Merging/Splitting Titles

The Title Manager system understands that you may have several different formats of the same content. In other words, you may have a hardback, paperback and ebook format. In this case, it is unnecessary busy work to have to add data content that is shared between these editions, such as: contributor details, descriptions and possibly covers. 

In the first instance, the system will automatically try to merge titles that have the exact same name. The easiest way to check whether titles are merged appropriately is to add the item "Content ID" to your title list. This is because the Content ID is the Stison-specific number by which content is grouped or stored on the system. In the following screenshot, you can see that there are 3 examples of merged content, which we have marked with red circles:

The following screenshot shows you the buttons that are present within the system - they exist separately beside each title name.

If after you reviewed the Content Id information and you have spotted that a title has not merged with others, though it should have, you can manually tell the system to do so.

Merging Titles:

In order to merge a title with another, you simply click onto the Merge button beside the relevant title. The following will come up:

 

A box will come up on your screen called "Select destination content". As you can see, the system will look for the title that it thinks you want to merge it with, based on the name. In this case, the system has retrieved the PB version, which is accurate as I am linking it to the HB.

If no title comes up onto this screen to link with, it can mean 1 of 2 things:

• The title is already linked with others, and therefore you don't need to manually link it. The easiest way to check this is to go into a title record and view one of the tabs that will show more than one edition. In other words, access a tab that has data that is specific to a title, for instance the ISBN or format. Here are two examples.

In the first screenshot you can see how the system will list all of the formats down vertically within the Forms tab.

In the following screenshot, you can see how the system might list the formats as separate sub tabs

• If you've gone into the title record and it doesn't appear to be linked already, then there is a chance that the titles are written differently on the system. Go into each individual title record to ensure that the titles are written the same. A common error is that publishers will add the subtitle within the full title field. You need to separate them out by adding the 'sub title' to that field and leaving it out of the Full Title field.

Once you've confirmed that the title names are the same between the title records, then you need to try to merge them again by following the instructions as above. 

 

Top Tip:

Please note that if you are still finding that you can't merge the titles, then there is a chance (if you are also using the Royalties module) that one of the titles has already been included in a pay run. You will need to email [e-mail] for support.

Splitting Titles:

At some stage you may want to un-merge, or split the title records. If this is the case, then you will need to go to the title you want unlinked and click on the 'Split' button. The system will do it automatically once you click it. You should go back into the relevant title records and make sure they appear as independent records.