Difference between revisions of "Reconcile as Existing Item"

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{{HowTo's
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{{Note | 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.}}
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|[[Reconcile by Replacing an Existing Item Record|Reconcile by Replacing an Existing Item Record]]
 
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|[[Reconcile by Combining an Existing Item Record|Reconcile by Combining an Existing Item Record]]
 
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}}
 
  
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{{Note | To do Data Entry and/or Submit/Approve 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. }}
  
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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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<ol><li>From the Reconciliation tab of the Data Entry Form Editor window, select the row associated with the item you would like to reconcile.
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[[Image:Recon tab.png|600px|center]]
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To update an existing item record:
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<div align="center">
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<ol>
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'' Reconciliation Tab''
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<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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</div></li>  
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<li>Click the [[Image:ReconItemRecIcon.png]] button.</li>
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<li>Click the [[Image:ReconItemRecIcon.png]] button. The Data Entry Form Reconciliation window displays.
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:The Data Entry Form Reconciliation window displays.
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[[Image:Recon options2.png|500px|center]]
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<div align="center">
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'' Reconciliation Options''
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</div></li>
 
<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>
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:The Pick <''Item''> window displays. See the [[Use the Pick Linking Item Window|Pick Item Window]] for additional information.
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<li>The Pick Item window displays. The table is not populated with any rows until you have applied a [[Filter Lists| filter]].
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<li>Click the row for the item record that you would like to reconcile.</li>  
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[[Image:fig61.png|center|500px|''Pick Item Window'']]
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<div align="center">''Pick Item Window''
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</div></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. You may view the Summary window of an item clicking on the [[Image:FieldViewIcon.png]] button.  
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{{Warning| [[Image:Recon tab Wrong ID.png|600px|center]]It is very important that you select the correct existing item. E.g. if you have received new information about the existing Victim ''Vic-125'' (Jane Doe) or would like to correct some information about the existing Victim ''Vic-125'', you '''must''' select the Victim item ''Vic-125'' in the list. If you select another Victim item e.g. ''Vic-126'' (James Smith), the information in the current Data Entry Form will replace or combine existing information about '''Vic-126'''.
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}}</li>
 
<li>Click the Assign button.</li>
 
<li>Click the Assign button.</li>
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:The Replace/Combine Item window displays.
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<li>The Replace/Combine Item window displays.
  
 
[[Image:fig59.png|center|500px|''Replace/Combine Item Window'']]
 
[[Image:fig59.png|center|500px|''Replace/Combine Item Window'']]
 
<div align="center">''Replace/Combine Item Window''
 
<div align="center">''Replace/Combine Item Window''
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</div>
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</div></li>
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<li>If it is appropriate to verify that it is the correct existing item that you are replacing or combining information to by using map preview, click the [[Image:ShadesIcon.png]] button to activate the Map preview.
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<li>If desired, click the [[Image:ShadesIcon.png]] button to view the item record on the map.</li>
 
  
 
[[Image:fig60.png|center|500px|''Replace/Combine Item Window with the Map View Selected'']]
 
[[Image:fig60.png|center|500px|''Replace/Combine Item Window with the Map View Selected'']]
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</div>
 
</div>
  
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<li>Do one of the following:</li>
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{{New_6.0 | More functions have been added to the Preview window. It amongst other things possible to add labels. It is also possible to change the order of the themes.}}</li>
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*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.
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*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.
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<li>Decide if you would like to [[Reconcile started from Data Entry Menu#Replace | replace]] or [[Reconcile started from Data Entry Menu#Combine | combine]].</li>
 
<li>Click the '''OK''' button.</li>
 
<li>Click the '''OK''' button.</li>
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<li>Click the '''Save''' button on the Data Entry Form Editor window.</li>
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<li>The Reconciliation Tab in the Data Entry Form is updated.
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:The Information window displays confirming the Data Entry Form was saved.
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[[Image:Recon tab Replace.png|600px|center]]
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<li>Click the '''Close''' button on the Information window.</li>
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<div align="center">
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'' Reconciliation Tab Replace Action''
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</div>
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[[Image:Recon tab Combine.png|600px|center]]
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<div align="center">
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'' Reconciliation Tab Combine Action''
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</div></li>
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<li>If appropriate, '''[[Link to Existing Item | Link]]''' to other items.</li>
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<li>Save, Submit or Approve the Data Entry Form.</li>
 
</ol>
 
</ol>
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{{Warning | The updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the data since the calculation of the Summary item is based on Date of Information. When the date is earlier or the same, the Summary items will '''not''' be updated.}}
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For more information on how to do data entry, see [[Use the Data Entry Form Editor Window]].
  
 
{{NavBox HowTo Reconcile and Approve}}
 
{{NavBox HowTo Reconcile and Approve}}
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[[Category:NAA]]
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[[Category:COO]]
 

Latest revision as of 10:30, 18 March 2019

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 do Data Entry and/or Submit/Approve 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.
  1. From the Reconciliation tab of the Data Entry Form Editor window, select the row associated with the item you would like to reconcile.
    Recon tab.png

    Reconciliation Tab

  2. Click the ReconItemRecIcon.png button. The Data Entry Form Reconciliation window displays.
    Recon options2.png

    Reconciliation Options

  3. Select the Reconcile as Existing Item option.
  4. Click the OK button.
  5. The Pick Item window displays. The table is not populated with any rows until you have applied a filter.
    Pick Item Window
    Pick Item Window
  6. Select the row for the existing item that you would like to replace or combine the information in the current Data Entry Form with. You may view the Summary window of an item clicking on the FieldViewIcon.png button.
    Warning.jpg
    Recon tab Wrong ID.png
    It is very important that you select the correct existing item. E.g. if you have received new information about the existing Victim Vic-125 (Jane Doe) or would like to correct some information about the existing Victim Vic-125, you must select the Victim item Vic-125 in the list. If you select another Victim item e.g. Vic-126 (James Smith), the information in the current Data Entry Form will replace or combine existing information about Vic-126.
  7. Click the Assign button.
  8. The Replace/Combine Item window displays.
    Replace/Combine Item Window
    Replace/Combine Item Window
  9. If it is appropriate to verify that it is the correct existing item that you are replacing or combining information to by using map preview, click the ShadesIcon.png button to activate the Map preview.
    Replace/Combine Item Window with the Map View Selected
    Replace/Combine Item Window with the Map View Selected
    New 6.0.png More functions have been added to the Preview window. It amongst other things possible to add labels. It is also possible to change the order of the themes.
  10. Decide if you would like to replace or combine.
  11. Click the OK button.
  12. The Reconciliation Tab in the Data Entry Form is updated.
    Recon tab Replace.png

    Reconciliation Tab Replace Action

    Recon tab Combine.png

    Reconciliation Tab Combine Action

  13. If appropriate, Link to other items.
  14. Save, Submit or Approve the Data Entry Form.
Warning.jpg The updating Data Entry Form's Date of information must be a later date than the Data Entry Form(s) that created the data since the calculation of the Summary item is based on Date of Information. When the date is earlier or the same, the Summary items will not be updated.

For more information on how to do data entry, see Use the Data Entry Form Editor Window.

Reconciling and Approving Data in IMSMANG
Reconcile as New · Reconcile as Existing Item
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