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Modify a collection to select your subset of titles (Fundamentals)

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Follow the instructions to download a KBART-formatted spreadsheet of title data, modify the data to match your subscription, and upload the collection.

 Note: If you are a WMS library or using full WorldShare Collection Manager, see Modify a collection to select your subset of titles. 

About adding knowledge base collections

To see the collections in the global knowledge base, browse the collections available in the WorldCat knowledge base (updated monthly). Alternatively, perform a search in Collection Manager Fundamentals to return all available collections. Deselect My Selected Collections and click Search.

When to select a knowledge base collection in full (the entire collection)

Select a knowledge base collection in full if it is available in the global WorldCat knowledge base and the entirety of the collection titles match your subscription.

When to modify a collection to select your subset of titles

Modify a knowledge base collection if it is available in the global WorldCat knowledge base and your library subscribes to a subset of the titles in the collection.

If your library subscribes to a subset of the titles in a collection, you can modify the collection. You have the following options for selecting the collection:

  • Select the titles individually via the Titles drop-down in the collection.
  • Modify the title selections, coverage and other title data to match your library-specific holdings one title at a time within the interface or in bulk by modifying the KBART-formatted spreadsheet and uploading your modified file.
When to create a knowledge base collection

If a collection your library needs is not already represented in the global WorldCat knowledge base data, create a knowledge base collection in Collection Manager Fundamentals using the steps on this page. For example, if your library has a niche or unique electronic collection, you can create the collection.

Find instructions to create knowledge base collections for print serials or represent databases:

For some collections, OCLC and your provider can automatically add and maintain your library-specific collection data. See Providers and contacts for automatic collection loading for more information.

 Caution: Once you have requested to have your collections selected automatically, do not add, delete, or update any of the titles within the collection. If there is an issue with the titles selected or missing from your collection, please contact OCLC Support with examples.  

For other methods to add knowledge base collections, see Choose a method to add or create a knowledge base collection.

Watch a video

Select and edit WorldCat knowledge base collections (11:37)

This video demonstrates how to use WorldShare Collection Manager Fundamentals to select and edit WorldCat knowledge base collections, as well as edit these collections using the KBART files.

Modify a collection to select your subset of titles

You have the two options for modifying titles within collections. Follow the instructions to Search for a knowledge base collection and then choose an option:

Search for a knowledge base collection

Use the search field to find collections that you have created or collections and providers that are in the global WorldCat knowledge base.

 Note: If you are a WMS library or using full WorldShare Collection Manager, please see Search for collections in Collection Manager. 

About

Follow these instructions to search Collection Manager Fundamentals for Knowledge base collections (collections available in the global WorldCat knowledge base and/or knowledge base collections you have already selected or created).

See Search for data sync collections for instructions to search for data sync collections that you have created.

Search for a collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager Fundamentals.
  2. Select a Data Type from the drop-down list.
  3. Depending on the Data Type selected above, select a scope to limit your search. Options include:
    • My Selected Collections: Search across your library-specific collections that you have created or selected.
    • All Collections: Search across items that are available in the global collections available in the WorldCat knowledge base and collections you have created.
    • Not Selected Collections: Search for collections to add to your knowledge base that are not currently selected.
    • See Activity History for information about the available scopes for the Activity History Data Type.
  4. In the Search Term(s) field, enter your terms or leave the field empty.
  5. Click Search.
  6. After search results are returned, you can filter your results by using the Filter by drop-down list at the top of the search results:
    • Collection Type - From the second drop-down list, select a collection type.
      • Cataloging Partner Collections
      • Databases (Contains No Titles)
      • Knowledge Base Collections
      • Query Collections
    • Collections I Created
    • Contains Open Access Content
    • Demand Driven Acquisitions Collections
    • Discontinued 
    • Document Delivery Collections
    • Google Scholar - From the second drop-down list, select enabled or disabled.
    • Maintain WorldCat Holdings - From the second drop-down list, select enabled or disabled.
    • MARC Record Delivery - From the second drop-down list, select enabled or disabled.
    • OCLC Cataloged Collections
    • Sharing - From the second drop-down list, select an option.
      • Collections Shared By My Library
      • Collections Shared To My Library
    • Use Proxy
      • Enabled
      • Disabled
  7. (Optional) Add addtional filters by using the green plus add icon (collection-manager-add-icon.png). 
  8. Click Filter to filter the results based on your specifications.

