWTO:Merging people

This depends on who you are merging:

Online app account and parent

Usually this happens if the parent submitted an online application but the names didn't match and admissions didn't fix it before importing the application.

• Determine the person_id of the duplicate parent (the online app account) real parent in SDS with a student attached (search for the name, click on the name to go into edit_parents for the real parent, hover over the link to the name. Capture the person_id of the duplicate parent and the real parent).
• You should now have two person_ids: duplicate parent, real parent
• Edit the duplicate parent's person record and make note of the username. Remove the username from their profile and save.
• Edit the real parent's person record and paste the username into their record. Save the person after adding the username.
• Sign into phpMyAdmin as root/st...
• In the sidebar, go to SDS -> Tables
• Filter by app_app, then click into the app_application table
• Click search in the top bar, and search for person_id of the duplicate parent
• Assuming a record comes up, click the Edit link and change the person_id to the real parent, then click Go
• Back in the sidebar, filter by theatre_rec and click into the theatre_receipt table
• Click search in the top bar, and search for person_id of the duplicate parent
• Assuming a record comes up, click the Edit link and change the person_id to the real parent, then click Go
• Back in the sidebar, filter by person_ses and click into the person_session table
• Click search in the top bar, and search for person_id of the duplicate parent
• Assuming a record comes up, delete the record
• Back in the sidebar, filter by person and click into the person table
• Click search in the top bar, and search for person_id of the duplicate parent
• Delete the record if possible. If it is not possible, you need to look at the error message and figure out what it means. Usually there are records in other tables pointing to this person_id that you need to look at. Most records can be found in the same way as described above, and generally they can just be deleted.
• Run PuTTY and SSH to sds1.smus.ca
• Run the following commands at the command prompt

telnet memcache.smus.ca 11211
flush_all
quit
exit

Note: this flushes the SDS cache, so SDS performance will be slower for a while after this command is run

Duplicate students

Usually this happens if the parent submitted an online application as a student and admissions didn't catch it.

• Determine the person_id of the duplicate and the real student in SDS (search for the name and hover over the link, capture the person_id of the student and the person_id of the duplicate)
• Determine the target person_id that you can merge the online app and payment information into. You cannot merge this into a student, as the parent needs to be able to access it from parent portal:
  • Search for the student and go into edit person by clicking on their name
  • Go into the person's parents tab
  • Click into their family (usually mother and father, but you have to use your judgement here)
  • Click into the person who has an email address. If both have an email address, click into both until you find someone with a username
  • Pull the person_id from that user the same way you captured the student and duplicate person_ids (through the URL)
• You should now have three person_ids: actual student, duplicate student, target parent
• Sign into phpMyAdmin as root/st...
• In the sidebar, go to SDS -> Tables
• Filter by app_app, then click into the app_application table
• Click search in the top bar, and search for person_id of the duplicate student
• Assuming a record comes up, click the Edit link and change the person_id to the target parent, then click Go
• Back in the sidebar, filter by theatre_rec and click into the theatre_receipt table
• Click search in the top bar, and search for person_id of the duplicate student
• Assuming a record comes up, click the Edit link and change the person_id to the target parent, then click Go
• Back in the sidebar, filter by person_ses and click into the person_session table
• Click search in the top bar, and search for person_id of the duplicate student
• Assuming a record comes up, delete the record
• Back in the sidebar, filter by person and click into the person table
• Click search in the top bar, and search for person_id of the duplicate student
• Assuming a record comes up, scroll across and make note of the username
• Delete the record if possible. If it is not possible, you need to look at the error message and figure out what it means. Usually there are records in other tables pointing to this person_id that you need to look at. Most records can be found in the same way as described above, but you need to decide whether to link to the actual student person_id or the target parent person_id. Most additional data will need to be relinked to the actual student person_id. Some data is better off just being deleted, like duplicate admissions records or duplicate person_log entries (eg: if there is an enquiry and an imported application).
• Run Apache Directory Studio and connect to LDAP1
  • Right click o=smus.bc.ca. and choose Quick Search
  • For Search Base, enter o=smus.bc.ca.
  • For filter, enter (uid=user.name)
  • Click OK
  • Assuming a search result appears, click into it
  • Right click the search result in the sidebar and choose Delete Entry
  • Close Apache Directory Studio
• Run PuTTY and SSH to sds1.smus.ca
• Run the following commands at the command prompt

telnet memcache.smus.ca 11211
flush_all
quit
exit

Note: this flushes the SDS cache, so SDS performance will be slower for a while after this command is run