AGIIS Tips from the Directory Administrator

AGIIS or Member Services

AGIIS Tips from the Directory Administrator

By Nikki Marshall, AgGateway Member Services Analyst

As AGIIS Directory Administrator, one of my primary responsibilities is to review submissions into the directory that potentially violate AGIIS business rules, or those entries that are submitted with comments. The business rules in place help to prevent duplicates, ensure addresses are standardized and valid, and help enforce entity survivorship rules. I would like to highlight some trends I see daily, to help ensure your submitted transactions fall in line with AGIIS policy and process as quickly as possible.

There are three trends and some tips I would like to share with you, which will both expedite processing time and reinforce AGIIS business rules when adding or updating an entity.

  • Comments: Adding comments to a directory request automatically routes the request to Member Services for review, which will add additional processing time. Please consider if adding comments are necessary. Comments are strongly encouraged when your submission requires a name or address override; I highly recommend providing a URL supporting mergers, buyouts, and name changes if possible. Providing this information significantly expedites processing time and is very much appreciated! If you do not have a URL but you have a document you received, please email it to us at
  • "Replaced By" Transactions versus Duplicates Reporting: "Replaced by" transactions should not be used to report duplicate entities. Instead, we request you use the “Duplicates Reporting” feature in AGIIS. When duplicates are reported using the “Duplicates Reporting” feature, AGIIS compares each record and determines the surviving entity, based on the following survivorship prioritization rules:

  1. Subscriber Owned GLN
  2.  Record Enumerated with an EBID
  3. Record with a license (licenses are automatically carried over to the surviving record if not already present)
  4. Record in the most subscriber subsets
  5. Record with the oldest creation date

To obtain the “Duplicates Reporting” privilege, users must view the “Duplicates Reporting” tutorial and pass the associated quiz. This tutorial and quiz can be accessed under the AGIIS Help menu here. These tutorials work best in Internet Explorer/Microsoft Edge.

Alternatively, the “Duplicates Reporting” feature should not be used when the entities addresses are different, and the names are matching. If one GLN has the correct information and the other does not, this is the appropriate time to use the Replaced By function. In other words, "Replaced by" transactions should be used to replace an entity that has moved from one location to another and is no longer in operation at the old address.

  • Duplicates Warning - When adding a new entity or updating an existing entity, AGIIS identifies potential duplicates and presents them to you, highlighted in red. Please review this list thoroughly before submitting the transaction. Take into consideration nicknames, first initial plus last name, or different variations of names that may be a duplicate of the entity you are adding or updating. If you do submit the record with a potential duplicate warning, please include comments as to why the record being submitted should not be considered a duplicate. This helps the Directory Administrator in making a final determination.

If you have questions about the AGIIS business rules and procedures, more information can be found at the following links: the AGIIS Operational Procedures Document and the AGIIS Policy Document located under the Links menu in AGIIS.

We hope you found these tips helpful. Following these suggestions will help expedite processing time and preserve the integrity of data in AGIIS by reinforcing the directory's business rules. If you have any questions about adding or updating entities in AGIIS, email