Understanding Specification Merging
Specification merging combines multiple classifications into a single, unified specification. Use merging to eliminate redundant classifications, simplify organizational structure, and maintain cleaner classification systems.
Common uses:
Classifications that evolved separately but now do similar work
Organizational restructuring that creates duplicate positions
Overly complex career progressions that need simplification
Administrative efficiency when maintaining separate specs is costly
Finding Specifications to Merge
Navigate to any specification and click on the Internals tab to see merge candidates - specifications that have 60% similarity or above to your chosen specification.
The Internal specifications view displays:
Expansion arrow - more on that below.
Class - Names of related specifications from your organization
Min/Mid/Max salary - Salary ranges with percentage differences from your current spec
Match % - Similarity score with color coded dot indicating how closely specifications align (for more information on how this score is determined, see this article on understanding similarity analysis)
Action - Direct "Merge" button for each comparison
Holly automatically adds specifications with a 60% or above match. While this generally catches most strong matches, the search bar can be used to find any specifications that don't automatically appear. To review how to use the search bar, see this article on adding and managing comparators.
Expanding to See Full Details
Click the ▼ arrow next to any specification to see comprehensive information across three tabs.
Details tab
Any notes added
Pay schedule with hourly, biweekly, monthly, and annual conversions
Class specification tab
Full specification content
Similarity analysis tab
Summary of the analysis
Key similarities identified
Key differences identified
Recommendations for using this comparison
Use this detailed view to verify that high similarity scores represent genuine merge opportunities, not just surface-level matches.
Starting Your Merge
Once you've identified specifications to merge and reviewed the similarity analysis to confirm it makes sense, you're ready to begin the merge process.
When you click the Merge button, Holly opens a merge interface that guides you through several strategic decisions. These choices determine how your specifications will be combined—from which content to prioritize to how to handle salary ranges.
The merge process involves some simple steps that shape your final result. Let's walk through each one.
Step 1: Select Specifications to Merge
Choose all classifications you want to combine. The specification you started from will be pre-selected.
Selection tips:
Typically merge 2-4 specifications at once (merging too many specifications at a given time can affect quality of results)
Try to merge roles that are fairly similar in terms of their level of seniority / supervisory responsibilities
Note: Only specifications already in your comparison table can be selected here. If you need to add others, use "Explore additional comparisons" from the Internals tab first.
Step 2: Choose How to Merge
Select your merge approach from the dropdown menu. Holly offers two strategic options for how to combine your specifications.
Option 1: Use a Specification as Base Template
Select "Use [Specification Name] as base template" for any of your selected specifications.
How it works:
Holly uses your chosen spec as the foundation
Incorporates relevant elements from the other selected specifications
Creates a new draft that retains the base template's salary range and title structure
The original specification is preserved and can be archived later or reused for other merges
Best for:
When one classification should be the dominant structure
Maintaining continuity with an existing, well-structured specification
Situations where salary range and title should stay consistent
Most standard merge scenarios
Example: Let's say you want to streamline your Account Clerk series by removing the Account Clerk - Advanced Level, but you want to ensure that some of the responsibilities from that level are captured in your remaining series. You could use the Account Clerk - Experienced Level as the base template, and instruct it to incorporate the KSAs from the Advanced Level. This means the merged specification will have the Account Clerk - Experience Level's salary range and basic structure, enhanced with the relevant content.
Option 2: Create New Specification
Select "Create new specification" to build an entirely new classification.
How it works:
Holly combines all selected specifications into a completely new classification
No single specification dominates—it's a balanced merge of all content
Creates a new spec without inheriting title structure from any particular source
Gives you flexibility to define salary range and naming independently
Best for:
Equal mergers where no specification should be dominant
When existing specifications are all outdated or incomplete
Creating something genuinely new from multiple sources
Situations requiring a fresh start without legacy structure
Example: Merging several aging IT classifications into a modern, comprehensive technology specialist role that doesn't favor any particular legacy structure.
Which option to choose?
Use base template when you want to maintain consistency with one existing classification while enhancing it. Use create new when you're building something truly new or when no single specification should be privileged.
Step 3: Review or Input Salary Range
Review or input the salary range for your merged specification. This step varies depending on your merge approach.
If using a base template:
The modal displays that specification's existing salary range: $[Min] - $[Max]
This range will carry over to your merged specification
If creating new specification:
Input the appropriate salary range for your new classification
Consider the ranges from your source specifications
Important: You cannot edit the salary range after completing the merge, so take time to ensure it's correct before proceeding.
Step 4: Provide Additional Guidance (Optional but Recommended)
Use the additional information field to give Holly specific context about your merge priorities. While optional, providing guidance significantly improves merge results.
Why guidance matters:
Helps Holly prioritize competing content from multiple sources
Ensures critical requirements are emphasized
Shapes the merged specification to match your organizational needs
Produces more accurate results on the first attempt
Effective guidance examples:
Reconciling different experience levels:
"Accountant I requires 1 year experience, Accountant II requires 3 years, and Senior Accountant requires 5 years. Create a merged spec with three grade levels that maintains these experience progressions clearly distinguished across levels."
Handling supervisory differences:
"Program Manager supervises 2-3 staff while Program Director supervises 8-12 staff and oversees budget. Merge into a single classification with Grade I (no supervision), Grade II (supervises 2-5 staff), and Grade III (supervises 5+ staff with budget authority)."
Reconciling conflicting education requirements:
"Position A requires Bachelor's degree, Position B accepts Associate's degree with 2 additional years experience. Use the more flexible requirement: Associate's with 4 years OR Bachelor's with 2 years."
Merging different technical focuses:
"GIS Analyst focuses on spatial analysis while Data Analyst emphasizes statistical modeling. Create merged specification that requires general analytical skills with specialized knowledge in either GIS or statistical methods, not both."
Combining overlapping but distinct duties:
"Parks Maintenance Worker includes grounds care and basic repairs. Facilities Technician includes HVAC and electrical work. Merged spec should cover general facilities maintenance with grounds care as supplemental duty, not primary focus."
Preserving critical certifications:
"One spec requires CDL Class B, another requires First Aid certification. Both are essential and must be maintained in merged specification. CDL required at hire, First Aid must be obtained within 90 days."
Handling different reporting structures:
"Assistant Director - Parks reports to Parks Director. Assistant Director - Recreation reports to Recreation Director. Merged spec should report to Director of Parks & Recreation with flexibility to assign to either division based on operational needs."
Guidance tips:
Be specific about content priorities and how to reconcile differences
Mention any essential requirements that must be preserved
Note organizational context Holly wouldn't otherwise know
Clarify how to handle competing or conflicting content
Specify desired level distinctions when merging multiple grades
Don't be overly prescriptive—let Holly's AI do the merging work
Step 5: Complete and Review Your Merged Specification
Click Merge to create your new specification. Holly will process the merge and take you to the resulting draft specification.
Holly creates a draft specification that combines your selected specs. Review the results carefully:
What you'll see:
Change chips below each section explaining what was merged and why
Classification score showing overall quality across all metrics
Complete content from all merged specifications
Refining your merge:
Use the edit function to add organizational context or adjust any section
Click the regenerate icon on specific sections that need improvement
Make any necessary changes before publishing
Once satisfied with your merged specification, you can publish it through the normal approval workflow. Your original specifications remain available and can be archived when you're ready.