Reconcile as Existing Item

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.

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.
   

   Reconciliation Tab

2. Click the button. The Data Entry Form Reconciliation window displays.
   

   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
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 button.

   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
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 button to activate the Map preview.
   
   Replace/Combine Item Window with the Map View Selected

   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.
    

    Reconciliation Tab Replace Action

    

    Reconciliation Tab Combine Action

13. If appropriate, Link to other items.
14. Save, Submit or Approve the Data Entry Form.

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.