Grouped Work Merging / Manual Grouping
This document outlines how to manually merge grouped works in Pika.
Table of Contents
Grouped Work Merging basics
Grouped works are the basis of Pika’s search functionality and drive the display of titles in the catalog. For more information about grouped works and grouping logic, please review the Grouping Overview documentation.
There are some scenarios where Pika cannot group titles following its logic and a manual merge is required. When titles are not grouped automatically when they should be, it's typically because there is a slight difference in one of the grouping factors (title, author, language, or grouping category) on the contributing bib records and Pika cannot match the records to a shared grouped work. The most common differences are seen in either the grouping title or the grouping author.
Manual grouped work merging happens in close to real time, since the process will mark the grouped work for regrouping automatically. After a manual merge is saved, the change will take between 5 - 10 minutes to display in the catalog search results.
Merging Methods
There are two methods to manually group grouped works.
Cataloging sidebar menu using the Grouped Work Merging table.
Merge this Work to another button located under Staff View of a grouped work.
Cataloging Sidebar Method
Log in as a user that has OPAC Admin role or the Cataloging Role. Open the Merged Grouped Works table with the Grouped Work Merging option.
In multiple browser windows or tabs, open the records for the works that should be merged.
Open the Staff View for each work. The Grouped Work ID is found at the top of the staff view of an individual bib and at the top of the Grouping Information section in the staff view of a grouped work.
Individual bib
Grouped work
Use the Add New MergedGroupedWork button located at the top of the Grouped Work Merging page to open a new form to input the manual grouping information.
Copy and paste the Grouped Work ID from the record that is being merged in the Source Grouped Work Id field.
Copy and paste Grouped Work ID of the destination grouped work into in the Destination Grouped Work Id field.
Enter the title of the work to merge, your initials, your library name, and the date in the Notes field. Click on Save Changes and Return or Save Changes and Add Another to submit the manual merge.
If there are errors with any of the entered data, an error message will display. Correct any issues and resubmit the form to clear the error and complete a successful merge.
Staff View - Merge this Work to Another Button Method
Log in as a user that has OPAC Admin role or the Cataloging Role.
Open the grouped work to merge in a browser. Open the staff view of the grouped work to merge at the grouped work level.
The Merge this Work to another shortcut button only displays in the staff view at the grouped work level.
Use the Go to Grouped Work button from an individual bib to view the grouped work the individual bib is attributed to.
Click on the Merge this Work to another button to open the Grouped Work to Merge form in a new tab.
The Source Grouped Work Id field will prepopulate with the grouped work ID from the grouped work that is being merged into a destination work. The Notes field will prepopulate with title of the source grouped work, the staff user’s name, the staff user’s home library, and the date.
Open the destination grouped work in a browser. Open the staff view of the grouped work to merge. The Grouped Work ID is found at the top of the staff view of an individual bib and at the top of the Grouping Information section in the staff view of a grouped work.
Individual bib
Grouped work
Copy and paste Grouped Work ID of the destination grouped work in the Destination Grouped Work Id field. Click on Save Changes and Return or Save Changes and Add Another to submit the manual merge.
Using the Merged Grouped Works table
All manually merged grouped works will display in the Merged Grouped Works table. Use the search box to search for a specific manual merge. Reorder the table using the column headings to sort by the column heading either ascending or descending. The Date updated column heading is typically the most useful to sort by, as it will bring the more recent merges to the top of the table.
Click on Edit to open an existing manual merged entry from the table. The form for an existing manual merge can be edited to include more information or can be deleted entirely if it was merged erroneously.
If a manual merge entry is deleted from the Grouped Work Merging table, the grouped works will be effectively unmerged again.
Special Considerations for Merging More Than Two Works
If more than two grouped works are merged into the same destination, choose only one work as the destination work and then group all other works to that same Destination Grouped Work Id.
If you attempt to merge a grouped work that is already the Destination Work for another manual merge, Pika will generate an error and the merge will fail.
Related Documentation
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Detailed Pika Administrator Roles (Marmot Knowledge Base)
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NoveList Information (Marmot Knowledge Base)
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Masquerade Mode (Marmot Knowledge Base)
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HTML Text Editor (Marmot Knowledge Base)
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Reporting Incorrect Cover Art or Descriptions in Pika (Marmot Knowledge Base)
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Records Not to Merge / Manual Ungrouping (Marmot Knowledge Base)
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New York Times Bestsellers Lists (Marmot Knowledge Base)
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Preferred Author Grouping (Marmot Knowledge Base)
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Preferred Grouping Titles (Marmot Knowledge Base)
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Creating Special Collections (Marmot Knowledge Base)
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Transferring User Lists (Marmot Knowledge Base)
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Google Analytics Basic Instructions (Marmot Knowledge Base)
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Pika configuration for OPAC computers (Marmot Knowledge Base)
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Grouped Work Merging / Manual Grouping (Marmot Knowledge Base)
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Materials Request Admin Management (Marmot Knowledge Base)