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You can use the Compare/Merge File Entries option to merge entries. To do this:
This process is described in detail via an example below:
MERGE THESE ENTRIES AFTER COMPARING THEM? NO// YES
1 RUSSELL,BERTRAND A.
2 RUSSELL,BERTRAND W. After choosing a file and two entries to compare, enter YES at the "MERGE THESE ENTRIES AFTER COMPARING THEM? NO//" prompt to merge the entries as well as compare them.
You now specify which of the two entries will be used to supply the default values. The entry you choose will be the "merge to" entry that will contain the merged data.
NOTE: Records will be merged into the entry selected for the default. WHICH ENTRY SHOULD BE USED FOR DEFAULT VALUES (1 OR 2)? 1 *** Records will be merged into RUSSELL,BERTRAND A.
You next indicate the disposition of the "merge from" entry. You can choose to delete it or retain it unmodified. You can also redirect pointers that point to the "merged from" entry to point to the "merge to" entry. Free text pointers will not be redirected.
DO YOU WANT TO DELETE THE MERGED FROM ENTRY AFTER MERGING ? YES DO YOU WANT TO REPOINT ENTRIES POINTING TO THIS ENTRY? YES ENTER FILE TO EXCLUDE FROM REPOINT/MERGE:
NOTE: You can also choose to exclude pointers from specified files in the repointing process. In this example, all pointers will be repointed.
DO YOU WANT TO DISPLAY ONLY THE DISCREPANT FIELDS? NO// DEVICE:
Press the Enter/Return key at the "DEVICE:" prompt so that you can continue to control how the merge is to proceed. Since the merge is interactive, it is not appropriate to release control to a printer or other output device. While working at a keyboard printer is possible, it is not recommended, because you will not be able to monitor the selection of data values that is described below.
VA FileMan will display the data from the entries being merged. Brackets indicate the values that will be used to create the final merged entry. If the data values in both entries are the same, no brackets are shown. To start, the values for Russell,Bertrand A. are bracketed because that entry was chosen as the default entry. To switch the value that will go into the merged entry, enter that field's number. The following example shows the initial defaults in brackets and the response to switching the value for the SSN field:
COMPARISON OF SCHOLAR FILE ENTRIES FEB 14, 1991 11:59 PAGE 1 SCHOLAR [RUSSELL, BERTRAND A.] RUSSELL,BERTRAND W. ------------------------------------------------------------------------------- 1. NAME [RUSSELL,BERTRAND A.] RUSSELL,BERTRAND W. 2. SSN [999-99-9999] 888-88-8888 3. SUBJECT AREA [PHILOSOPHY] MATHEMATICS AND PHILOSOPHY 4. DATE OF BIRTH [1872] Default is enclosed in brackets, e.g., [RUSSELL,BERTRAND A.] Enter 1-4 to change a default value, ^ to exit report, RETURN to continue: 2
COMPARISON OF SCHOLAR FILE ENTRIES FEB 14, 1991 11:59 PAGE 1 SCHOLAR [RUSSELL, BERTRAND A.] RUSSELL,BERTRAND W. ------------------------------------------------------------------------------- 1. NAME [RUSSELL,BERTRAND A.] RUSSELL,BERTRAND W. 2. SSN 999-99-9999 [888-88-8888] 3. SUBJECT AREA [PHILOSOPHY] MATHEMATICS AND PHILOSOPHY 4. DATE OF BIRTH [1872] Default is enclosed in brackets, e.g., [RUSSELL,BERTRAND A.] Enter 1-4 to change a default value, ^ to exit report, RETURN to continue:
NOTE: The DATE OF BIRTH field from Russell,Bertrand W. is bracketed because the default entry has no value for that field; it is null. When the default ("merged to") entry has no data in a field, data will always be brought over from the "merged from" entry. You have no control over this aspect of the merging. Even if you attempt to switch the data value to the null value and remove the brackets, the data will still be brought into the "merged to" field.
If there is more than one screen of field information, VA FileMan will display additional screens. In this case, there is one field that is a Multiple. The Compare/Merge File Entries option neither displays data from WORD-PROCESSING or Multiple fields nor allows the selection of data for the final "merge to" entry. The number of subentries in the Multiples of the two fields is displayed:
COMPARISON OF PATIENT FILE ENTRIES FEB 14, 1991 11:59 PAGE 2 SCHOLAR [RUSSELL, BERTRAND A.] RUSSELL,BERTRAND W. --------------------------------------------------------------------- NOTE: Multiples will be merged into the target record. 1. "TOPICS" " 5 entries" " 4 entries" Enter RETURN to continue:
The merging of data for a WORD-PROCESSING field or for a Multiple and its subfields is done in the same way that the Transfer File Entries option does it.
Although VA FileMan is ready to perform the merge at this time, you are prompted with other options -- just in case you are not ready. In order to cancel the merge, enter the up-arrow ("^") at the "ACTION:" prompt to exit.
OK. I'M READY TO DO THE MERGE.
Select one of the following:
P PROCEED to merge the data
S SUMMARIZE the modifications before proceeding
E EDIT the data again before proceeding
ACTION: These three options are described below.
If you enter P or PROCEED at the "ACTION:" prompt, then VA FileMan will proceed to merge the data specified:
ACTION: PROCEED to merge the data. I will now merge all subfiles in this file ... This may take some time, please be patient. I will now repoint all files that point to this entry ... This may take some time, please be patient. Gathering files and checking 'PT' nodes Merging entries Merge complete Deleting From entry
The merging of the data is now complete. Be careful when using this option because the "merge from" entry can be deleted and data could be lost.
To review the changes that will be made to the "merge to" entry, enter an S or SUMMARIZE at the "ACTION:" prompt before proceeding to merge. The following will be shown:
ACTION: SUMMARIZE the modifications before proceeding SUMMARY OF MODIFICATIONS TO RUSSELL,BERTRAND A. FIELD OLD VALUE NEW VALUE ------------------------------------------------- 2. SSN 999-99-9999 888-88-8888 4. DATE OF BIRTH 1872 NOTE: Multiples will be merged into the target record Enter RETURN to continue:
Enter an E or EDIT at the "ACTION:" prompt to change the decisions made earlier. If you choose this action, you will again be shown the values in both entries, with your current selections in brackets, and will have the opportunity to switch the data going into the "merge to" entry.
Reviewed/Updated: March 4, 2007