Skip to main content
OCLC

Create a knowledge base collection

Create a knowledge base collection that is not in the global WorldCat knowledge base. Use these instructions to create an electronic collection that is not in the global knowledge base or to create a print collection.

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 to return all available collections. Deselect My Selected Collections and click Search.

When to select a knowledge base collection in full

Select a knowledge base collection in full if it is available in the global WorldCat knowledge base and matches 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.

Knowledge base collections in search results returned from a search in Collection Manager will be marked Customizable or Non-Customizable.

Customizable and Non-Customizable collections

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

  • Select the collection as a whole
  • 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

If a collection in Non-Customizable, you have the following options for selecting the collection:

  • Select the collection as a whole

 Note: You will be able to download a KBART-formatted spreadsheet of the title data for both Customizable and Non-Customizable collections. Find more information about Customizable and non-customizable collections and specific requirements for creating and sharing collections.

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

Watch a video

Select and modify WorldCat knowledge base collections (19:51)

This video demonstrates how to use the WorldShare Collection Manager application to select and modify WorldCat knowledge base collections, as well as modifying these collections using the KBART file method.

Create a knowledge base collection

You have two options for adding titles to your collection. Follow the instructions to Create a collection and and to Navigate to the collection you created. Then follow the steps to Add titles using a KBART file upload or to Add title one-by-one in the interface.

Watch a video

Create WorldCat knowledge base collections (21:13)

This video demonstrates using WorldShare Collection Manager, as well as KBART files, to create knowledge base collections to add your e-journal, e-book collections or print serial collections not found in the global WorldCat knowledge base.

 

Create a collection

  1. Sign in to the WorldShare interface at your library's WorldShare URL. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms
  2. Navigate to Metadata (or Licenses)> Collection Manager.
  3. Click Create a Collection and choose Knowledge Base Collection.
  4. Open the Properties accordion for a new collection:
    1. Enter a Collection Name.
    2. A Collection ID will be generated automatically.
      • You have the option to customize this ID but the value must remain unique among collections and begin with "customer"
    3. Optional. Enter a Provider.
      • When you create a knowledge base collection, you have the option to complete the field for Provider. If your provider is not already in the WorldCat knowledge base, you can create a custom provider so that the provider will be available in your local knowledge base. Your custom provider (for example, "My University") will be searchable content in Collection Manager. You will be able to sort this provider among the other WorldCat knowledge base providers when you elevate links from a specific provider for WorldCat Discovery.
    4. For the Sharing setting, Non-Customizable is selected by default. See Customizable and non-customizable collections for more information. Change the setting to Customizable if:
      • You plan to contribute the collection to the global WorldCat knowledge base
      • You want to share the collection with other institutions and want the title selections and settings, such as coverage information, to be editable

 Caution: You will not be able to edit the Customizable vs. Non-Customizable setting once the collection is created. A unique numerical value in the oclc_entry_id column of your KBART file is required for Customizable collections.

  1. Click Create.

Navigate to the collection you created

  1. Navigate to the Collection Manager search box.
  2. Leave My Selected Collections selected and click Search.
  3. Use the Filter drop-down list at the top of the screen to narrow your search results. Choose:
    • "Collections..." and "I created."

Option 1: Add titles using a KBART file upload

 Learn more in a training course: Advanced editing of WorldCat knowledge base collections

Download a KBART-formatted template

  1. Navigate to the collection you created, click on the name of your collection in the search results to open your collection.
  2. Expand the Titles accordion.
  3. Use the More Actions drop-down list to select Download. Alternatively, use the KBART template.

    More actions menu under Titles dropdown

Open your .txt file as a KBART spreadsheet

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

  1. Open the .txt file in Notepad or TextEdit.
  2. Navigate to Edit > Select All and copy the entire selection.
  3. Open 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 following columns are not reformatted and correct the formatting if needed:
    • Date columns
    • ISSN (print_identifier)
    • eISSN (online_identifier)

Enter KBART title data

You are not required to fill in every column in the KBART spreadsheet. The values needed depend on the format of the collection you are creating. You have two options to enter title data.

