Why does a merge document sublist show records that should be filtered out, such as completed or inactive items?

This issue typically occurs when a sublist in an Apsona merge document is built by directly selecting an object instead of using a report as the data source. When an object is used directly in a sublist, the Record ID is not included in the data stream by default. As a result, Apsona may not be able to uniquely identify each record.

Without the unique Record ID, Apsona can treat multiple records that share similar visible field values as duplicates. This can cause unexpected behavior in the merge output, such as records appearing in the sublist even though they should be excluded by filters (for example, items with a status of Completed).

To ensure filters are applied correctly and only the intended records appear in the sublist, the recommended approach is to:

• Create a Salesforce report based on the required object.
• Include the Record ID field in the report, along with all other necessary fields.
• Apply the appropriate filters (such as excluding records with a Completed status).
• Use this report as the data source for the sublist in the merge document.

When a report with the Record ID is used, each record is processed uniquely, allowing Apsona to apply filters accurately. This ensures that only valid, expected records appear in the generated merge document