Support Article

Delete Merge Assessment Tool

Delete / Merge Assessment Tool

Over the course of using the Toolbox it’s possible for a Toolbox Administrator of Project Editor to create an unlimited amount of Assessments. The Assessment Delete/Merge Tool allows a Toolbox Administrator to easily consolidate disparate assessments to one easily-read and consistent assessment.

To merge assessments, access the Assessment Module

Figure 1 - Access Assessment Module

Preparing the Assessment for merging

Prior to merging Assessments, you must first determine if the assessment you will be deleting (Former Assessment) has an Assessment Value List that matches the assessment you wish to merge into (Target Assessment). For example, the assessment you will be deleting has an Assessment scale of 1-8, you will only be able to merge into another assessment with a matching scale of 1-8. If you would like to merge an assessment with a scale of 1-8 into an assessment with a scale of 1-4, you must first prepare the assessment to be deleted by paring down the scale to 1-4. This can be done with the Delete / Merge Possible Responses tool. To access this tool, click the right-pointing arrow to the left of the Response Value (Figure 2) and the delete button on your computer keyboard.

Figure 2 - Deleting Response Value

If any person records have been assigned that value, you will be presented with a “Delete Possible Response” dialog box (Figure 3).

Figure 3 - Delete / Merge Possible Response

You now must select one of two options:

“Merge with” – selecting this option saves an assessment history by merging the value with another value in the list.
“Delete” – selecting this option assessment completely erases assessment value history.

Repeat this process until you have pared down the assessment value list until it matches the assessment value list of the Target Assessment.

Merging two assessments

In the upper right corner of the Assessment Module screen use the dropdown menu to select the Assessment you would like to get rid of, and the click the trash can icon to the right of the dropdown menu. The dialog box in Figure 4 will appear. You’ll be given four choices: Unlink, Delete, Merge Assessment, and Merge Assessment (with advanced options).

Figure 4 - Unlink/Delete/Merge Assessment - Basic Merge

Unlink from Project – this merely unlinks the Assessment from the Project but all the information associated with the Assessment remains stored in Toolbox
Delete from database permanently – as the name states, selecting this option will completely remove all assessment information from the database.
Delete and Merge into – (basic merge) gives the Administrator the option of merging the Assessment into another existing Assessment. The Assessment will be deleted and all Assessment History will be combined. For each person record, the most recent of the two current Person Assessments will be the Current Assessment.
Delete and Merge into…with Advanced Options. Selecting this option will launch an Advanced Options screen (Figure 6).

Figure 5- Unlink / Delete / Merge – Advance Options

Merge Assessments – Advance Options

Figure 6 - Merge Assessments Advance Options screen

The Advanced Options screen is divided two sections: Current Assessment Rules and Assessment History Rules.

Current Assessment Rules

The first option, “Move records…only when a person is unassessed…” means that only those records that are unassessed in the Target Assessment will be moved over (does that mean records with assessments in the target assessments will just be deleted?)
The second option, “Move records from,” one assessment to the new assessment “…only when date of…” the Target Assessment is older than the date of the Former Assessment (the assessment to be deleted). This option will overwrite values in the Target Assessment only when the dates of the Target Assessment are older than the dates of the Former Assessment. This is the default setting and the one most people will select
The third option, “Move all records…” from one assessment to the other will overwrite all values in the Target Assessment regardless of history.

Assessment History Rules

This section contains a checkbox and three radio buttons. We recommend that the box remains checked as this will automatically create an Assessment History. The three radio buttons are as follows:

Don’t combine Assessment history
Only combine Assessment History for assessments based on Current Assessment rules.
Combine all Assessment history regardless of whether Assessments were moved.

The default settings for this section are for the third option.

After selecting the Assessment Merge Rules, click “OK” and you will be presented with a dialog box detailing the effects of merging the two assessments (Figure 7).