This feature can be found on the Navigation Bar, below the Enterprise component. The feature contains two pages, Create/Manage Criteria Sets and View Results.
For best results, this feature should be used after all duplicate participants on each site on the enterprise have been merged. All duplicated participants should be merged on each site prior to link participants across the enterprise.
Select a combination of any of the Standard demographics to search for duplicated participants across the enterprise. Defined text value fields only search for exact match, but other field types provide the option to search for like match. SSN can be set to search for match on last four digits. Unlike the duplicate check settings on the Manage Demographics feature, there is not an option to match on a portion of the demographics fields set for duplicate check; all the criteria have to match or it will not be recognized as a duplicate.
- Give the Criteria Set a name.
- Choose any combination of Standard Demographics to search for participants that may be duplicated across the enterprise.
- Note: Defined text value fields only search for exact match, but other field types provide the option to search for like match. SSN can be set to search for match on last four digits. Unlike the duplicate check settings on the Manage Demographics feature, there is not an option to match on a portion of the demographics fields set for duplicate check; all the criteria have to match or it will not be recognized as a duplicate.
- Choose an appropriate Win Condition.
- The Win Condition selected will be the winner if two records are determined to be duplicate.
- Click Create New Criteria Set to store the search criteria (you will be able to use the same criteria in the future).
- The data set may take overnight to run. If this is the case, an email will be sent to the administrator who requested the data set.
- Once the email has been received, go back to Enterprise Participants.
- Click View Results at the top of the page.
- Select the Match Criteria that you saved.
- Click the plus sign next to sets of participants to view the individual records for each set.
- Once you have verified the data, click Link Participants under Take Action to link the participants together.
Ability to Find and Group Participant Records as Families
Enterprise managers can set criteria for collecting possible family members and their participant relations from across the enterprise. ETO will automatically gather all of the appropriate records into informal groupings, which can be formally linked together, or used “as is”. The formal or informal associations provide an aggregate view of the services received by a family across the enterprise (through Review Participant Efforts). To create a Family criteria, simply select Family as the Type when creating your criteria set.
The results of the newly saved Match Criteria cannot be generated immediately. The time that it takes to generate the results will vary based on the number of participants on the enterprise. In cases where the data set is very large, the criteria may run overnight and the results will be available the next morning. Once the results are ready, an email will be sent to the administrator who is logged into ETO® and requested the search.
The results for the criteria may be viewed any time after the email is received. Go to the Enterprise Participants feature and click the View Results button. To navigate through the results to search for a specific participant, select the first letter of the participant's last name or navigate to the known page. Select the Match Criteria from the drop box at the top of the page. The names of the criteria are formatted to include the names of the demographic elements, whether the match is exact or like, with the fields separated by underscores.
A message “Loading Data, please wait…” will appear while results are generating
The results grid will show the demographics used to create the criteria, information about the number of participants in each "grouping", and if they are permanently linked in the software or not. Click the plus sign next to a set of participants to view the individual participants within that "grouping". You will be able to see the values for the demographics you selected in the criteria set, and the site on your enterprise where the record exists. Participants who are referred or enterprise enrolled across sites are permanently linked via the Global Unique Identifier.
The Matches column shows the number of unique participant records across your sites that are listed in a particular group of participants based on the criteria.
Link Sets lists the number of sets of participants who are permanently linked through the Global Unique Identifier. You may see that some of your groupings have multiple Link Sets.
#Unlinked is the number of unique participant records that are not linked to any other records via the Global Unique Identifier.
Permanently Linking Records
Click Link Participants to create a permanent link between some or all of the participants listed in each grouping.
A new window will pop-up listing each participant in the grouping and their Status.
If there are multiple groups of linked participants, they will be labeled as such. For example, the first set will say "Linked" in the Status column, the second will say "Linked (Set #2)" and so on.
To link some or all of the records into one permanent set with the same Global Unique Identifier, check the boxes (bordered in red in above image) on the left next to each record you want to link and click Link Selected Participants.
To choose a master different from the "win condition" select a record from the radio buttons on the far left (bordered in blue in above image). This will determine the new "master" record.
Enterprise merging only makes it so all the participants Enterprise ID / GUID are the same. No demographic information will be updated during this process.
Sync Participant demographics can be used after an Enterprise merge to make all Shared demographics sync across the Enterprise.
The purpose of the Automatic Merge Feature is to eliminate the manual effort for end users to merge duplicate participants across an enterprise.
Once a criteria set has generated, each group of matching participants will be linked using a temporary unique identifier. This identifier can be reported on through the Query Wizard using the focus area Enterprise Criteria Clients. Simply select the criteria set and select Enterprise GUID (which stands for Global Unique Identifier). If you use this field as a unique ID instead of Participant Unique Identifier or Participant Global Unique Identifier, you will be able to pull unduplicated data based on the selected criteria set.
Please note: it is recommend that you uncheck the other IDs referenced above when creating a query and only show the Enterprise GUID when attempting to pull unduplicated data.
This data can also be reported on using ETO Results and the Enterprise Participant Criteria set of fields.
Review Participant Efforts can be used to report on efforts recorded on a set of participants linked across your enterprise through a set of criteria. To use this feature, go to Manage Sites and turn on Enterprise Review Efforts for your sites (click No to change the setting to Yes). Once this feature is turned on, your users will see three new options in the Scope drop down box on Review Participant Efforts.