Tracking and Completions: Duplicate Completions

Article Links: Introduction | Step 1: View Duplicate Records | Step 2: Determine if Duplicate | Edit a Duplicate Record | Delete a Duplicate Record | Bulk Edit Mode |

INTRODUCTION

LMS Administrators can view and manage duplicate completion records and delete or edit them as needed.  You must be a Master Administrator to delete a completion record. Admins cannot delete completion records but will be able to view and edit completion records.

This function will display duplciate records under one or more of the following circumstances:

• A user has completed an activity multiple times. For example, completing a quiz twice to obtain a higher score
• A user has completed the same activity that was included in two different qualifications
• The activity is an annual recurring activity and they completed it once in 2018 and once in 2019
• The activity was assigned again with Ignore Previous Completions selected
• An administrator gave credit for the same activty twice using the Credit Wizard
• An administrator gave credit for the same activity using the Credit Wizard that a user already completed
  Note: The Credit Wizard now includes a warning to alert an administrator if they are about to create a duplicate record so this should help recduce duplicate completions in the last two examples.

A duplicate record may come to an administrator's attention when running completion or some other reports.  

This article will guide you through the process to determine if the record is a genuine duplicate and allow you to edit or delete the completion record. The Duplicate Completions function is designed to display duplicate entries. It is up to the LMS Administrator to determine whether the duplicate entries should be deleted or not.

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STEP 1: VIEW DUPLICATE RECORDS

Follow these steps to view duplicate completion records:

1. Click the Administration tab
2. Click Tracking and Completions then Duplicate Completions from the left menu bar
3. The Manage Duplicate Completions screen will appear
4. Make any selection in the Show Duplicate during the last drop down list
   
5. The Manage Completions table displays any activity that has been completed multiple times within the selected time frame
6. The Duplicates column displays the number of duplicate records.  For example, if the column dispalys a 1, that means the user has completed the activity a total of two times - meaning there is one completion and one duplicate completion.

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STEP 2: DETERMINE IF DUPLICATE

A duplicate record that appears on the Manage Duplicate Completion screen may be a valid duplicate.  

Follow the steps below to determine if the completion record is a duplicate:

1. From the Manage Duplicate Completions screen
2. Click the Edit button to the left of the desired duplicate record
3. A filtered list of completion records will appear
4. Before you edit or delete, you need to determine if it is a valid duplicate
5. Below find some examples for how to research whether the assignment is a valid duplicate that should be deleted. Once you have determined whether it is a duplicate or not, take the next steps:
   Step 3: Edit a Duplicate Record | Step 4: Delete a Duplicate Record |

Was the activity part of a recurring assignment?

In the first two entries you can see that one was completed on 6/30/2018 and the other on 7/10/2019.  This is likely a recurring assignment.  You can verify this in a couple of ways:

1. Run the Activity Completion Exceptions Report for this user and this activity. 
2. Check completed in the Status Type
3. Check the Furture Activities checkbox.  If it is part of a recurring activity, the assignment will show up as a Future Activity in blue text with the Start Date of the Assignment.

Did the user complete the assignment twice?

In the second two entries you can see that the activity was completed twice within one day of each other. The 7/10 entry has a score of 85 and the second entry has a score of 100.  This could be an example where a user took the quiz twice to improve their score.

1. Click the Edit button to the left of the first entry 
2. Check the Description field and verify if it was completed by the user or if the entry states "From Credit Wizard"
3. Click the Close button
4. Click the Edit button to the left of the first entry
5. Check the Description field and verify if it was completed by the user or if the entry states "From Credit Wizard"
6. If they were both completed by the user, this is a valid duplicate.  You may choose to delete the one with the lowest score.
7. If one was completed by the user and the other was completed via the Credit Wizard, that means an administrator credited the activity to the user. You may choose to delete the one with the lowest score.

A user completed the activity twice in two different qualifications

A user may be required to complete the activity twice when two qualifications include the same activity and the assignment ignores previous completions.

The easiest method to resolve this is to run the  to confirm if the activity was completed in both qualifications.

1. Run the User Training Plan Status Report for this user
2. Check the Show Activities That Have Ended checkbox.  If it is part of a one-time assignment, the activity will show up as an Ended Activity in gray text.

An administrator gave credit for the same activity twice

The administrator may have used the Credit Wizard. While processing a number of completion records at the same time, they may have given credit twice for the same activity.

1. Click the Edit button to the left of the first entry 
2. Check the Description field and verify if it was completed by the user or if the entry states "From Credit Wizard"
3. Click the Close button
4. Click the Edit button to the left of the first entry
5. Check the Description field and verify if it was completed by the user or if the entry states "From Credit Wizard"
6. If they were both completed by the administrator, this may be a valid duplicate.  You may choose to delete one of the entries.

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EDIT A DUPLICATE RECORD

Both Masters and Admins can edit duplicate completion records.

Follow these steps to edit a completion record:

1. Click the Administration tab
2. Click Tracking and Completions then Duplicate Completions from the left menu bar
3. The Manage Duplicate Completions screen will appear
4. Make any selection in the Show Duplicate during the last drop down list
5. Click the Edit button to the left of the desired duplicate record
6. A filtered list of completion records will appear
7. Please refer to the Bulk Edit Mode section of this article to learn the difference between Non-Bulk and Bulk records before you edit the record.
8. Click the Edit button the the left of the desired record to be edited
9. Make desired changes to any field on the screen
10. Click the Save button
11. Click the OK button on the Update Completion Statuses confirmation screen
12. Clcik the Close button
13. Click the Close button
14. You will be returned to the filtered list of completion records

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DELETE A DUPLICATE RECORD

Only Master Administrators can delete duplicate completion records. Use caution when deleting a completion record. You will be unable to undo a deletion. Please contact support@convergencetraining.com should you delete a completion record in error. They may be able to restore the deleted record.

Follow these steps to delete a completion record:

1. Click the Administration tab
2. Click Tracking and Completions then Duplicate Completions from the left menu bar
3. The Manage Duplicate Completions screen will appear
4. Make any selection in the Show Duplicate during the last drop down list
5. Click the Edit button to the left of the desired duplicate record
6. A filtered list of completion records will appear
7. Please refer to the Bulk Edit Mode section of this article to learn the difference between Non-Bulk and Bulk records before you delete the record.
8. Click the Delete button the the left of the desired record to be edited
9. Please refer to Step 2: Determine if Duplicate to determine if it is a valid duplciate record prior to deleting the record. 
10. Make desired changes to any field on the screen
11. Click the Save button
12. Click the OK button on the Update Completion Statuses confirmation screen
13. Clcik the Close button
14. Click the Close button
15. You will be returned to the filtered list of completion records

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BULK EDIT MODE

Before editing or deleting a completion record, check the Bulk column to see if the record(s) were created as a Bulk or Non Bulk job.  Also check the setting of the Bulk Edit toggle at the top of the screen. 

Read the chart below to determine how you will edit or delete completion records when the Bulk column denotes none (Non Bulk) or Bulk (unique number).  Please refer to the Tracking and Completions: Manage Completion Records - Edit and Delete for more informaiton on Bulk and Non-Bulk Mode.

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