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Overview
Orphan records are database entries left without a parent association, typically due to errors or inconsistencies during data handling processes.
These records occur when importing data from third-party sources, where relational links are broken or not properly established. For instance, in a relational database, if a record refers to a parent entry that no longer exists or was not imported correctly, it becomes an orphan.
Navigation
To map a Dependant Orphan record in AdviserLogic go to Tools > Administrative Tools > Data Import - Map Orphan Record > Map Orphan Record - Dependant.
💡Tip
You must have access to Administrative Tools to use the Map Orphan Record feature.
The landing screen will show a list of Unmapped Dependant files, with additional mapping and managing options. These options allow you to remap discarded records, or export data into an Excel Report.
Selecting the tickbox next to Show Discarded will allow you to view Discarded records in the same list.
📌Note
The list will show the existing unmapped Dependant as a default.
Unmapped Dependant Records
To quickly map individual Orphan Dependant records, select the quick map clock icon from the second column on the line item to be mapped.
Select the Dependant Type from the drop-down. Search for the client the orphan Dependant belongs to by typing their name or ADLID in the client field and selecting the client from the populated list.
📌Note
Record the ADLID when mapping orphan files, this will allow you to ensure the file is mapped to the correct client by conducting a client search.
Clicking the Clock Icon at the right end of the pop-up will map the Dependant to the allocated client.
Editing an Orphan Dependant File
Occasionally, the file is orphaned due to incorrect or incomplete data, and you will want to edit the file before mapping.
To do this select the column of the line item you wish to edit and either enter the value or select it from the options provided.
Editable Fields
| Follow the mapping Instructions |
| Manually Type the Corrected client name |
| Select from the drop-down option the correct Date of Birth |
| Select from the drop-down option the correct Marital Status |
| Select the Relationship Type from the drop-down |
| Manually Type the Age at which the Dependant will stop being considered as such |
| Manually Type notes that will show in the Dependants note section in Fact Find |
Non-EditableFields
| Shows the record status in the orphan records section - Unmapped or Discarded |
📌Note
Fields that aren't editable in the Orphan Screen can be edited in the Dependant Fact Find - Personal Section, except Status, which relates to the status of the record within the orphan screens.
Discard
To Discard an Orphan Dependant record select the tick box from the first selection column for each line item, and then Discard from the top right of the window.
A confirmation notification will show, select Yes to continue discarding the file or Cancel to return to the Unmapped screen.
The file will be moved to the Discarded section, to view discarded records select the Show Discarded tick box at the top of the screen.
Export Unmapped
Selecting Export will export an Excel file of the existing Unmapped Orphan Dependant records.
Discarded Records
The Discarded section houses previously discarded Orphan Dependant records. These can be viewed by selecting the Show Discarded Tickbox at the top of the window. Discarded files will have Discarded as the Status.
Discarded Records can be mapped like unmapped records by following the mapping instructions.
Export Discarded
Selecting the Show Discarded option and then Export will export an Excel file of the Unmapped and Discarded Orphan Dependant records. To see the Discarded records please sort the Status on the Excel report.
ADLID Client Search
When mapping a client account, make a note of the client's ADLID to ensure you have the correct client. This can be found on the client's Fact Find - Internal > Account Codes section.
You can also find the client's ADLID by going to the Client Search and entering the client's name, searching and finding the ADLID in the results.
This ensures that you have the correct client when mapping the client orphan, as this mapping cannot be undone.
Delete Incorrectly Mapped Record
If you have incorrectly mapped a dependant, you will need to remove them from the client's Record via Fact Find - Personal > Dependants.
