When you see two entries for the same organization, take the best record, add any useful content from the other, and then delete the old one. Here are some ways of doing this.
Click on "Expand all" to open the full Organization record. This will remain in effect when you choose other records, which makes it easier to identify the differences between the two records. Recommendation: if you have two monitors at hand, then open up two sessions of FOLIO in different browser windows so that you can have each of the Organization records open at the same time.
Cleaning up inactive contacts:
We now have the ability to mark a person as "inactive", so we can use that when a person leaves an organization. As we move forward in this cleanup, however, we have decided that it makes no sense to save all of these "inactive" people in FOLIO.
1.) We will delete any of the contacts that got loaded into FOLIO that had a ZZZ in the name. All of the old contact information is stored in this Box folder: https://cornell.app.box.com/file/576214961573 so we have a historical record.
2.) If a contact has become inactive since January 2020, we will make the contact “inactive” and remove them from the organization, as it requires multiple clicks to see the “inactive” status. FYI- the only way to find that contact again, at this point, is to be on the “contact people” part of an organization, and then click on “add contact” and then you get a list of all contacts in which you can see and limit by inactive/active.
To change the status:
Click on the 'expand' arrow to the right of the contact's name:
From here, you can view the contact's complete record:
If you click on the name at the top of the page, you can take several different actions that might be relevant:
"Unassign" will disconnect the individual from this Organization; you can then attach the individual to the new version of the Organization.
When you're ready to delete the organization, just click the name of the organization and choose "Delete" from the dropdown menu. You are entrusted with a great power here; do not abuse it!
