Incorrectly Combined Records - SOP

Process Overview

This process outlines the steps to gather information, correct (move) ordinance work, and re-create the OSR on the new PID.

Target Audience 

• Support Agent – Gathers information from the patron, assesses their need, and provides timely, accurate assistance or escalates issue to ensure resolution.   
• Support Team Lead – Acts as the first point of escalation for Support Agents. Provides guidance, clarifies processes, and assists in resolving complex patron issues.  

Process Flowchart

Web Process – Gathering Info: 

Web Process – Correct (move) Ordinance Work:

Web Process - Re-Create OSR:

​​Procedure

Gathering Information

You will need to find the two PIDs: the combined record, and the new person record for the individual who is missing ordinances. If there are sealings to be moved, gather the current PIDs for the spouse, parents, and child as well. 

Read through the case to obtain the information, if available.  

Step 1: Find the two PIDs, Combined Record, and New Person Record, for the person missing ordinances.

Step 2: If sealings are going to be moved, gather the PIDs for the spouse, parents, and child as well. If not, continue.

Step 3: Bring up PID in DMConsole or Family Tree

Step 4: Look at relationship information, membership Information (if available), and at the Ordinances Tab. 

Step 5: Determine if there are multiple persons within the record and if there is any relationship or connection between them. 

Step 6: Use the information above to see if there are existing records (usually created by the guest) for the ordinance that you want to move. If this information was not provided by the guest, ask the guest to provide the PID for the correct person who is missing ordinances. 

Note: If you can determine that two individuals have been incorrectly merged, follow the incorrectly merged process. 

Step 7: If no records exist, use the create person from CTR function in DMConsole (this requires Data Admin 5 or 6) from the CTR with the most information.

Create a person from CTR function

*To do this you will need to use Data Admin 5 or 6.

Step 1: On the ordinance tab identify the CTR ID that contains the most information. 

Step 2: Click on the CTR ID link.

Step 3: On the Certified Temple Record page, click on the Create Tree Person button

Step 4: Identify the person you would like to create a new record for from the list of individuals in the pop up window. Check the box next to the correct name. 

Step 5: Click the + Create button

Correct (Move) Ordinance Work: 

*To do this you will need to use Data Admin 4, 5, or 6.

Step 1: Find the correct record for the person that work will be moved to or create a new person record for him or her. 

Step 2: In the DMConsole, search for the PID that has the ordinances.  

Step 3: Copy the PID number for the person and select the Ordinances tab go to the CTR ID column. 

Step 4: Select the certified temple record (CTR ID) associated with the ordinance work set (OWS) that belongs to the other individual. 

Step 5: Edit the CTR, and replace the PID number for the specific person, whether the principal, wife, father, or mother. 

Note: If membership information is present like a MRN, also replace the MRN with the correct one. 

Step 6: Select the Reason Type of Other and type the reason as Linking Ordinances to the Correct Principal, Wife, Father, or Mother, depending on who you are fixing. Also include the case number as a reference for more information, if needed. 

Step 7: Select Submit.

Note: If you only changed the principal, you should not need to delete and re-create the OSRs. The ordinances should move automatically to the new person record and remove them from the old person record. If you change the PID on one CTR within an OWS set, it will change all the CTRs.  

Step 8: Copy the CTR IDs onto a personal note page for future reference, putting each CTR on a different line, especially if you changed the father, mother, or wife.

Step 9: Return to the previous tab. You only need to edit one CTR per OWS.   

Step 10: Select the checkbox in the sources column (OSR) for the same section as the CTR you just edited. (You can select multiples within the Ordinances section or the Ordinances as Parent section at the same time if needed.) Select the Delete OSR button at the top of the page. To delete the OSR, Select Delete. 

Note: You can delete only one OSR, and the whole OWS set will be deleted. 

Note: You will now need to re-create the OSR on the new PID.   

Re-Create the OSR on the New PID 

Step 1: Refer back to the list that you created in step 8 of the previous section. Copy the CTR ID alpha-numeric or numeric value (both work). You can copy more than one CTR at a time with one CTR on a different line. 

Step 2: Go to Tools. 

Step 3: Select Create Ordinance Source Reference (OSR). 

Step 4: Paste the CTR ID into the second box (CTR IDs). You can paste more than one CTR at a time as long as each CTR is on a different line. 

Step 5: Select Create. 

Step 6: Results should show that it has been processed, or there will be an error message. 

Step 7: Verify in the DMConsole Ordinances tab of the new PID that ordinances now show. 

Step 8: Verify that ordinances show correctly in the Tree for both PIDs.

Note:  You can delete only one OSR, and the whole OWS set will be deleted. You can create an OSR for just the SP CTR in an OWS set, and the OSRs for all CTRs in that set will be created.  

Note: If the ordinances return to the wrong or old PID you were not expecting, it could be due to membership or other issues. Please work with a supervisor or your direct report.

​​Documents​

Incorrectly Combined Records • FamilySearch Support Operations

​​Systems Involved​

• Internet Browser
• Familysearch.org
• DMConsole
• Windows operating system or IOS