Pika Training - Grouping and Ungrouping Records

Grouping or Merging Group Works

Merging of grouped works is needed when records differ in titles or authors in such a way that Pika cannot reliably group them together. Typically, this happens when works change editions or based on local cataloging preferences.  Pika – Merging Group Work documentation

To group works together, use the following procedure:

  1. You will need cataloging permissions. If you need permissions, contact Marmot.

Group Categories

There are three group categories: Books, Movies, and Music.  Books include books, eBooks, audiobooks, eAudiobooks, audio CD, editions, etc.  Movies can be DVD’s, BluRays, VHS, etc.  Music recordings are another media category, which can include eMusic, etc. Please do not group a DVD with a Book!

  1. Open the works that should be merged in your browser.  Check for title and author.

Here is an example of an eAudiobook that will be grouped with a Book & eBook.



  1. Open Staff View for each work. At the very top of the staff view you will see the Grouped Work ID listed.  Sometimes it is a good idea to have multiple screens open to view the Staff View for both items.


Here is the staff view for the eAudiobook that will be grouped with the Book & eBook.


Here is the staff view for the Book and eBook.


  1. Make note of these ids.  These ids can be copy and pasted as well.

  1. Login to Pika.  In the left sidebar, open the Cataloging section and click on Grouped Work Merging.


  1. Click Add New MergedGroupedWork located at the bottom of the page.



  1. Enter the grouped work id of the work with fewer editions into the Source Grouped Work Id box.


  1. Enter the grouped work id of the work with more editions into the Destination Grouped Work Id box.


  1. For Notes, enter your library name, initials, and the title of the work to be grouped.


  1. Click Save Changes.

  1. If there are errors (like the Grouped Work ID you supplied did not have the last character), you will be prompted to correct the problem and save the merge again.

  1. You will be able to check your newly merged work following the overnight regrouping process.


Records To Not Merge (Ungrouping)

Ungrouping is necessary when two bibliographic records have the same title, author 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.  

Records can be ungrouped manually. Users with Cataloging Permissions 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.


Use the drop down menu to pick the correct source of your record.  The majority of the sources are for sideloading, and are relevant to each library.  Pick the ils source when ungrouping items that are not sideloaded.

Next, you will need the Record Id.  The easiest way to get the information is through 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 .b49391860.  


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 including leading periods I.e. .b49391860 not just b49391860, when entering it into the Record Id field.


Note: Records that are ungrouped can be manually grouped with other records, if needed based on their new work id.

Items that are sideload will not have the .b numbers.  Instead they will have a number supplied by their vendor.  You can find this number under the individual record.  The is the information that is for the Record Id.


Make sure to Save your work.


The next time the record indexes, it will be ungrouped from the record.  The indexing will take overnight.  


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

Regrouping Items - If a record needs to be regrouped (i.e., un-ungrouped), all you have to do is click Edit under Actions.  Clicking the Delete button will regroup it in the next index.  Again, the indexing will take overnight to make the change.

Meeting Date: 
Tuesday, 2017, June 6
Documentation Type: