Merge address duplicates
You can merge users who exist more than once in the system as copies or duplicates.
How do duplicate addresses occur?
Duplicates can be caused when people are created in the system in different ways. Examples:
Person A is created as the presenting author of an abstract and comes from Berlin, for example.
When planning the program, Person A is created as a session leader "with another city".Person B is created in two different abstracts as co-author with different institutes.
Person C registers during submission with the email address: submitter@email.me. During program planning, person C is added again as an invited speaker, but this time with a different email address, e.g. speaker@institute.org.
Manual merging
Duplicates are merged in different areas, depending on how the duplicate was created (see above: How address duplicates are created?):
Case 1: A person is mentioned more than once as a contributor in the program planning or as an author in different abstracts, with different surnames, first names or cities (examples of person A and B).
Case 2: A person is listed as a user of the system with two different email addresses (example person C).
See also: Change user email
Case 1: Merge duplicated persons...
...in the scientific programme
Navigate to
> program planning
> Persons
> Tab: "Merge duplicates"
... in the list of authors of the Abstract Book
Navigate to
> Abstracts & Reviews
> Manage authors
> Tab: "Merge duplicates"
In the list of the "Link duplicates" view, duplicate persons are displayed one below the other.
1. Compare the duplicate entries in the columns "Surname", "First name", "Title", "City".
2. Decide which entry should be used as the reference address.
3. Merge the addresses by clicking on the button (red circle with a white arrow) in the ‘Duplicates’ column on the line with the address to be replaced.
Tip: Check which address is "less useful", e.g. because the information is incomplete, misspelled or not up to date.
If you are unsure, the address status can help: ‘Submitter’ means that this address was usually entered by the person themselves when submitting and is probably more up to date than if someone else enters the ‘Author address’ of a co-author.
Note: An address merge can be reversed at any time.
> Disconnect merged addresses
Case 2: Merge duplicated users
It may be that two persons whose name and affiliation are identical cannot be merged into the above-mentioned area. This is the case if the person was created with two different email addresses. To merge this person, proceed as follows:
Navigate to
> User
> Manage user
Open the ‘Users’ menu item
Search for the user whose email address you want to replace.
Open the user accout by clicking the
pencil iconnext to the role to edit the user account.
Select the tab "Edit user account"
Enter the new e-mail address and confirm the entry by clicking
Save. A query opens asking if it is a duplicate address.
Select whether it is the same person.
if yes, click
Use only the data from [First Name] [Last Name]if no, click
I will choose another email for the user [First Name] [Last Name]and repeat step 2 with a different email address.
Automatic merging
During abstract submission, the system checks whether the authors already exist by creating other abstracts.
If the criteria match, the persons are automatically merged.
You can display the merged persons/addresses in the system and disconnect them.
> Disconnect merged addresses
