When duplicate Person records are merged in Clinical Operations, the Study Training-Clinical Operations Connection automatically deprecates the “loser” record in Study Training. While this unblocks the merge process, additional manual reconciliation steps are required if you wish to consolidate training history and maintain access continuity for the Learner via their “winner” Person record.
This process applies specifically to merging duplicate Person records with a related Study Person record with a referenced Study connected to Study Training (Connect to Veeva Study Training is “Yes”).
For more information about managing records across Clinical Operations and Study Training, see Configuring the Study Training-Clinical Operations Connection.
Automatic Updates
When the Study Training-Clinical Operations Connection reconciles a Clinical Operations Person merge, the Study Training Vault:
- Deprecates the “loser” Person record by setting its Deprecation Status accordingly, then moving it to the terminal Inactive state.
- Once deprecated, the inactive Person cannot be made active or eligible again.
- As part of this process, Vault additionally creates Person Merge History records to track the respective Main Person (winner/non-deprecated), Duplicate Person (loser/deprecated), and Deprecation Status.
- Stops performing automated cleanup or record reparenting.
- Stops assigning new training to deprecated Persons.
Key Considerations for Merged Persons
When a deprecated Person has assigned training or an associated User at the time of deprecation, Admins must must be aware of the following possibilities:
- Redundant Training: The “winner” Person may be assigned to Training Requirements that the Learner already completed under their deprecated Person record. Because training credit does not automatically transfer, the winner Person must complete the training again to remain compliant.
- Fragmented Training History: Completed Training Assignments remain attached to the deprecated Person record, resulting in split training transcripts across the two Person records.
- Visibility Loss: The winner’s User account cannot view documents or assignments originally shared with the deprecated User account.
- Manual Updates: This process does not automatically cancel Direct Assignments. Admins may be required to cancel (and/or reissue) any such Training Assignments, where Creation Source is “Direct Assignment”.
Reconciling Training Data
To create a single, cohesive training history for the Learner, an Admin must:
- Consolidate Training History: Update the Person reference on the deprecated Person’s Training Assignment records to point to the active Person. This ensures all historical completions appear on the active Person’s transcript.
- Restore Document and Assignment Access:
- Update the Sharing Settings on the relevant Vault Library documents or Training Assignments.
- Replace the loser’s User reference with the winner’s User reference, granting the Learner visibility into their past completions.
- Inactivate Deprecated Users: Manually inactivate the User record associated with the deprecated Person. This prevents login confusion and ensures the Learner only uses their active account.