Match imported records to existing ones

Biosphere resolves records by approved source links and explicit business identifiers such as SKU or reference. Names alone never establish identity.

Review matches

Open Record matches in an import plan, the Match step in Manual mode, or Configure → Sources → Records. One table shows the incoming name and source ID, matching basis and reason, and the proposed or existing Biosphere record. Search, filter by status and page through long lists.

Select Choose match on a record. Choose the same existing record, a distinct record, not the same as a selected record, or removal of the current link. Use the searchable Existing record selector where needed and enter a reason. Select Save match for approval.

Inside an import, match decisions join its single approval. Selected rows can share one bulk decision and reason; any stale row refuses the whole batch. Standalone proposals return Review changes for authenticated confirmation. The reviewed target and permissions are checked again at approval.

Add variants to an existing item

A catalog preview may offer “Same item — add these SKUs to” an existing item. Open it, inspect the target and SKUs, then select Confirm same item. The fresh preview shows those variants under that item. Approve import commits the match and facts together. This does not merge two existing catalog items.

Understand the basis

Remembered reuses an approved source choice. Exact match uses an explicit identifier. Suggested is a proposal. Your choice was selected or confirmed by a person. Needs you is unresolved. New record has no selected existing identity. None of these labels alone grants approval. Scout’s selected matches stay labeled Suggested in Review and on the approval page. Open the info control beside the record to read the reason. The match is confirmed only when you approve.

Linked source records also appear on ordinary record detail pages. Removing a link keeps the business record and its history. A not-the-same decision prevents future matching to that target until explicitly changed. Source IDs from another issuer remain separate.

Catalog merges remain separately human-approved. Item and inventory item names remain unique within their type; a conflicting new name can be adjusted in an import preview, which shows the proposed adjustment and the existing record.