Collection search results

Items in your search results will be marked with a collection type and other details.

Collection search results in Collection Manager Fundamentals - table
Collection type Column Description
Knowledge base collections Collection Click a collection name to view or edit the collection.

The Collection ID can be used in lieu of a collection name when discontinuing a feed.
Type / Attributes
 
Attribute Description
Demand Driven Acquisitions The collection is part of a Demand Driven Acquisitions program where OCLC is working with a feed from the provider to automatically update the collection metadata.
Discontinued The collection is no longer being actively maintained or updated by knowledge base data updates.
Document Delivery The collection is available for user with your library’s document delivery program.
Google Scholar Disabled The titles in the collection are not submitted to Google to create links in Google Scholar.  See Google Scholar for more information.
Google Scholar Enabled The titles in the collection are submitted to Google to create links in Google Scholar.  See Google Scholar for more information.
License(s) Available The collection has licenses available. Click License(s) Available to see the status of the license (current, expired, etc.). For more information, see Edit, renew, or terminate a license.
Locally Created The collection is a custom collection created by your institution.
OCLC Cataloged The collection is cataloged by OCLC staff and made available through Collection Manager by the provider.
Open Access The collection is an open-access collection.
 
Provider The vendor or content provider who supplies the collection. Click a provider name to view all collections supplied by the provider.
Updated The date and time the collection was last updated.
Selections

Indicates whether the collection has been selected and, if it has, how many titles from the collection are currently selected.

 
Sharing Indicates whether you have shared the collection with another institution.

To view the libraries you shared the collection with, click the collection's name. Once you are in the collection, click the Sharing accordion.

Search for a title

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager Fundamentals.
  2. Select Title as the Data Type from the drop-down list.
  3. Select a scope to limit your search. Options include:
    • My Selected Collections: Search across your library-specific collections that you have created or selected.
    • All Collections: Search across items that are available in the global collections available in the WorldCat knowledge base and collections you have created.
    • Not Selected Collections: Search for collections to add to your knowledge base that are not currently selected.
  4. Change the Title Index to one of the below options:
    • Keyword
    • Title
    • ISBN
    • ISSN
    • OCLC Number

       Note: Searching by the OCLC Number Title Index without search terms will fail to return results.

  5. In the Search Term(s) field, enter your terms or leave the field empty.
  6. Click Search.
  7. After search results are returned, you can filter your results by using the Filter by drop-down list at the top of the search results:
    • Coverage - Date - Format date as YYYY-MM-DD, YYYY-MM, or YYYY.
    • Coverage - Enumeration - Enter a volume and issue number.
    • Coverage Depth -  From the second drop-down list, select a coverage depth.
    • Provider - From the second drop-down lists, select or search for a specific provider.
  8. (Optional) Add addtional filters by using the green plus add icon (collection-manager-add-icon.png). 
  9. Click Filter to filter the results based on your specifications.

Search for a title within a collection

You can also search for a title directly from within a collection.

  1. Search for a collection and click on the collection name in the results to open your desired collection.
  2. In the collection details, click on Titles to expand the accordion. 
  3. In the Search Title field, enter your terms.
  4. You can filter your results by expanding the Filter by drop-down beside the Search Title field. Options include:
    • Coverage - Date - Format date as YYYY-MM-DD, YYYY-MM, or YYYY.
    • Coverage - Enumeration - Enter a volume and issue number.
    • Coverage Depth -  From the second drop-down list, select a coverage depth.
  5. (Optional) Add addtional filters by using the green plus add icon (collection-manager-add-icon.png). 
  6. Click Filter to filter the results based on your specifications.

Title search results

Items in your search results will be marked with a title and other details.

Title search results in Collection Manager Fundamentals - Table
Column Title
Title Click on a title to view or edit the title.
Collection Click a collection name to view or edit the collection.

The Collection ID can be used in lieu of a collection name when discontinuing a feed.
Coverage Depth

Indicates one of the following:

  • Audio
  • Ebook
  • Image
  • Journal - Abstracts
  • Journal - Full Text
  • Journal - Indexed
  • Journal - Print
  • Journal - Selected Full Text
  • Other
  • Video
Coverage

Any coverage selections available for the title. Options include:

  • Date
  • Volume
  • Issue
Identifiers

Indicates the provided identifiers associated with the title. Options include:

  • OCLC Number
  • ISBN
  • Website

Click on the pencil button (wms-pencil-button.png) to edit the title.
Selections

Indicates whether the title has been added to your holdings.

To remove a title from your holdings, click Deselect Title.
Action

Click Add to... to:

  • Create a new order (click Add to... > Order)
  • Add the title to a purchase request without leaving Collection Manager (click Add to... > Purchase Request)

Search for a provider

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager Fundamentals.
  2. Select Provider as the Data Type from the drop-down list.
  3. Select a scope to limit your search. Options include:
    • My Selected Collections: Search across your library-specific collections that you have created or selected.
    • All Collections: Search across items that are available in the global collections available in the WorldCat knowledge base and collections you have created.
    • Not Selected Collections: Search for collections to add to your knowledge base that are not currently selected.
  4. In the Search Term(s) field, enter your terms or leave the field empty.
  5. Click Search.

Provider search results

Items in your search results will be marked with a provider and other details.

Provider search results in Collection Manager Fundamentals - Table
Column Title
Provider The vendor or content provider who supplies the collection. Click a provider name to view all collections supplied by the provider.
Attributes
Shared by my library Indicates that your library shared the collection.
Shared to my library Click on the name of the provider who shared the collection with your library to view their profile.
Locally Created Indicates that the collection was created locally.
Selections

Indicates how many collections the provider has, along with how many are selected. Click on a number to view all collections supplied by the provider or all selected collections.
Actions

Click Local Provider Actions to:

  • Delete Provider
  • Edit Provider

Tips for using the search field

Leave the search box empty to return all collections
If you plan to filter your search results, first perform a search by leaving the search box empty. Note that if:
  • My Selected Collections is selected, an empty search will return your library-specific collections.
  • All Selected Collections is selected, an empty search will return collections in the WorldCat knowledge base.
  • Not Selected Collections is selected, an empty search will return all collections not selected by your library.
Use a truncation operator
To search with a truncation operator, use an asterisk (*). For example:
  • nature* returns all items starting with "nature"
  • LHR* returns all items containing "LHR" in the Collection Name or Collection Type fields
Search by OCLC number, ISBN, or ISSN
To search by OCLC number, ISBN, or ISSN, choose Title from the drop-down list, enter the number, and click Search.
Search by Provider if searching by Collection is unsuccessful
A knowledge base collection might be available but by a slightly different collection name than you expect. If searching by Collection does not return what you expect, try searching by Provider.

Use filters

Perform a search and then filter your search results or return all collections and then filter your results. To return all collections and then filter your search results:

See Activity History for information about searching and using filters for the activity history.

Watch a video

Search for collections (9:16)

This video demonstrates how to search in WorldShare Collection Manager Fundamentals, including limiting a search query, as well as use filters to refine a search result.

 

Search the Activity History

The Activity History in WorldShare Collection Manager Fundamentals applies to knowledge base collections. It does not include information about data sync collections.

 Note: Activities are tracked for 90 days.

Search results will be ordered with the most recent activity first.

Search for OCLC cataloged collections

To find additional information about this collection type, see OCLC cataloged collections.

