Difference between revisions of "Reconcile as Existing Item"

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{{Note | To reconcile Data Entry Forms, your {{IMSMANG}} user account must belong to a User Role that has permissions to do so. There are several different permissions e.g. ''Data Entry Form'' and ''Link''. Contact your {{IMSMANG}} Administrator if you have questions on permissions. }}
 
{{Note | To reconcile Data Entry Forms, your {{IMSMANG}} user account must belong to a User Role that has permissions to do so. There are several different permissions e.g. ''Data Entry Form'' and ''Link''. Contact your {{IMSMANG}} Administrator if you have questions on permissions. }}
 
{{Outdated| Information about Ordnance needs update + better explaination of the difference between Replace and Combine}}  
 
{{Outdated| Information about Ordnance needs update + better explaination of the difference between Replace and Combine}}  
This section provides instructions for replacing item records and combining item records using the Reconcile button. This method allows you to select items from a list but also locate items on the map if needed.
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This page provides information on the two different options of ''Reconcile as Existing Item'',
 
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: Replace and Combine.  
 
[[Image:Recon tab.png|600px|center]]
 
[[Image:Recon tab.png|600px|center]]
 
<div align="center">
 
<div align="center">
 
'' Reconciliation Tab''
 
'' Reconciliation Tab''
 
</div>
 
</div>
To update an existing item record:
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<ol>
 
<ol>
 
<li>From the Reconciliation tab of the Data Entry Form Editor window, select the row associated with the item record you would like to reconcile.</li>  
 
<li>From the Reconciliation tab of the Data Entry Form Editor window, select the row associated with the item record you would like to reconcile.</li>  
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<li>Select the '''Reconcile as Existing Item''' option.</li>
 
<li>Select the '''Reconcile as Existing Item''' option.</li>
 
<li>Click the '''OK''' button.</li>
 
<li>Click the '''OK''' button.</li>
:The [[Use the Pick Linking Item Window|Pick Item Window]] displays.  
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<li>The [[Use the Pick Linking Item Window|Pick Item Window]] displays.  
<li>Click the row for the item record that you would like to reconcile.</li>  
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<li>Select the row for the existing item that you would like to replace or combine the information in the current Data Entry Form with.</li>  
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{{Warning| It is very important that you select the correct existing item. E.g. if you have received new information about the existing Victim ''Jane Doe'' or would like to correct some information about the existing Victim ''Jane Doe'' you must select the Victim item ''Jane Doe''. If you select another Victim item e.g. ''James Smith'', the information in the current Data Entry Form will replace or combine existing information about ''James Smith''.}}
 
<li>Click the Assign button.</li>
 
<li>Click the Assign button.</li>
 
:The Replace/Combine Item window displays.
 
:The Replace/Combine Item window displays.

Revision as of 13:17, 9 March 2015

Note.jpg This page ONLY applies when the Data Entry Form has been created via the Data Entry menu or the Add Data Entry Forms button in the Main Navigation toolbar.
Note.jpg To reconcile Data Entry Forms, your IMSMANG user account must belong to a User Role that has permissions to do so. There are several different permissions e.g. Data Entry Form and Link. Contact your IMSMANG Administrator if you have questions on permissions.
Ambox outdated serious.svg.png Information about Ordnance needs update + better explaination of the difference between Replace and Combine

This page provides information on the two different options of Reconcile as Existing Item,

Replace and Combine.
Recon tab.png

Reconciliation Tab

  1. From the Reconciliation tab of the Data Entry Form Editor window, select the row associated with the item record you would like to reconcile.
  2. Click the ReconItemRecIcon.png button.
  3. Recon options2.png

    Reconciliation Options

    The Data Entry Form Reconciliation window displays.
  4. Select the Reconcile as Existing Item option.
  5. Click the OK button.
  6. The Pick Item Window displays.
  7. Select the row for the existing item that you would like to replace or combine the information in the current Data Entry Form with.
  8. Warning.jpg It is very important that you select the correct existing item. E.g. if you have received new information about the existing Victim Jane Doe or would like to correct some information about the existing Victim Jane Doe you must select the Victim item Jane Doe. If you select another Victim item e.g. James Smith, the information in the current Data Entry Form will replace or combine existing information about James Smith.
  9. Click the Assign button.
  10. The Replace/Combine Item window displays.
    Replace/Combine Item Window
    Replace/Combine Item Window
  11. If desired, click the ShadesIcon.png button to view the item record on the map.
  12. Replace/Combine Item Window with the Map View Selected
    Replace/Combine Item Window with the Map View Selected
  13. Do one of the following:
    • Select the Replace Existing Item with Data Entry Form Item option to completely replace all information on the existing item record with the information on the item record being reconciled.
    • Select the Combine Existing Item with Data Entry Form Item option to replace only certain attributes of the existing item record with those of the item record being reconciled.
  14. Click the OK button.
  15. Recon tab Replace.png

    Reconciliation Tab Replace

Note.jpg The Combine Existing Item with Data Entry Form Item option from the Replace/Combine Item window and the Define Association window merge the item attribute data from the two selected item records together. For some item attributes, the values are appended together. For other item attributes such as Hours Spent, the values are added. The table below lists the item attributes that are combined for each item type. All other item attributes are overwritten by the item record being reconciled.
Reconciliation of Combined Item Attributes
Item Item attributes combined
Accident
  • Ordnance (counts of similar ordnance are added together)
  • Geospatial
Land
  • Area size (area size from the two item records are added together)
  • Ordnance (counts of similar ordnance are added together)
  • Geospatial data
Activity
  • Hours spent (hours spent values from the two item records are added together)
  • Ordnance (counts of similar ordnance are added together)
  • Geospatial data
Location
  • Geospatial data