How to use the merge patron function on Koha

How to use the merge patron function on Koha

This document will outline how to merge two or more patron records into a single record with amalgamated circulation, fines and additional patron attributes.

Identify patron accounts to be merged

Use the patron search function to find the duplicate accounts. Note that before selecting the patrons the Merge selected patrons button is greyed out and non-functional.

Here is the information on the two sample accounts before the merge:


Select and merge patrons

When you select the patron accounts to be merged the Merge selected patrons button will become functional. 

Click the Merge selected patrons button and you will be taken to a new page to define which account is to be merged and which is to be kept as the master account. 


Select the record with the information to be kept as the master record. This is limited to circulation, fines and additional attributes. For this example, we will be merging the record of Mary Bendler (23232) with Maryanne Bender (4030), neither of which contain any additional attributes as these will be dealt with in a separate example so the particular rules governing this information can be examined in detail. In this specific example, the expectation would be that all circulation information from 23232 will move to 4030.

Please be aware that the account not selected as the master record will disappear after the merge.

After hitting the Merge patrons button, you will be taken to a new page confirming the process is completed and summarising what has been moved and from which account:

The combined information can be viewed on the newly merged patron account:


This patron contains all fines and checkouts from both accounts, as well as the hold originally on the master account. All other information has been retained from 40430, the master record. For example, the patron type, Patron that was originally on 4030 has been retained as opposed to being replaced by Student from 23232.

Additional Patron Attributes

For more information on additional patron attributes, please check our Help Centre.

The merge patron function will also move any defined patron attributes, including non-repeatable patron attributes, to the master account which can cause duplications to appear. If additional attributes appear on only one account they will appear on the master record with no duplicates. However, if additional attributes are defined on both accounts, both sets of attributes will appear on the master account as demonstrated in the screenshots below. 

Both users have their Nationality, Vicinity, Type, Survey, Course Code and Roll Class defined. In this example, Course Code and Roll Class are defined as non-repeatable, so there should be a maximum of one on any account.

After the merge all 6 of these attributes were moved from 645465455 to 54055000001019:


Now, all 6 attributes are appearing on the same, newly merged, record.


If the additional attribute is marked as editable in the OPAC and patrons have permission to change their personal details on the OPAC, then the patron can login and select the most accurate attribute for their account. If the attribute is not editable in the OPAC staff can complete the edits by choosing to edit the patron account.



Version History

Version

Date

Detail

Author

1.0

28/03/19

Create doc.

Holly Cooper
2.015/05/20Migrate to ZohoHolly Cooper
2.121/11/22Updating informationHolly Cooper
























Retention Policy

Permanent








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