Filter for OCLC cataloged collections

  1. Leave the Search Term(s) field empty.
  2. Change the Scope to one of the below options:
    • My Selected Collections: Search across your library-specific collections that you have created or selected.
    • All Collections: Search across items that are available in the global collections available in the WorldCat knowledge base and collections you have created.
    • Not Selected Collections: Search for collections to add to your knowledge base that are not currently selected. 
  3. Click Search.
  4. After search results are returned, expand Filter by at the top of the search results.
  5. Select from the drop-down list an option to filter your search results:
    • Collections I Created
    • Collections Shared By My Library
    • Collections Shared To My Library
    • Contains Open Access Content
    • Databases (Contains No Titles)
    • Demand Driven Acquisitions Collections
    • Discontinued
    • Document Delivery Collections
    • Google Scholar
    • Knowledge Base Collections
    • Maintain WorldCat Holdings
    • MARC Record Delivery
    • OCLC Cataloged Collections
  6. Navigate to the Metadata tab > Collection Manager Fundamentals.
  7. Select Activity History from the Data Type drop-down menu.
  8. Select the Scope. Options include:
    • My Institution's History: Search across collections that relate to your library.
    • All Institution's History: Search across all institutions' history.
  9. In the Search Term(s) field, enter your terms or leave the field empty to return all Activity History.
  10. Click Search.
  11. In the WorldShare interface, navigate to Metadata > Collection Manager Fundamentals.
  12. Select Collection as the Data Type and All Collections as the Scope.
  13. Leave the search box empty and click Search.
  14. To filter the search results, choose OCLC Cataloged Collections from the drop-down list.

Option 1: Modify titles using a KBART file

Download a KBART-formatted file of title data

Navigate to the collection
  1. Navigate to Metadata > Collection Manager Fundamentals.
  2. In the search box, search for your knowledge base collection (Deselect My Selected Collections if appropriate for your search).
  3. Click on the name of the collection to open the collection.
  4. Use the Collection Actions drop-down list to select Download Titles in This Collection.
    • If you select My Selected Collections, the file will not be immediately available. A Download here link appears on the collection when the file is ready.

      More actions menu under Titles dropdown
Choose a download Scope
  1. In the Download Collection File box, choose the Scope of your file:
    • Available titles in collection
      If you have not selected any titles in the collection, the scope "Available titles in collection" will be the only option displayed. If you choose the "Available titles in collection" scope, your file will contain the complete title data from the global knowledge base collection and can be used to select the desired titles for your library's local holdings.
      • Choose this option if you want to download title data for all of the titles available in the collection.
    • My Selected Titles
      If you have selected titles in the collection, you will see the scope "My Selected Titles". Selecting this scope means your file will contain only your selected and/or modified titles.
      • Choose this option if you are downloading title data for a subset of titles you have already selected.
        • The file will be generated. The user is asked to return to the collection and select the Download it here link when the file is ready.
  2. Click Download.
  3. The file you download will be a .txt file. To edit the file, open it in Microsoft Excel or in an equivalent spreadsheet editing application.  
Open your .txt file as a KBART spreadsheet

Open the .txt file you downloaded from the WorldShare interface in a spreadsheet editing application:

  1. Open the .txt file in Notepad or TextEdit.
  2. Navigate to Edit > Select All and copy the entire selection.
  3. Open Office, Microsoft Excel, or your preferred spreadsheet editing application.
  4. Click in the first cell of the spreadsheet and then right click and paste. The content of the .txt file will populate the spreadsheet in KBART format.
  5. Sometimes tab delimited text files get corrupted in the process of opening them. Check to make sure that the columns are not reformatted and correct the formatting if needed. For example, the below columns may more frequently need correcting:
    • Date columns
    • ISSN or ISBN (print_identifier)
    • eISSN or eISBN (online_identifier)
    • OCLC Entry ID (oclc_entry_id)

 Caution: If you wish to download the titles from a very large collection such as a HathiTrust collection or an Internet Archive collection, it will download but will truncate your titles.  See Download large files for Internet Archive and HathiTrust collections and for My Selected Titles (KBART) for more information.

