Records Not to Merge/Manual Ungrouping

Owned by Ashley Sneesby, created
Last updated: Dec 13, 2022
6 min read

This documentation outlines how to manually ungroup records in Pika.

Top of page

Table of Contents

Records Not to Merge Basics

Ungrouping is necessary when two bibliographic records have the same title, author, language, and format, but substantially different content. For example remakes of a movie with different actors and scripts; graphic novels (e.g., Illustrated Classics version of Treasure Island); abridged novels; Cliff’s Notes.  


Unmerging works can be done from the Cataloging sidebar menu using the Records To Not Merge link.

Unmerging works can also be done using the UnMerge from Work button located in the Staff View.

Top of page

Cataloging Sidebar Method

Records can be ungrouped manually. Users with OPAC Admin role or the Cataloging Role can access an option in the Cataloging section of the sidebar called Records To Not Merge.  

Click on the Add New NonGroupedRecord button to start the process.

You will see a screen with the Sources of the Record Id, Record Id, and Notes.  The default source may be ils.  Use the drop-down to change the Source of the Record id. The majority of the sources are for sideloading and are relevant to each library.  Choose ils source when ungrouping items that are not sideloaded. If you’re ungrouping a sideloaded record, choose the source relative to the sideloaded record that’s being ungrouped e.g. Hoopla or Kanopy.

Find the record that should be unmerged in another browser tab.   Click on the Show Edition button for the item that needs to ungroup from the group work. Click on the More info button to get the Source of the Record Id.

The Source of the Record Id can be found in the URL.  The format for each URL is always server name/record type/ID.  It is the ID information that you want to use for the Record Id. It is important to get the entire Record Id number, so make sure to include the period before the number.  The id in the figure below is the bib number.  

Items that are sideloaded will not have bib numbers.  Instead, they will have a number supplied by their vendor.  The easiest way to get the information is through the URL. The format for each URL is always the server name/vendor type/ID. You can find this number under the individual record.  This is the information that is used for the Record Id.

Use the drop-down menu to pick the correct source of your record.  

Copy and paste this information into the Record Id. Notes can be used to identify why you are ungrouping the item.  You can put your initials and the title to help identify who made the change.

Here is an example of a record used for ungrouping.  This option allows users to manually identify a record based on the ID, which should not be grouped with other records. Reminder: make sure to include the entire Record Id number.

Make sure to save your work. Any eContent records that are not in the ILS will take overnight to index.  

Toggle the Id to bring your Source of the Record entry to the top to check your work.  

Ungrouping the record is only applied to your library’s system.  For example, anything ungrouped in Flatirons will not affect Marmot.  Ungrouping in a Union Catalog will affect all the libraries that have holdings attached to that record.

Staff View - UnMerge from Work Button Method

There is a shortcut for unmerging records built into Staff View.  

Log in as a user that has OPAC Admin role or the Cataloging Role will be able to merge works. If you need permissions, contact Marmot. 

Find the record that should be unmerged in another browser tab.  Click on the Show Edition button for the item that needs to ungroup from the group work. Click on the More info button to get the Source of the Record Id.

Go to the Staff View toward the bottom of the window.

Click on the UnMerge from Work button.

Once the button is clicked, the record will display in another tab.  The Source of the Record Id will be prepopulated with the source work Id from the original record as well as the Record Id.  Notes will prepopulate with the title of the record, the person’s initials, the home library name, and the date.  Make sure to save your work.

Toggle the Id to bring your Source of the Record entry to the top to check your work.  Any eContent records that are not in the ILS will take overnight to index.  

Looking for the record by title or record number should display the message Marked for Re-extraction which indicates that the record is being processed for ungrouping.

If you refresh a bib that you’ve recently ungrouped/unmerged, you may return a message that indicates an Invalid Record for the recently ungrouped bib. This is not an error, rather it indicates that the system is processing the manual ungrouping. See image below:

 

Top of page

Regrouping Items

If a record needs to be regrouped (i.e., un-ungrouped), click Edit under Actions in the Records to Not Group table.  Clicking the Delete button will remove the entry and effectively regroup the record.  The indexing of the record happens in near real-time.

Top of page