Record Linkage Log

The Record Linkage Log is the module that stores all results of the Record Linkage Process. Here you can track which records were compared, their similarity score, and which actions were performed.

Introduction

This module stores the results of Record Linkage calculations. Each entry in the log represents a source record that was processed. If the same record appears multiple times, it means it was included in several changes.

For each change, the system scores:

• The highest similarity score between source and target.
• Field-level differences according to the mapping configuration.

If you should experience errors, see here what the error codes mean.

Structure and Columns

Key columns in the log:

• Source Module / Source Record: Original record.
• Target Module / Target Record: Compared record.
• Similarity Score: Highest calculated value.
• Linkage Details: Summary of differences.
• Status: Match (automatically linked – score ≥ upper threshold), Potential Match (requires manual review) or No Match (no link created).

Users can filter results by execution date or runner.

Automated Actions

An automated process (Mass Transfer Scheduler) executes the actions defined in the Action Taken column:

• Link: Automatically creates a link between source and target.
• Do Nothing: No changes – ideal for testing.

Review of Potential Matches

Potential matches must be reviewed by a data steward to ensure that the source and target record represent the same entity (e.g., person). Possible actions:

• Link: Links the records.
• Do Nothing: No change.
• Create as Target Record: Creates a new target record based on the source record.

This option ensures that unique records are correctly added without compromising data quality.

Preconfigured Workflows

To ensure the correct execution order, certain workflows must be set up. These workflows control when runners are created, started, or stopped. All workflows should be configured as “Only on Save” and for repeated executions.

Create a New Runner for the First Time

This workflow creates a new runner with the status queued as soon as an active configuration is saved and no runner exists yet.

Trigger Signal to Create a New Record Linkage Runner

This workflow creates a new runner with status queued, when:

• The configuration is active and saved
• No runner with status queued or running exists

Note: A new execution is only created if no other execution is currently running or being processed.

Trigger Request When Status is Queue

This workflow is triggered as soon as the runner has the status queue. It sends the runner ID via POST request to the record linkage process to retrieve the full configuration and start execution.

Note: Activation must occur immediately to ensure the correct runner ID is sent. Otherwise, a different ID might be processed, disrupting the workflow.

Trigger the Next Configuration When Runner Status is Done

This workflow sends a POST request (without runner ID) to the Record Linkage Process as soon as a runner reaches the status Done. This starts the next runner in the queue.

Logic: The process retrieves the oldest runner with status queued and executes it. This ensures all runners are processed in the order of their creation date.

Set Stopped Status and Trigger Stop Action

This workflow sends a POST request to the Record Linkage server with the endpoint /stop/when the Stop checkbox is set to “Yes”. This stops the current execution.

Note: There is no rollback. Already created log entries remain, and unprocessed records are discarded.