Help:How to merge titles

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If you see an author (or artist, or editor) has a work listed twice in the ISFDB, then the two works can probably be merged. Here's a checklist to run through before you merge them, followed by instructions on how to merge.

Criteria for merging

If something is a candidate for merging, then the titles should match exactly, and so should the author/editor name, and generally the publication type. For example, if you see two versions of a Robert Sheckley story, "Shape", and "Keep Your Shape", and you happen to know that these are the same story, that's not a candidate for merging. This story was in fact published under both those titles, so that's a variant title. Merging destroys one title record in favour of another, so we only do it when the titles are identical. Similarly, Heinlein's "Successful Operation" was originally published as by "Lyle Monroe", and later republished under Heinlein's own name. These are also variants, despite the title being identical; merges require that the author and title field both match identically. See How to record a pseudonym and How to record a variant title for help on how to deal with those situations. Artwork should not be merged.

Records with different types should generally not be merged. For example:

• "In the Presence of Mine Enemies" is a work of SHORTFICTION that was later expanded into In the Presence of Mine Enemies a NOVEL. These records should not be merged.
• The Last Defender of Camelot is a COLLECTION which contains "The Last Defender of Camelot", a work of SHORTFICTION. These records should not be merged.
• The Bells of Shoredan is a CHAPTEREBOOK which contains "The Bells of Shoredan" a work of SHORTFICTION. These records also should not be merged. (In many ways a CHAPTERBOOK is treated as a one-item COLLECTION.)

There are also cases where a novel has the same title as a collection, or where two collections with quite different contents have the same title. These also should not be merged.

How to merge titles (advanced search method)

1. Don't confuse separate publications with separate titles. To be quite sure that a merge is necessary, the most straightforward thing to do is use the "Title Search" section of the Advanced Search screen. Enter the title and author's name and submit the search; the results will list titles, not publications. If you don't see two identical listings here, then there's no merge to do.
2. If you do see two (or more) identical listings, you can click on the title link in each case to look at the publications for each title. Once you have decided that the titles really do need to be merged, return to the search results page, and check the box on the left of every title that you want to merge. Then click the "Merge Selected Records" button.
3. A title merge results screen will display, showing you the different records you're merging, and highlighting any differences between them. The screen will display a green background for any fields that were identical across all the records that are being merged. This should always include the title and author. However, perhaps one record showed the story as just "short fiction", which gives a value of "sf" in the title_storylen field, whereas another record showed the story as "ss", for "short story", which is more specific, meaning that it's under 7500 words. In that case, both values will be shown on a red background, and you can choose which value to preserve on the merged record. For the example given, you would want to preserve the "ss", since that's more specific, unless you had some reason to believe it was incorrect or unreliable. Click on the radio button next to the value you want to keep, and then click on the "Complete Merge" button.
4. This will submit the record. Once a moderator approves it, the merge is complete.

How to merge titles (Find duplicates method)

Instead of using Advanced Search, you can use the "Duplicate Candidates" feature to detect duplicate titles, and merge them. This is particularly useful if you suspect there may be duplicates, but are not sure of the titles, or if there may be multiple duplicates for a single author, as is likely after adding a new collection (or adding contents manually to a collection) when some or all of the contents may well have been published elsewhere.

