Merge duplicate entities into the Registry

When attempting to register new entities that match existing entities in the Registry, Benchling can merge the incoming duplicates into the matching registered entities. 

What makes an incoming entity a duplicate for merging?

An incoming entity is considered a duplicate for merging if and only if:

1. Its schema has a uniqueness constraint, and 

2. It conflicts with some existing entity in the registry according to this uniqueness constraint

Note: if the incoming entity’s name or alias is already used as a name, alias, or Registry ID in an entity in the Registry, this case will be treated differently and Benchling will not allow you to merge it or complete the registration.

How will I know when a merge will happen?

Benchling will let you know when you are trying to register a duplicate entity.

There are two exceptions:

1. Registration Tables will block registration when there are duplicates; therefore, no merging will occur.

2. Importing entities (via spreadsheet) does not inform detection of duplicates and will merge these entities automatically.

What happens when the duplicate entity is merged?

Let the incoming duplicate entity be DUP and the existing registered entity be REG. The following corrective changes are made:

• DUP’s name and aliases are appended to REG’s aliases

• Any sequence part links (on any entity) that use DUP are redirected to use REG

• Any entity link fields (on any entity) that point to DUP are redirected to use REG

• DUP is archived and left in its current folder, unregistered

• DUP gains a new custom field called "Merged" and the field will contain the name of REG. 

However, some usages of DUP are not changed:

• DUP’s metadata fields are not merged into REG - their values remain preserved on DUP

• Notebook entry inline @-mentions of DUP are not redirected to REG

• Notebook table references (entity chips) to DUP are not redirected to REG

• Containers containing DUP do not switch to containing REG

Who has permission to merge entities? 

A user's ability to merge entities is dictated by their ability to Register and Archive entities, since the action results in the duplicated entity's (DUP) archival. Archival Permission is granted to users who have Write Access or Admin Access to the Registry. If your organization is using Custom Access Policies, users must be explicitly "Granted" access to Archive entities, as shown below.