When duplicate person records are discovered, you can merge them to bring all associated data together under a single record.
The merge transfers data from a source person (the duplicate) to a target person (the record you want to keep). Merges are processed asynchronously — you schedule the merge and it is completed during a batch run, typically overnight.
⚠️ Warning: Merging cannot be undone. Always verify you have selected the correct source and target before proceeding.
What data is transferred during a merge
The following data moves from the source person to the target person:
Addresses (excluding exact duplicates that already exist on the target).
Telephone numbers.
Person-to-person relationships.
Worker assignments.
Service user groups.
Workflow steps and forms.
Case notes.
Documents.
Group memberships.
Subgroup memberships.
Schedule records.
Legal statuses.
Alerts.
When a merge is not allowed
The system checks for conditions that would make a merge unsafe. A merge is prevented if any of the following apply:
Condition | Why it blocks the merge |
Child protection plan date overlaps | Both people have plans that would overlap after merging |
Carer approval on source | The source person has an active carer approval record |
Source is allocated to a care package | The source is listed as an allocated person on care package elements |
Conflicting care package types | Both people have uncancelled packages of the same budget type |
Finance records on source | The source has invoices, commitments, or other finance data |
Overlapping financial assessments | Both people have active assessments of the same type with overlapping dates |
Active file retention period | The source is within an active retention period |
Existing relationship between them | The source and target already have a person-to-person relationship recorded |
Household member conflict | The source and target are already linked as household members |
Active portal account on source | The source has an active community gateway portal account |
Shared subgroup membership | The source and target already share a subgroup |
Restriction direction mismatch | The target is unrestricted but the source is restricted |
Either person is already in an active merge | One or both people are already scheduled for another merge |
📌 Note: If the system blocks the merge, it tells you which conditions are preventing it. Multiple reasons can apply at once.
How the merge process works
Merging is a two-stage process:
Stage 1: Schedule the merge.
Navigate to the person merge screen.
Search for and select the Source person (the duplicate record).
Search for and select the Target person (the record you want to keep).
Mosaic checks both records for any conditions that would prevent the merge.
If the merge is allowed, review the details and confirm.
The merge is scheduled and its status is set to Scheduled.
⚠️ Important: If either person is already involved in another scheduled merge, the system will tell you. A person can only be part of one merge at a time.
Stage 2: Merge is processed
The scheduled merge is processed during the next batch run, typically overnight. During processing:
The system analyses all data linked to the source person and generates the transfer instructions.
Each piece of data is moved from the source to the target.
Once all data is transferred, the source person record is deleted.
The merge status is updated to Completed.
📌 Note: If something goes wrong during processing, the merge status is set to **Failed** and a failure note is recorded. Contact your system administrator if a merge fails.
After the merge
The target person record remains active with all combined data.
The source person record is permanently removed after a successful merge.
Duplicate data (such as addresses that already exist on the target) is not transferred.
An audit trail is generated for the merge.
Merge statuses
Status | Meaning |
Proposed | The merge has been suggested but not yet confirmed. |
Scheduled | The merge has been confirmed and is waiting to be processed. |
Completed | The merge has been successfully processed. |
Failed | The merge encountered an error during processing. |