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.

Methods for resolving duplicate records

There are two methods for resolving duplicate records:

  1. Reporting Labels
  2. Aliases

Reporting Labels

Reporting Labels allow you to maintain separate company records while creating a common name that can be used to consolidate records for reporting purposes.

This method is best suited for companies with more than one location. It allows you to maintain individual locations in tools like the Job Map but see combined totals of that company in reports.

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”.

  • It’s not necessary to create circular references, ie: Company A is an alias of Company B, and Company B is an alias of Company A.

How to use Reporting Labels

Coming soon!

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.