This article explains how to prevent duplicate User accounts when adding Users through Data Imports and Integrations, and how to resolve duplicates that already exist. It is intended for Absorb LMS Administrators who manage User data through file imports, Connected Apps, or the Absorb Integration API.
Merging sets the duplicate account to Inactive rather than deleting it. The duplicate account is preserved in an Inactive status, and the User retains access through the primary account.
Preventing Duplicate Accounts During Imports and Integrations
Duplicate accounts most often occur when an import or integration cannot match an incoming record to the correct existing User, so it creates a new record instead. Using consistent, unique identifiers is the most reliable way to prevent this.
-
Use a stable unique identifier. The External ID is commonly used to match an incoming record to an existing User. Because it persists even when a Username changes, it allows the integration to update the existing record rather than create a new one.
- For details, see FAQ: External ID Uniqueness.
- Keep External IDs unique. An External ID must be unique within its object type and cannot be reused across two Users. Duplicate External IDs prevent the system from reliably determining which record to update.
- Maintain unique Usernames. A Username must be unique across all Users, even when your import file or API uses the Employee ID or External ID as the unique identifier.
- Reconcile records before importing. Confirm that each record in your file maps to a single User in Absorb and that values such as Email Address and Department are consistent. See Data Imports - Object: Users for import setup, and the Absorb Data Mapping document for available fields and dependencies.
Duplicate Related Import Errors
When an import cannot resolve a record to a single User, it skips the record and returns an error. The following messages indicate a duplicate or matching conflict.
For the complete list of import messages, see Data Imports - Configuration.
| Message | Description | Resolution |
| More than one record in Absorb matches on {UniqueIdentifier}={Value}. Cannot process record | Multiple User records in Absorb share the provided value. | Search for the value in the Absorb Users Report, then edit, delete, or merge the duplicate User records. |
| Username already exists | A User already exists with the same Username but a different unique identifier, and Usernames must be unique. | Update the Username or the unique identifier on the existing User record. |
| {Number} records in file with the same Identifier. Cannot process records | Multiple records in the file share the same unique identifier but differ in at least one other field, so the system cannot determine which is correct. | Remove the duplicate records, or update them so all values match. |
Resolving Existing Duplicate Accounts
When duplicate accounts already exist, Absorb LMS allows you to merge them so a Learner's Enrollments, Course progress, Certificates, and other information are consolidated into one primary User account. Merging keeps the history intact rather than deleting it.
How to Merge Users
Follow these steps to merge a duplicate account into a primary account from the Users Report.
- Click the Users tab to open the Users Report.
- Select the primary User account.
- Click Merge Users to open the Merge Users menu.
- Select the duplicate User account to merge into the primary account.
- Click Merge.
The User continues to log in with the primary account, which is where the consolidated data is stored.
Choosing the Primary and Duplicate Accounts
The primary account is the one the User keeps logging into and whose profile data is retained. Unique Enrollments, Certificates, Competencies, custom saved layouts, and scheduled reports from the duplicate account move to the primary account.
For full detail on how Enrollments and Transcripts behave after a merge, see the User Management article.
Comments
Article is closed for comments.