Keep Records Accurate and Up to Date

Learning Objectives

After completing this unit, you’ll be able to:

• Modify records individually, sequentially, and in bulk from the search results page.
  
• Explain why edits might not immediately surface in the master record.
  
• Describe how to delete and restore master and source records.
  
• Summarize the cascading effects on relationships and hierarchies.
  

Accurate Supplier Records Start with the Right Edits

A supplier compliance review is only as strong as the data behind it. Coral Cloud Resorts wants to make sure that its review is outstanding. With the review on the horizon, Informatica Master Data Management (MDM) Supplier 360 provides everything needed to get there. In this unit, you help get every supplier record ready for review. You edit a single record, work through multiple records sequentially, and use Bulk Edit to apply changes across hundreds of records at once. You also learn why some edits might not immediately appear in the master record, and how to delete and restore records while understanding what happens to their relationships.

Edit a Single Record

To edit one record at a time, select a business entity, search for the record, and open it.

1. From the search results, open the record you want to edit.
   
2. Find the section or field you want to edit.
   
3. Select Edit ( ).
   
4. Update the fields you want to change.
   
5. Select Submit or Send for Approval.
   

Based on your user privileges, the record is either updated successfully or submitted for approval. When you send for approval, a review task is created for approvers, and an icon appears on the record after a few seconds to indicate it has pending changes.

Edit Multiple Records in a Sequence

You can select up to 20 records per business entity and edit them one after another without returning to the search results page each time.

1. From the Search Results page, select the records you want to edit.
   
2. Select Selected | Edit Selected. The selected records appear on a new tab.
   
3. Edit and apply the changes.
   
4. Select Submit. Based on your user privileges, the record is either submitted for approval or updated successfully.
   
5. To edit the next record in the sequence, select Next and then repeat steps 3 and 4.
   

Edit Records in Bulk

With Bulk Edit, you can edit or delete field values across multiple records at once. You can specify conditions to identify the records and specify the values for the attributes you want to edit.

The Search Results page displays up to 10,000 records. If the edit criteria match more than 10,000 records, all matching records—including those not visible on the page—get updated in bulk.

1. From the Search Results page, select the records you want to edit.
   
2. Select Selected | Bulk Edit. The selected records appear on a new tab.
   
3. From the Find Records Based on list, select an attribute or None to include all selected records.
   
4. From the Replace list, select the attribute you want to edit and enter the new value.
   
5. Select Apply.
   
   • Records that don't require approval are highlighted in yellow and updated immediately.
     
   • Records that require approval are highlighted in grey and display the changes after they are approved.
     
6. Select Submit, and then select Submit again to confirm. A job is created to edit the records in bulk—you can monitor its status on the My Jobs page.
   

Based on some recent developments, the Coral Cloud Resorts team needs to update the Supplier Type field across five supplier records. To do this, they can run a filtered search, select all results, and apply the updated value in a single Bulk Edit.

Why Your Edit Might Not Appear Right Away

You submitted a change. The record was saved. But the master record still shows the old value. The answer lies in how Supplier 360 handles patch records and source system ranking.

When you edit a master record, Supplier 360 creates a patch record, a minimal record that contains only the fields you changed. That patch record is associated with a source system. The availability of your changes in the master record depends on the source ranking of the Supplier 360 source system. The changes appear in the master record only if the Supplier 360 source system has the highest source ranking among all contributing source systems. Otherwise, the changes don't appear in the master record.

What this means in practice: If PrimeLinens & Hospitality Goods Company’s DUNS number originally came from a source system ranked higher than the Supplier 360 source system, a manual edit to that field won't override it. If this is a recurring issue, contact your administrator to review source system rankings.

Delete and Restore Master Records

When you delete a master record in Supplier 360, it’s not permanent. The state of the record changes from active to deleted, and you can restore it.

To delete a master record, open it from the search results, select Actions | Delete, and confirm. Depending on your user privileges, the record is either deleted immediately or sent for approval first.

After you delete a master record, its contributing source records remain active. When you delete a master record that's related to another record through relationships, Supplier 360 deletes the relationship between them. The relationship graph and the related records section no longer display the relationship. However, all relationships aren’t permanently deleted from the data store.

It’s also easy to restore a deleted master record. Just filter your search results using the Record State Indicator filter to locate the deleted record, open it, select Actions | Restore, and confirm. Depending on your user privileges, the record is either restored immediately or sent for approval first.

When you restore a deleted master record, Supplier 360 restores all the deleted relationships. You can view the restored relationships in the relationship graph, related records section, and hierarchies.

Restore relationships: When you restore a master record, it restores its relationships only if those related records still exist. If a related record was also deleted, restore it separately.

Delete and Restore Source Records

Deleting a source record behaves differently from deleting a master record. After you delete a source record, the associated master record remains active as long as at least one other contributing source record is still active. The trust scores of the master record field values are recalculated based on the survivorship configuration of the remaining active source records.

To delete a source record:

1. Open the master record from the search results.
   
2. Go to the Source Records page.
   
3. Find the source record you want to remove.
   
4. Select Actions | Delete.
   
5. Select Confirm. Depending on your user privileges, the record is either deleted immediately or sent for approval first.
   

To restore a deleted source record:

1. Go to the Source Records page.
   
2. Find the deleted record using the Record State Indicator filter.
   
3. Select Actions | Restore.
   
4. Select Confirm.
   

Find Deleted Records

Deleted records don't appear in standard search results. Use one of the following methods to find them.

• Set the Record State Indicator filter to Deleted.
  
• Set the Validation Status filter to All or Skipped, where all deleted records have their validation status set to skipped.
  

From Edits to Accurate Records

You can now edit a single record, run a sequential edit across multiple records, and apply changes in bulk from the Search Results page. You know why some edits don’t immediately surface in the master record. You can also delete and restore master and source records with confidence in what happens to the relationships and hierarchies connected to them. The Coral Cloud Resorts procurement team now has everything they need to keep their supplier data accurate, trustworthy, and up to date.

Resources

• Informatica Documentation: Supplier 360 SaaS | Editing Records (login required)