Merge reference codes

You can clean up your reference tables by merging reference codes. This process helps to promote consistent data.

For example, your Visit Types reference table for Health might include two similar reference codes, such as Sick and Illness. You can merge these two codes into the one you want to use. The system updates all values in the system, as well as the reference tables.

Merging reference codes is especially useful after converting to Aspen from another information system.

To merge reference codes:

1. Log on to the District or Intermediate Organization view.
2. Click the Admin tab.
3. Click the Data Dictionary organizes the tables and fields that house all of your district's administrative information side-tab.
4. On the Data Dictionary side-tab, click Reference. The Reference Tables page appears.
5. Select the reference table, and click Codes on the Reference side-tab.
6. Select the codes you want to merge.
7. On the Options menu, click Show Selected.
8. On the Options menu, click Merge Codes. The Manage Reference Codes pop-up appears.

9. 

9. Select the code you want to merge into.
10. Select the table you want to update with this new value. For example, you might want the system to change all visit types with Sick to Illness.
11. Click OK.

    Note: When the system completes merging codes, all values in the system are updated to the code you selected to merge into. For example, the system would delete the Sick codes associated with any existing health visits, and replace it with the Illness code.