Merging duplicate WorldCat records in Connexion Client
Overview
These instructions explain the process of linking and merging duplicate bibliographic WorldCat records in Connexion Client.
Record comparison
Compare all records to be merged, looking at all fields to help determine if the records are duplicates. See Merging duplicate books, continuing resources, and duplicate score records for miscellaneous notes for each field.
When comparing records, be sure to note the fields that will / will not automatically transfer. See Record merge field transfer and merge matrix for information regarding those fields.
Connexion set-up
The OCLC Merge Menu must be turned on in Connexion Client before you will be able to link/merge bibliographic records. This task only needs to be completed the first time. To do this, the Options.xml file that belongs to the Client profile you are set up to use must be edited to include the OCLC Merge Menu enable flag.
Editing the Options.xml file
The editing of the Options.xml file MUST be done with the Connexion Client CLOSED.
Locate the Options.xml file that belongs to the Client profile.
Note: Editing the Options.xml file that is in the Program Files directory (where the Client is installed) will NOT be effective. You must edit the one in your Application Data directory.
In Windows 7, Windows 8, and Windows 10, it will likely be located at:
C:\Users\<username>\AppData\Roaming\OCLC\Connex\Profiles\MyProfile
In Windows XP, it will likely be located at:
C:\Documents and Settings\<username>\Application Data\OCLC\Connex\Profiles\MyProfile
If the Options.xml file is not displayed in your Application Data directory, confirm that hidden files are marked as visible within the Folder Options in the Control Panel.
Use Notepad to edit the Options.xml file. The top of the file will appear as below. Insert the merge menu item key text outlined below on a new line immediately after the <section name="Options"> line. The inserted line will be the 4th line in the file. It must appear exactly as it is shown below and be in that exact location.
Once this is in place, when you log onto the Connexion Client, you will see a "Merge" menu at the top of your screen, next to the "Help" menu.
Linking records
Bibliographic records must first be linked before they can be merged. You must be logged on with a WorldCat Mode authorization to merge duplicate records.
Linking records can be done from either a single record display or from a WorldCat search results display list. You must be displaying either a record or a list of search results to use the menu.
Linking from a single display
Click Merge.
Choose either LinkBib Dialog or Add to LinkBib.
- LinkBib Dialog
- Allows you to manually enter the retained record's control number, or add the active record's control number automatically by selecting the Add from Active Record/List button at the bottom of the box, followed by the control number(s) of the record(s) to be merged.
- Allows you to manually enter the retained record's control number, or add the active record's control number automatically by selecting the Add from Active Record/List button at the bottom of the box, followed by the control number(s) of the record(s) to be merged.
- Add to LinkBib
- Automatically adds the active record's control number as the retained record.
- Followed by the control number(s) of the record(s) to be merged.
Note: The control number that is next to the asterisk in the Link Bib box is the record that is to be retained. If that is not the record that should be retained, the control numbers can be moved up or down the list by selecting the Move Up or Move Down buttons in the Link Bib box. - Once you have entered the control numbers for all the records you want to merge, with the retained record listed first, click Link Bibs.
- You will then get a brief record list with the retained record listed first.
- Automatically adds the active record's control number as the retained record.
Linking from a WorldCat search list
Click Merge.
Choose either LinkBib Dialog or Add to LinkBib.
- LinkBib Dialog
- Allows you to manually enter the retained record’s control number, or to add the active record’s control number automatically by selecting the Add from Active Record/List button at the bottom of the box.
- Click on a record on the list, then click Add from Active Record/List and the control number for that record is then added to the list of records to be merged.
Note: Records do not have to be open to link them together from the search list. The record that is highlighted in the list is the active record which can be added to the Link Bibs box by selecting the Add from Active Record/List button at the bottom of the link box.
- Add to LinkBib
- Choosing this instead of LinkBib Dialog automatically adds the active record's control number as the retained record.
- Then add the control numbers of the records to be merged by clicking on each, in turn, in the list and then clicking Add from Active Record/List.
- When you have added all the ones you want to merge, click Link Bibs.
Note: The control number that is next to the asterisk in the Link Bib box is the record that is to be retained. If that is not the record that should be retained, the control numbers can be moved up or down the list by selecting the Move Up or Move Down buttons in the Link Bib box before you click Link Bibs.
- Choosing this instead of LinkBib Dialog automatically adds the active record's control number as the retained record.
Error messages
If any of the record numbers are not found, locked by other users, or are cross-referenced to other records, you will receive the appropriate error message.
- 'Not found' Error Message
- 'Locked by other users' Error Message
- 'Cross-referenced to other records' Error Message
Editing records
The retained record appears as the first record in the Link Bib List. All of the records in the display are locked once you have linked the records. You may view and edit a record and move back and forth to any records in the list without replacing the record you were viewing. Any changes/edits made to the retained record or to a field that will merge from one of the non-retained records will persist in the record after the merge.
When you edit a record during the merge process, your OCLC symbol is NOT added to the 040 string when you merge the records. If you edit and replace a record after the merge, then your OCLC symbol will be added to the string.
Holdings are not set when you complete a merge transaction.
Removing records
If you keyed an incorrect control number, and have not already linked them, you can remove it from the list by highlighting the number and selecting the Remove button in the Link Bibs box. If you have already linked them, then you must cancel the merge in order to remove the incorrect record.
Cancel merge
If you decide that the records are not duplicates, you can cancel the merge by selecting Cancel Merge from the Merge menu. Also, after you have linked the records, if you decide you prefer to retain a different record in the set than the one you initially selected, you can cancel the merge and start over with the one you've now decided to retain first in the list.
Merge records
If the records are okay to merge and you have completed any editing, you can initiate the merge by:
- Click Merge.
- Select Merge.
You can give the merge command while viewing the Link Bibs List or any individual record. The system will respond by redisplaying the retained record, showing the control number(s) of the merged record(s) in the 019 field and any transferred fields (see Record Merge Field Transfers document for more information regarding field transfers).
Record recovery
Once the records are merged, you can only undo the merge by requesting a record recovery. During your review period, send recovery requests to your reviewer. Once you have gained independence, please send them to OCLC Metadata Quality staff at bibchange@oclc.org.
Last edited by: Shanna Griffith
Date: 22 July 2019