Users may inadvertently create (or have created for them) more than one record in a publication's system. EM features a tool that allows editorial staff and Editors (with appropriate permissions) to perform record analysis and cleanup of duplicate user records in the database. Users with permission may merge two records. Users with permission may also inactivate a duplicate or invalid record.
For details on using these features, see:
Merge Duplicate People Records
Configuration requires assigning permissions (enabling roles to perform the merge), creating a letter to go to the merged-record holder and one to the editorial office (if desired), and configuring an ActionManager event.
Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:
To set up the letter, go to PolicyManager > Email and Letter Policies > Edit Letters. The letter templates may include a Merge Duplicate User Notice. This can be edited, or you may create a new letter (click the Add New Letter button). On the Add/Edit Letter page, enter the appropriate information:
This letter body should inform the recipient that their multiple records in EM have been merged and should include access to the "surviving" login information (this can be done by including the %USERNAME% and %PASSWORD% merge fields in the letter). This letter can also be customized before being sent by the Editor performing the merge.
Make any other desired configurations to the letter, and when finished, click Save.
A letter to the editorial office with notification of the user-record merge can include information about the two records by using the merge fields: %MERGE_OLD% and %MERGE_KEEP%.
For details on letter configuration, see Create Letters.
Then go to ActionManager > Author Letters > Registration > Merged Duplicate Users (Event). Select the "Merge Duplicate User Notice" from the drop-down menu of Author Letters and click the Submit button.
Note: This letter should be set up in the Author Letters section of ActionManager only. Setting a letter up in any Reviewer or Editor role will send all people who are assigned that role a letter whenever duplicate records are merged. The Author role is the generic user role that every user is assigned and is therefore the role for which any letters not associated with a submission should be configured.
Configuration requires assigning permissions (enabling roles to perform the inactivation), creating an optional letter to go to the inactivated user and copied to Editor or staff role that oversees record keeping, and (if sending a letter) configuring an ActionManager event.
Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:
To set up the letter, go to PolicyManager > Email and Letter Policies > Edit Letters, and click the Add New Letter button. On the Add Letter page, enter the appropriate information:
This letter serves to inform the recipient that their record in EM has been inactivated. The letter should include the inactivated user's name (this can be done by using the %REALNAME% merge field in the letter). This letter cannot be customized before being sent by the Editor performing the inactivation.
If the letter is to go to a publication office staff member, set that email address up as a copied (cc) recipient. Make any other desired configurations to the letter, and when finished, click Save.
For details on letter configuration, see Create Letters.
Then go to ActionManager > Author Letters > Registration > User is Made Inactive (Event). Select the "Inactivate User Notice" (or whatever name was entered as the Letter Purpose) from the drop-down menu of Author Letters and click the Submit button.
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