1. Go to the main display for the author of the works involved (Summary Bibliography page).
2. Select the "Dup Candidates" link in the "Editing Tools" section of the left-hand navigation sidebar.
3. If any exact duplicates (two or more title records with the exact same title) are found, they will be displayed, grouped by title. (if none are found, the message "No dup candidates found." will display.)
4. In each group, look at the "Year", "Type", and "Authors" columns. If the Types are different, you should probably not merge. If the authors are different, you should not merge, but may want to set up a variant title relationship. (See How to record a variant title.) Different year values may be merged, but further checking is a good idea, see the next step. Watch particularly for type mismatches. For example, if one title is type COLLECTION, but another is SHORTFICTION, this probably means that the collection has a title story, and no merge should be done. A mismatch of COLLECTION vs ANTHOLOGY or NOVEL vs COLLECTION just might mean that the same work has been recorded in two different ways. In such cases a merge might be a good idea, but further checking is needed to determine this (see the next step). If unsure, do not merge.
5. Each of the titles links to its title record display page. Right-click on the title, and select "open in new window" or "Open in new tab" or whatever similar feature your browser provides. You can then see the full information on that title record and its publications. Compare the two (or more) title records to help determine if the titles should be merged, made variants, or left alone. There may be relevant notes.
6. Once you have decided that the titles really do need to be merged, return to the Duplication Finder page, and check the box to the left of every title (within the group) that you want to merge. Then click the "Merge Selected Records" button below that group. Each group operates separately.
7. A title merge results screen will display, showing you the different records you're merging, and highlighting any differences between them. The screen will display a green background for any fields that were identical across all the records that are being merged. This should always include the title and author. (The one exception: if the same set of authors are listed in different order, it is OK to merge. For example, if one title says "Isaac Asimov+Robert Bloch" and the other says "Robert Bloch+Isaac Asimov" a merge is OK. But be very sure that the individual authors are using the identical spellings in such a case.) However, perhaps one record showed the story as just "short fiction", which gives a value of "sf" in the title_storylen field, whereas another record showed the story as "ss", for "short story", which is more specific, meaning that it's under 7500 words. In that case, both values will be shown on a red background, and you can choose which value to preserve on the merged record. For the example given, you would want to preserve the "ss", since that's more specific, unless you had some reason to believe it was incorrect or unreliable. Similarly, one record might give the date as "1989-00-00" and the other as "1989-06-00". (Generally select the more specific one or the earlier one, but checking may be needed. Click on the radio button next to the value you want to keep, and then click on the "Complete Merge" button. This will submit a title merge edit, which will take effect when it is approved by a moderator.
8. If there were other groups on the Duplication Finder page, click the browser's "Back" button twice to return to that page. Look at the next group, and decide what to do with it. Repeat for every group on the page, merging where appropriate.

You can also use the "Similar Title Mode" on the Duplication Finder. This will find titles that are not identical, but are similar. Generally such titles should not be merged, unless one represents an entry error (be very sure before assuming an entry error. Normally you should check with the actual book or publication, or with another editor who has a copy, before proceeding.) However, if the similar titles represent the same work, a variant title relationship should usually be set up. See How to record a variant title for more information. Note that the titles which the ISFDB software flags as similar are often for clearly different works, be careful and use judgment before acting on any match in "similar title mode".

How to merge titles (Show all Titles method)

Instead of using Advanced Search or Find Duplicates, you can use the "Show All Titles" feature to detect duplicate titles, and merge them. This is particularly useful if one or both of the titles is already listed as a variant title (VT). It also works well if you know the specific title you are looking for, or if the author's bibliography is fairly short.

1. Go to the main display for the author of the works involved (Summary Bibliography page).
2. Select the "Show All Titles" link in the "Editing Tools" section of the left-hand navigation sidebar.
3. The page will display an alphabetical list of all title records for that author. (If there are more than 100, only the first hundred will be displayed. Follow the link [100-199] at the lower left of the page for the next hundred.)
4. Each of the titles links to its title record display page. Right-click on the title, and select "open in new window" or "Open in new tab" or whatever similar feature your browser provides. You can then see the full information on that title record and its publications. Compare the two (or more) title records to help determine if the titles should be merged, made variants, or left alone. There may be relevant notes.
5. As discussed above, be careful to be sure that you only merge titles that represent the same text. Title and Author should be identical, and usually type should be identical
6. If you want to merge 2 or more titles, click the checkboxes to the left of the title you want to merge, and then click "Merge Selected Records".
7. A title merge results screen will display, showing you the different records you're merging, and highlighting any differences between them. The screen will display a green background for any fields that were identical across all the records that are being merged. This should always include the title and author. However, perhaps one record showed the story as just "short fiction", which gives a value of "sf" in the title_storylen field, whereas another record showed the story as "ss", for "short story", which is more specific, meaning that it's under 7500 words. In that case, both values will be shown on a red background, and you can choose which value to preserve on the merged record. For the example given, you would want to preserve the "ss", since that's more specific, unless you had some reason to believe it was incorrect or unreliable. Click on the radio button next to the value you want to keep, and then click on the "Complete Merge" button.
8. This will submit the record. Once a moderator approves it, the merge is complete.

See also

• Editing:Merging Titles