Revised: January 2025

Note:  Do not merge two accounts that both have employee IDs.  We have employees that are concurrent employees and need to have two accounts in the WSLC.  If you have questions, please submit a zendesk tickets to ask about Shared Employee accounts.

Example Scenario: Users who join a company on contract and then become permanent employees may have two accounts in the application: one as a contractor and another as a permanent employee. For such users, you may merge training-related information of the contractor (Source User) with that of the permanent employee (Target User) when the contractor account is no longer needed but has a transcript.

The following details are merged:

• All training statuses (Registered, In Progress, on Waiting List, Pending Approval, Rejected Approval, Attended, No show, Cancelled, and Waived)
• Training assignments made directly to source user
• Manager Assignments made to source user
• Evaluations
• Continuing Education activities
• Details such as invoice records, additional costs, cancellation fees, and no-show fees related to non e-commerce transactions
• Pending Approvals, Waiting list, E-Signatures details
• Course Interaction Details or Progress Details (including Quick Assessments)
• Express Interest details
• Self-reported training

BEFORE MERGING ACCOUNTS YOU MUST UPDATE THE EMPLOYEE ID FIELD ON THE USER PROFILE YOU NO LONGER NEED. EVERY TIME.

1. Navigate to Administration > Users > All Users

2. Search for the user profile you no longer need/want to merge with the current profile.

3. Navigate to the User Account and Personal Details tab.

4. Append the Employee ID field with _merged_currentdate.  Employee ID always needs to be a unique value, so this needs to be modified in case we ever need to use the old Employee Id again.  Adding this extension will allow us to reuse the same Employee ID in the future, if needed.  This field can hold up to 50 characters.

• An example could look like: Lesa.Terry@des.wa.gov_merged_01212025.  This would tell me that this account was merged on January 21, 2025.

New step

The new step in the process is the Login ID needs to be updated.  The only way to complete this is by submitting a User Import Template to DES.  If you have never completed a User Import Template, please submit a ticket asking for assistance with merging user profiles and we will walk you through the steps.

Once you receive confirmation that DES has completed the upload of the User import Template, you can continue to the next step of merging the two user accounts.

To merge user accounts:

1. In the Header menu, select Administration

2. Navigate to Users > Account Management > Merge User Accounts.

3. Select a Source User (the account you no longer want to keep/remove transcript records from) and a Target User (the current user profile that you want all the transcript records on).

4. Click Check Conflicts.

Note: If there are conflicts, you need to resolve them by clicking the roster icon. Only after you resolve all conflicts, the Merge Users option become available. If there are no conflicts, click Merge Users.

6. Click Next.

7. Select a Source User Status.  We recommend selecting Inactive

8. Click Confirm