Open your .txt file as a KBART spreadsheet

Open the .txt file you downloaded from the WorldShare interface in a spreadsheet editing application:

  1. Open the .txt file in Notepad or TextEdit.
  2. Navigate to Edit > Select All and copy the entire selection.
  3. Open Office, Microsoft Excel, or your preferred spreadsheet editing application.
  4. Click in the first cell of the spreadsheet and then right click and paste. The content of the .txt file will populate the spreadsheet in KBART format.
  5. Sometimes tab delimited text files get corrupted in the process of opening them. Check to make sure that the columns are not reformatted and correct the formatting if needed. For example, the below columns may more frequently need correcting:
    • Date columns
    • ISSN or ISBN (print_identifier)
    • eISSN or eISBN (online_identifier)
    • OCLC Entry ID (oclc_entry_id)

 Caution: If you wish to download the titles from a very large collection such as a HathiTrust collection or an Internet Archive collection, it will download but will truncate your titles.  See Download large files for Internet Archive and HathiTrust collections and for My Selected Titles (KBART) for more information.

Edit KBART title data

See KBART values and formatting, Recommended values by format to:

  • Delete titles that aren't part of your access
  • Modify coverage information
  • Modify other title data
  • Add values to the ACTION column

    See the KBART ACTION column values for more information.

Save your file

Before you upload your file to the WorldShare interface, save your spreadsheet as Text (Tab delimited) (.txt).

 Note: If the file includes diacritics, including Non-Latin/Non-Roman characters, save it as Unicode Text (.txt). When you upload the file in the WorldShare interface, use the File encoding drop-down list to change the default selection to UTF-16LE (Unicode Text/Excel).

Upload your file

  1. Navigate to Metadata > Collection Manager Fundamentals.
  2. Search for a knowledge base collection (Select My Selected Collections if appropriate for your search).
  3. Click on the name of the collection to open the collection.
  4. Use the Collection Actions drop-down list to select Upload Titles to This Collection.
  5. In the Upload Collection File box, choose the Scope of your file:
    • Update changes only (default)
      Choosing "Update changes only" causes the system to look only for changes in the file and to use the specified ACTION value to determine how to process the changes. Choose this option if:
      • You are creating a collection for the first time
      • You have made changes to title data and are using the "overlay" or "covoverlay" ACTION value
    • Replace all titles in collection
      Choosing "Replace all titles in collection" will cause the system to delete or deselect any existing title selections in the collection and replace them with the information in the new file you are uploading. Choose this option if:
      • You are using a file to delete or deselect titles from a collection
        kb_upload_collection_file.png
    • Choose an upload File encoding
      1. Leave the default File encoding UTF-8 unless you need to change it. If your collection data includes Non-Latin/Non-Roman characters, use the File encoding drop-down list to change the default selection to UTF-16LE (Unicode Text/Excel).
        The following options are available:
        • UTF-8
        • ISO-88591 (LATIN-1)
        • UTF-16LE (Unicode Text/Excel)
  6. Browse for and select your .txt file and click Upload. The upload will process.
  7. When the upload has finished processing, preview the report and decide whether to approve the KBART upload or discard it and start again.
    • The upload preview will be available for 72 hours from the generation date.
  8. The collection will then be locked for re-indexing until your changes have had time to process.

 Caution: Excel files (.xls) and (.xlsx) will NOT upload correctly. Your file should be saved as a (.txt) tab delimited text file, Unicode Text .txt.

View the status of your file upload

 Note: When reporting problems, include your Registry ID and attach the file you attempted to upload. If possible, include proxy credentials that will allow us to access full-text links. Your information is needed to diagnose and resolve certain issues.

After you upload a knowledge base collection in Collection Manager Fundamentals, you can check the status of your file upload by opening the Collection History accordion within the collection.  Alternatively, you can view your institution's history in your institution Activity History. See Collection Manager Activity History for more information.

Option 2: Modify titles one-by-one in the interface

To modify one title at a time:

  1. Navigate to the collection. Open the collection and expand the Titles accordion.
  2. Modify title information:
    • Select and deselect titles
    • Modify coverage, and so forth

For more information, see KBART values and formatting.