How to Merge your Organisation with others

There may be a need for one organisation to merge with others on the ISG due to a change in structure at the organisations. By completing an organisation merge on the ISG the following ISG items will be transferred in to the requesting organisation;

• User Accounts
• Inventory Items
• Activities
• DPIAs 
• Data Sharing Summaries
• Data Flows

A preview of the functionality can be seen in the following video: https://www.youtube.com/watch?v=tfKO0wpFAzg

Completing a Merge Request

The following Merge Request needs to be completed by the Organisation that the others will be transferred into, the requesting organisation will keep their current name however this can be changed later on if needed, for a step by step guide to changing your Organisation details please see How to update your Organisation Details

To complete a merge request firstly navigate to Organisation > Organisation Details using the top navigation bar, at the bottom of the Organisation Details page click 'Merge Organisation'

You will then see the following Disclaimer, if you are happy to proceed click the checkbox to agree to the points, enter your reason for the merge then click 'Accept.' To cancel the merge click 'Close'

Next click the 'Search' button to select the organisations you wish to merge with, you can search by name or ICO number.

Pick the organisation you wish to add to the merge by clicking the 'Select' button next to the organisations name.

The Organisations that you add to the merge will be listed like the below, to remove an organisation from the list, click the Bin icon highlighted below. Continue using the search button to add multiple organisations to your merge.

Once all organisations involved in the merge have been added to your list click the 'Request Merge' button.

Confirm the merge by clicking 'Confirm Merge' An email will then be sent to all users with the role of Administrator, Senior Officer and DPO in these organisations notifying them of the merge request and asking them to review the merge.

Managing the Merge Request

You can check the status of your merge request by visiting the Merge Request tab at any time. Here you can see which organisations have accepted, rejected or not yet actioned the merge request. Accepting organisations will be highlighted green, rejecting organisations will be highlighted red and organisations awaiting a review will be highlighted grey.

If your organisation has merged before this will be detailed in the Merge History section of this page.

To view the contact information for an organisation listed in your merge request click the person highlighted below.

To send a review reminder to these contacts click the envelope icon highlighted below.

Finalising the Merge

Once all organisations involved have accepted the merge request you will then be able to finalise the merge. Click the 'Finalise Merge' button to proceed.

Finally the below Finalise Merge pop up will appear, please review the points outlined here, then once you are happy to complete the merge, click the checkbox to agree to the terms then click 'Finalise Merge'.

The merge has now been completed and all users involved will be notified by email.

How to Accept or Reject a Merge Request

All users with either the Senior Officer, DPO or Administrator roles will be requested to review a merge on behalf of their organisation. These users will receive an email notification and an item in their In-Tray like the below. Only one user is required to accept the merge from each organisation.

To review the merge on behalf of your organisation click the 'Review' Button highlighted below

This will take you through the Merge Request tab where you can see the details of the Merge and the list of other organisations that will be merging. Next click the 'Review and Sign' button.

The Sign Off Merge pop up box will then appear, here you can review what the merge will mean for your organisation, add your comments then either click 'Accept Merge' to accept of behalf of your organisation or 'Refuse Merge' to refuse the request.

Once a user has accepted the merge request for your organisation, the box will turn green like below:

There is no further action needed from any member of your organisation beyond this point and you will receive an email notification once the merge has been finalised.

If any details need to be changed after the merge such as the Organisation Name, Contact details etc this can be done from the 'Organisation Details' page, to do this see the guide below:

How to update your Organisation Details

Video Tutorial