Overview

ODS Merge consolidates two duplicate records in the Operational Data Store into a single master record. Configurators run the merge from the Admin portal, and the change flows through to active matters. The subordinate record stays in the system, set to inactive, so historical references remain intact.

The feature applies to both People and Organisations in the ODS.

When to merge

Merge two records when they represent the same person or organisation but were created separately. Common causes include:

• A participant added during matter onboarding without checking the existing ODS first.
• An organisation imported from a data load that already exists in the system.
• Variations in name, address, or company number captured as separate records.

Merging brings active assignments together into a single record, reduces duplicate contact details, and prevents new participants from referencing the wrong copy.

Before you start

• You need various ODS create/edit permissions. The merge action is not available to users without these.
• Identify the two records you want to merge. The current product supports two records per merge. If three or more duplicates exist, merge them in sequence.
• Decide which record acts as the master. The master keeps its system identifier and remains active. The other record (the subordinate) is set to inactive after the merge.
• The subordinate record is not deleted. Historical references to it are preserved.

Merge two ODS records

These steps cover the core flow. The exact dialogue layout and field labels may vary by tenant. Verify field labels against your environment before publishing.

1. Sign in to the Admin portal.
2. In the side navigation, select Operational Data Store, then select People or Organisations depending on the record type you want to merge.
3. In the list, select the checkbox next to the two records you want to merge.
4. The bulk action menu displays at the top of the list. Select Merge. The bulk action menu is hidden and appears only after two records are selected.
5. The merge view opens. Choose which record acts as the master.
6. For each attribute group, select the value to keep on the merged record. Attribute groups include key details, correspondence address, contact details, locations, teams, and matter assignments.
7. Step through the merge view and confirm the change to start the merge. 

The merge processes in the background. Once complete:

• The master record carries the selected attributes, contact details, locations, teams, and active matter assignments.
• The subordinate record is set to inactive. It no longer appears in participant search results when adding new participants.
• Active matter references are updated to the master. Closed matter references remain pointing to whichever record held them at the time of closure. 

What end-users see after a merge

End-users do not have the ODS Administration permission and cannot run a merge. The effect of a merge still flows through to day-to-day work.

After an administrator merges two ODS records you previously worked with:

• The merged participant on your matter now references the master record. Address, contact, and assignment details follow the choices the administrator made during the merge.
• The subordinate record no longer appears when you add a new participant by ODS search.
• Closed matter references are not changed.

If a participant's information looks wrong after a merge, contact your administrator to review the merged data.

Known limitations

• Merge processes two records at a time. Sequence multiple merges where three or more duplicates exist.