GeeKs Blogging @ dotCOM

Siebel – Merge Records Functionality

by Nitin Jain

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How many times have we realized that there are multiple records exisiting in our database with nearly the same values? The next though with a bolt of lightning is, how the hell were two records with similar data entered into the system, with all the fundamentals of Primary Keys and User Keys.

Well, the answer could be that though none of the User Keys were violated, data was common in the other fields except the User Key fields. For example, we may end up having two Contact records in our system, which we realize actually point to the same CONTACT. So much so for blasphemously expensive CRM Systems!

Before you actually pounce onto the Sales Rep, hey, the contact himself could have given two different mobile numbers to two different Sales Reps, couldn’t he? And, we can’t obviously forget the scenarios where loads and loads of low quality data is imported via our famous EIM / EAI processes into our poor Siebel system, which then has to bear the brunt of everything. Continuous Business scenario changes themselves mandating some of the changes in our Data Organization is another issue.

In any case, the problem is evident. Let’s try to work at solutions.
Siebel provides an OOB vanilla functionality called “Merge Records…” to handle such scenarios. Following is the process you can use:
1) Select the two records in the appropriate Siebel view, for eg. You may use CTRL to select 2 records.

Remember here that the record you select 2nd will become the target record. This will be the record that remains after the Merge Process. The record selected first will vanish. This may look up the corresponding record Row Ids to verify it on your own.

2) From the Application menu, choose, Edit -> Merge Records.

Do note that the Merge Records functionality is not available for all the views. The menu item Merge Records will be greyed out for the views where the functionality is not supported.

3) Click OK in the confirmation applet that appears.

The Merge process will now be performed, and the record selected first in the process will vanish. Also, you will notice that the data from the original record now appears in the left-over record. In other words, the data from first record has been MERGED into the second record! Also, the associated entities such as corresponding Opportunities, Activities, etc. will also be merged into the new record. This is the part which is most interesting.

I understand if some of you feel this is something very trivial. Personally, I found it very interesting. Will post a couple of more posts on this topic soon.

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