Records Not to Merge/Manual Ungrouping
- Ashley Sneesby
This documentation outlines how to manually ungroup records in Pika.
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.
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.