TABLE OF CONTENTS

• Introduction
• To check for duplicate user records: 
• Important information regarding codes used by previous students

Introduction

Any instances where there are two or more records for the same user should be raised as a case.

Please do not make changes to either record directly in SEQTA - this issue cannot be fixed through the interface. Rather, the SEQTA Support team will run a merge script to pull all the data into one record.

There should only ever be one active user account per staff, student or guardian entity in the SEQTA system. An active user account has a username value against it. 

When duplicate user accounts are identified, the responsible SEQTA administrator’s immediate mitigation strategy is to eliminate multiple account access by removing the username value from the incorrect account. Navigate to Administration workspace>Data management, search for the incorrect staff, student or guardian account by code, (the unique identifier in SEQTA), and remove the username value from the account. 

When users have multiple active accounts there is the potential for their user data to become spread across different identifiers. The process of merging user data is a manual one which requires data manipulation and where at all possible should be avoided. 

If there is a valid reason for requesting a merge of user data, such as a significant loss of previous data against the duplicate account, please include the SEQTA code for both the old and the new records. When you create the case,  indicate which is the current record. In the vast majority of cases this will be the one that is synced from the admin system.

To check for duplicate user records: 

1. Go to the Administration workspace>Data Management 
2. Select the user type (eg. staff, students, guardians) 
3. Search for the person’s name (try searching for just part of the first name, then part of the surname). Any records with OLD_ in front of the code can be ignored as these have likely already been archived by the merge script. 

There are two causes for duplicate records: 

1. Making Code Changes which impact the Synchronisation Process, the timetable or User codes.
2. A second account was created directly in SEQTA. If creating accounts directly in SEQTA be sure to check if one already exists. 

It is recommended it be made part of the process that whenever a staff or student code is changed in the Admin system, that it be changed in SEQTA on the same day (before the sync runs) to avoid multiple records being created. The steps for this process are as follows: 

1. Go to the Administration workspace>Data Management.
2. Select the user type (eg. staff, students, guardians).
3. Search for the person’s name (try searching for just part of the first name, then part of the surname). Click on the record to open the edit window. 
4. Change the code to match that in the administration system.
5. Click Save.

Important information regarding codes used by previous students 

The merge script cannot be run if one of the codes was previously used by a former student at the school. The new user data will need to be removed from the old user’s account, to separate it into the new one. Again, this requires action by the SEQTA Support team, so please raise a case via the Help portal.