Index

• Auto-Merging
• Data Conflict
• Common Errors

Once your data has been imported into our sync console, there are three possible outcomes: 

• Auto-Merging: This process automatically links records in cases of zero conflict or with 1 point of difference.
• Data Conflict: More than 1 point of difference exists between the two records, and the conflict must be manually resolved.
• Errors: Records cannot be synced because they have triggered an error. 

Auto-Merging

We resolve a significant number of conflicts automatically via an auto-merging process. This helps minimize the volume the duplicates that schools need to resolve.

Identical Data

For example, if data is 100% identical between ManageBac and OpenApply, we will automatically merge the ManageBac and OpenApply accounts.

Identical Data except for 1 MASTER Field

During the Data Quality Analysis, if more than 50 duplicates are flagged, we will examine your accounts to see if there is a consistent pattern to the duplicates. If most accounts show consistent data except for mismatches in only 1 field, we can assist with setting a MASTER system for that field. 

For example, if account data is matching but there are discrepancies in Student Date of Birth, we assist setting a system MASTER for that field. 

In this example, ManageBac was set as the MASTER for Student Date of Birth. This means that if only Student E-mail is different between the two accounts, we will automatically merge the accounts and take the ManageBac e-mail as accurate. The Support Team will reach out to confirm before setting any MASTER fields on your account.

Data Conflict

These conflicts and potential duplicates are triggered by a certain set of conditions. Records that trigger a duplicate are not synced until they are manually resolved in the sync console.

For Students

1. Two accounts with the same First Name AND Last Name.

Note this is not case-sensitive. For example, these are two separate students, but since their First and Last Names are identical, they will be flagged for duplicate resolution.

In this case, based on the grade levels, e-mail addresses, preferred names, and grade levels, it’s clear that these are separate students.

However, because their First Name and Last Name data is identical, the sync console flags them for resolution. 

2. Two accounts with the same E-mail Address.

Even if every single field between two accounts is different, an identical e-mail address will trigger a duplicate flag for resolution.

3. Two accounts with the same Student ID.

Same as the example above, with Student ID.

4. Any combination of the three rules above.

For example, if First Name, Last Name, and E-mail Address are all identical, even if all other fields are different, a duplicate will be triggered for resolution.

For Parents

Duplicates are triggered only if two users have an identical: 

• First Name & Last Name

• E-mail Address

Common Errors

E-mail / ID is taken.

An OpenApply record may not sync to ManageBac if an e-mail address or ID is already taken in the ManageBac system. This typically occurs with archived users.

Invalid E-mail

ManageBac will not accept e-mail addresses that are blank, too short, or contain accent marks.

Final Notes:

1. Duplicate accounts are excluded from the sync process until they are resolved. We will not enable sync on your accounts until duplicates have been cleared.
2. If you have a small number of duplicates, it may be easiest to resolve directly on your ManageBac and OpenApply systems. (i.e. logging in to directly update your data, and then asking our team to re-run the data quality analysis.)
3. If you see a type of duplicate that is not covered by the above types, please contact our Support Team.