Avoiding Duplicates during a Patron Import

When a Patron Import is performed, SmartSuite will compare new data with existing records. If a match is found, it will update the existing patron information. If no match is found, SmartSuite will automatically create a new patron record based on the imported data. 

During this import process, duplicated patrons can occur. This article will cover 2 possible reasons for duplicated patrons:

1. Duplicated Patron on CSV file

2. Incorrect 'Merge-By' Selection

1. Duplicated Patron on CSV file

During a patron import, SmartSuite will treat each entry as a separate patron. If a patron appears more than once on the CSV file, SmartSuite will assume the extra entries are a new record and create a new profile for each additional entry.

Please check your CSV file for duplicates before performing a Patron Import. 

2. Incorrect 'Merge By' Selection

When performing a Patron Import in SmartSuite, you will have the opportunity to select a merge-by option. This setting tells SmartSuite which patron details to use when matching records during the import process. By default, the merge-by field is set to Barcode, as a patron's barcode is considered the most reliable identifier in the system. 

This merge-by feature can create duplicates during Patron Imports when you are updating Patron Barcodes, or when a Patron's SmartSuite barcode does not match their barcode on the CSV file. If you are wanting to perform a Patron Import to update barcodes or if you know the barcodes on your CSV file do not match those in SmartSuite, you will need to adjust the merge-by option to something else. 

Note: The merge-by option needs to be as unique to the patron as possible. Selecting a patron's full name is the weakest option as Patron's are more likely to have the same name in comparison to other identifiers. 

Delete Duplicated Patrons

You can delete Patrons manually via Patron Management, or in bulk via Global Functions. If you are unsure how you have duplicated patrons, or if you do not understand how to delete patrons, please contact the FSI Support Team and we will help you through this process. 

For more information about bulk deleting Patrons via Global Functions, click here. 

For more information about manually deleting Patrons via Patron Management, click here. 

To understand how to perform a Patron Import, click here.