De-Duplicating or Merging Employees
If you have a payroll integration turned on, there are times when you may notice employees that are duplicated in your employee list view.
This is usually because you may have manually created an employee in HR Partner, but then later on your payroll department may have entered them in your external payroll system, and our sync routine has imported them into HR Partner as another new employee.
We don't actually have the ability to auto-detect if an employee is already in HR Partner, as their name may have been spelt differently, or there may be a missing birth date in either system that could help identify them, so we create a new record as a safety precaution.
The good news is that we do have a housekeeping routine that can help you to merge or de-duplicate the two employee records so you only need to deal with one employee record in HR Partner moving forward.
WARNING: The de-duplication routine will assume that the manually entered record has been in the system longer, and thus contains more up-to-date information for the sub-modules such as absences, training notes, checklists, e-signature documents etc. For this reason, the de-duplication/merge routine will always preserve the manually entered employee's sub-module data, but update the core employee information (name, address, DOB etc.) from the external payroll system data before deleting the imported (payroll) employee and all their associated sub-module data.
It is important to keep this in consideration when merging employees, and if you are going to merge several employees, we strongly encourage you to test with one employee first to ensure that the results are as you expect.
To begin the de-duplication process, you can go to Setup > Tools > Advanced. You will see an option at the bottom of the housekeeping tasks for running the routine.
Click on the ' See Options' button to go to the next step.
NOTE: You will only see this option in the housekeeping list if you have a payroll integration turned on.
Now you can nominate the manually entered employee on the left-hand drop-down list, and the employee imported from your external payroll on the right-hand list.
Make sure you select the same employee in both lists (the spelling of their names may be slightly different) and then click the ' Merge' button to complete the process.
Please check that the merge happened correctly by going to the Employee View screen, and then repeat the process for any other duplicated employees.