Home Help CentreJob Board Administration Duplicate Records

Duplicate Records

Who can use this feature?

  • Users with the Job Board Administrator role and users with the Portal Staff role who have the Job Postings permission.

Frequently asked questions

Duplicate records refer to two or more records that are identical or substantially similar to each other but are supposed to represent unique entries. These duplications often stem from data entry inconsistencies in the original job post.

Duplicate records can pose significant problems in data management and analysis, leading to inaccurate results.

Addressing duplicate records is crucial for maintaining accurate tools and reports.

Use Reporting Labels when you need to consolidate data from multiple locations or entities under a single umbrella, such as franchise operations like McDonald’s or Domino’s Pizza.

Employ Reporting Labels to streamline data analysis and reporting, especially when dealing with diverse company names or ownership structures.

For example, a region can have 10 McDonald franchise locations, owned by 3 different companies. Reporting Labels allow you to aggregate the total hiring needs of McDonalds in WE Data Tool Reports, regardless of where they are located in your area and who operates/owns them. You can still filter by community to view localized results aggregated under a Reporting Label. 

Yes, you can add, change, or remove Reporting Labels without negatively impacting your original data. Reporting tools will display data in accordance with the current state of your saved company records. 

Methods for resolving duplicate records

There are two methods for addressing duplicate records:

  1. Reporting Labels
  2. Aliases

Reporting Labels

Reporting Labels serve as a valuable tool for job board administrators, aiding in the efficient management and analysis of data across various companies. They prove especially beneficial for franchise operations with multiple locations and owners, but you may find it useful to use in other situations. Adding a Reporting Labels is handled differently in the system than adding an Alias when editing company records.  

Reporting Labels acknowledge the data relationships between different companies without altering their unique names or records. This functionality enables the consolidation of labor market data in reports, particularly for franchise giants like McDonald’s and Domino’s Pizza, despite variations in names or ownership across locations.

By using Reporting Labels, administrators can consolidate data that would otherwise be reported separately. This guide will take you through the process of utilizing Reporting Labels to seamlessly aggregate data while preserving the distinct identities of individual companies.

For clearer guidance, you might consider rephrasing it to:

For instructions on utilizing reporting labels, refer to How to Use Reporting Labels.

Tips

  • Choose standardized Reporting Labels to ensure consistency across your dataset.
  • Regularly review and update Reporting Labels to reflect changes in your company database.
  • Using Reporting Labels facilitates data aggregation and analysis without altering the underlying dataset. However, it’s important to maintain consistency and accuracy to derive meaningful insights from your data.

Aliases

Aliases allow you to consolidate company records by indicating secondary names.

This method is best used when there are multiple company records for the same organization, with slightly different spelling, ie: “Company ABC”, “Company ABC Inc”.

For instructions on utilizing Aliases, refer to How to use Aliases.

How to use Reporting Labels

1. Navigate to Admin > Employers and search for a duplicate company record by typing the company name and hitting return or selecting the magnify icon.

2. After identifying two or more company records that you wish to create a common reporting name for, select Edit.

3. In the Reporting Label field, and enter the common reporting name you wish to use, then select Update.

How to use Aliases

1. Navigate to Admin > Employers and search for a duplicate company record by typing the company name and hitting return or selecting the magnify icon.

2. After identifying two or more company records that should have an alias relationship, decide which one ought to be the primary company record. This is generally the company record that uses the most complete version of the company name (AMI Supply Inc. versus AMI Supply).

Then choose Edit in the non-primary company record.

3. In the This Employer is an Alias Of field, enter the company name, chose the primary record from the drop-down list, then select Update.

  • You may notice an option that is greyed out and not selectable. That is the current record you are editing.

How to view Aliases

Alias records are not published on your website, so they won’t appear in your default list of company records. Hiding them from the main list makes it easier for you to recognize other duplicates that should be aliased.

To view your alias records:

1. Navigate to Admin > Employers, select Filters and then check the Aliased Records option.