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Merging Datasets

Article ID: 663
Last updated: 11 Mar, 2010

Merging Datasets
The Merge Datasets utility merges Records from one Dataset (Source) into another
(Destination). This utility scans Records in the Source Dataset for duplicates prior to importing
the Records into the Destination Dataset.
 
The merge Datasets feature is most commonly used after an import, when Records from the new
Dataset are merged into an existing one. Merging Datasets after an import helps you avoid
polluting a good Dataset with a bad import, which can happen if you import directly into an
existing populated Dataset. Merging resolves duplicate records for you. 
 
Step-by-Step…

2.  From the Main Menu Bar, select Utilities > Merge Datasets.
 
3.  The Merge Datasets Dialog box appears. The box at the top of the screen
lists the available CM5 Datasets.

4.  From the list, double-click on the Source Dataset so it appears in the
Source field.

5.  Double-click on the Dataset you want to be combined with the Source
Dataset so it appears in the Destination field. When the merge is complete,
the Destination Dataset will be the final product of the two merged
Datasets. The Source Dataset will still remain intact.
 
6.  Select one option from the Action box:
•  Merge Matching and Append New: Does the same thing as the
Merge Matching Records Only action except that it also adds
new Records from the Source Dataset to the Destination Dataset
when a match is not found. See below for information on the Read
Merge Matching Records Only option.
 
•  Merge Matching Records Only: Selecting this option enables the
merge criteria dialog box. The criteria specified in this box are
used to identify Records in the Destination Dataset and scan
Records in the Source Dataset for matches. Matching Records are
merged into a single Record in the Destination Dataset.
 
NOTE: The default criteria for finding matching Records are
listed below. Use the spinner control arrows to change the length
of the field that is checked. To prevent a field from being
considered during merging, enter a length of zero. Default criteria
are listed below.
Same Last Name – up to first 20 characters
 
Same First Name – up to first 20 characters
 
Same Address – up to the first 5 characters

Same Zip Code – up to first 5 digits
 
•  Append Records Only: Copies all Records from the Source
Dataset to the Destination Dataset without checking for duplicates.
 
7.  Select one option in the Records to Process box: All Records or Current
Selection. If the Source Dataset is also your current active Dataset, you
have the option of merging just the Records in the Current Selection into
the Destination Dataset. Otherwise, all Records are merged with the
Destination Dataset.
8.  Mark the Check Subfiles for Duplicates checkbox if you want to scan
Subfiles.

ADVISORY: Unless the data in Subfiles are exact duplicates no
Subfile data will merge. For example, if John Smith’s record in the
Source dataset had two Contribution entries and John Smith’s
Record in the Destination Dataset had one entry, the merged John
Smith Record in the final Dataset will have three Contribution
entries.

9.  Click OK to start the merge.

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Article ID: 663
Last updated: 11 Mar, 2010
Revision: 1
Views: 427
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