Custom Dataset Matching Criteria

Datasets are not person records, and therefore they do not come with automatic matching criteria. Where person records match on first name, last name, birthdate and email, dataset matching criteria must be established using a dataset row key or a unique-for-merging field.

  Best Practice

It is a best practice to create a dataset row key or a unique-for-merging field (or both). The key or field is used in Upload Dataset, and upon form submission, to match new records to existing records, allowing the update of existing records and preventing duplicate record creation. Without a dataset row key or a unique field, all entries will create new records.

Dataset Row Key

The dataset row key:

  • is typically controlled by the institution (using something such as a unique ID number).
  • is universal for every record.
  • is unique for every record.
  • facilitates matching during import by referencing the related dataset

To create a dataset row key:

  1. Select Database on the top navigation bar and select Fields.
  2. Select Insert.
  3. Enter the following configurations in the dialog box:
    • Dataset: Configure the field similarly to a typical person-scoped field, but select the name of the dataset within the Dataset setting.
    • Value: Set to Store Value.
    • Data Type: Set to Dataset Row Key.
  4. Select Save.

 Tip

When creating a dataset where a parent relationship will be established (such as Organization Contacts relating to a parent Organization), a key is required to enable matching during import.

Unique for Merging Field

A unique-for-merging field:

  • is typically related to optional data points that are most likely controlled by a third party.
  • facilitates matching during import.

To create a unique-for-merging field:

  1. Select Database on the top navigation bar and select Fields.
  2. Select Insert.
  3. Enter the following configurations in the dialog box:
    • Dataset: Configure the field similarly to a typical person-scoped field, but select the name of the dataset within the Dataset setting.
    • Value: Set to Store Value.
    • Unique for Merging: Set to Value contains a unique ID which identifies a single record for merging.
  4. Select Save.

 

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