Records Not to Merge / Manual Ungrouping
This documentation outlines how to manually ungroup records in Pika.
Table of Contents
Records Not to Merge 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.
Manual ungrouping is necessary when two bibliographic records have matching grouping factors (title, author/runtime, language, and grouping category), but substantially different content.
Manual ungrouping happens in close to real time, since the process will mark the grouped work for regrouping automatically. After a manual ungrouping is saved, the change will take between 5 - 10 minutes to display in the catalog search results.
Ungrouping Methods
There are two methods to manually ungroup grouped works.
Cataloging sidebar menu using the Records Not to Merge table.
UnMerge from Work button located under Staff View of an individual bib.
Cataloging Sidebar Method
Log in as a user that has the OPAC Admin role or the Cataloging Role. Open the Records to Not Group table with the Records To Not Merge option.
Open the bib level view of the record to ungroup from the grouped work it is currently assigned to.
Open the Staff View of the record to ungroup. The Record ID is found at the top of the staff view of an individual bib or record.
Use the Add New NonGroupedRecord button located at the top of the Records Not To Group page to open a new form to input the manual ungrouping information.
Select the Source of the Record Id option from the drop down menu in the form. When ungrouping sideloaded or eContent records, choose the appropriate source relative to the record being ungrouped.
Typically the record to ungroup is a bib from the ILS, so the default option is ils and the ID copied will be a bib number from the ILS. When ungrouping eContent or sideloaded records, the record ID will reflect the source’s record number.
Copy the Record ID using the Copy button next to the ID of the record to be ungrouped and paste in the Record ID field.
The Copy button for the Grouped Work ID and the Record ID only display for logged in users with staff permissions/roles.
Enter the title of the work to ungroup, 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 ungrouping.
Ungrouping a record will impact all libraries in a shared union catalog/consortium configuration. Any libraries that have items attached to an ungrouped record will see the results of the ungrouping in their catalog interfaces.
Staff View - UnMerge from Work Button Method
Log in as a user that has the OPAC Admin role or the Cataloging Role.
Open the bib level view of the record to ungroup from the grouped work it is currently assigned to.
Open the Staff View of the record to ungroup.
The UnMerge from Work shortcut button only displays in the staff view of an individual record.
Click on the UnMerge from Work button to open the Records to Not Group form in a new tab.
The Source of the Record Id field will be prepopulated with the appropriate source of the record as well as the Record Id. Notes will prepopulate with the title of the record, the staff user’s name, the home library name, and the date. Click on Save Changes and Return or Save Changes and Add Another to submit the manual ungrouping.
If you refresh a record that you’ve recently ungrouped, you may return a message that indicates an Invalid Record for the recently ungrouped record. This is not an error, rather it indicates that the system is processing the manual ungrouping.
Using the Records Not to Group table
All manually ungrouped records will display in the Records to Not Group table. Use the search box to search for a specific manual ungrouping. 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 ungroupings to the top of the table.
Click on Edit to open an existing manual ungrouing entry from the table. The form for an existing manual ungrouping can be edited to include more information or can be deleted entirely if it was ungrouped erroneously.
If a manual ungrouping entry is deleted from the Records to Not Group table, the ungrouped record will be effectively grouped again.
Records that are ungrouped can be manually grouped with other records if needed using the new grouped work ID created during the manual ungrouping process.
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Grouped Work Merging / Manual Grouping (Marmot Knowledge Base)
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Materials Request Admin Management (Marmot Knowledge Base)