Option 1: Use "Autofill"

You can add OCLC numbers to a KBART formatted spreadsheet to have the system populate some of the title data fields. Afterward, you will need to enter your coverage information and Title URLs. For instructions, see KBART values and formatting, "Autofill" values.

Option 2: Enter title data

You can fill in the recommended title data and include your coverage information and Title URLs. For instructions and details about the data values that are required, see KBART values and formatting, Recommended values by format.

Make sure to:

  • Use the correct format for dates. See how to Represent coverage information and Use the correct date format
  • Include the Collection ID in the oclc_collection_id column of your KBART file. The Collection ID in your file must match that in the collection you created in order for the titles to upload to your collection properly
  • Include a unique numerical value for each title in the oclc_entry_id column (required for Customizable collections)
  • Add a value to each title row of the ACTION column: Use the value "raw"

Save your file

Before you upload your file to the WorldShare interface, save your spreadsheet as a (.txt) tab delimited text file, Unicode Text .txt.

 Note: Save your file as Unicode Text .txt even if your collection data includes Non-Latin/Non-Roman characters. 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

Navigate to the collection you created
  1. Search for the collection you created. Click on the name of your collection in the search results to open your collection.
  2. Expand the Titles accordion.
  3. Use the More Actions drop-down list to select Upload.
Choose an upload Scope
  1. 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 holdings in collection
      Choosing "Replace holdings in collection" will cause the system to delete 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 titles from a collection

Update changes only or Replace holdings in collection

  1. Leave the Upload type set as "KBART."

 Caution: The "Update changes only" scope might encounter indexing issues if you attempt to upload files to a collection repeatedly. This is not a problem with the "Replace holdings" in collection scope.

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)
  2. Browse for and select your .txt file and click Upload. 
  3. 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, you can check the status of your file upload by opening the History accordion within the collection.  Alternatively, you can view your institution's history in your institution Activity History. See About the Activity History for instructions and details about Activity History detailed reports.

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

 Learn more in a training course: Fundamentals of WorldCat knowledge base collections

Add a title

  1. After you Navigate to the collection you created, click on the name of your collection in the search results to open your collection.
  2. Expand the Titles accordion.

Use the Add a Title drop-down list to select how you would like to add a knowledge base title. Choose: Manual or Lookup by OCN.

Add a Title

Manual

Select this option to add new titles by manually typing in the information. To add title data manually:

  1. From the Add a Title drop-down list, select Manual.
  2. Select a Format.
  3. Enter required fields. The required fields differ depending on the format:
    • If creating an e-resource collection, enter a Title URL that resolves to a homepage for each title
    • If creating a print journal collection, for Coverage, select Print when representing your coverage information
    • Use the correct date format (YYYY-MM-DD). See KBART values and formatting for details
  4. Enter title information such as:
    • Title
    • ISBN
    • Publication date
  5. Click Save.
  6. Repeat the steps to add each title until you have added all of the titles for the collection.

Lookup by OCN

Select this option have the system fill in title data automatically. To add a title automatically:

  1. From the Add a Title drop-down list, select Lookup by OCN.
  2. Enter the OCLC number in the box that appears and click Continue. The system will find the master record and automatically fill in the available information such as:
    • Title, OCLC number, Format type, and so forth
  3. We recommend that you check the Format type for accuracy.
  4. If needed, populate:
    1. Your coverage information
    2. Title URLs

For more information, see Title-level settings in knowledge base collections.

Request OCLC create a link scheme for your collection (optional)

Link schemes are needed in order for articles to resolve to full text. Regardless of how the collection is created (one title at a time or via file upload) you need a link scheme for e-journal collections to resolve to full-text for articles. Without a link scheme, article citations will link to the journal’s homepage instead of the article.

OCLC can create a link scheme for you, but only if: all titles are on the same platform, the provider uses consistent structure for their linking syntax, and the platform supports article level linking. See Link scheme values and overrides for details.

Make your collection available to other libraries

Learn how to add your custom collection to the global WorldCat knowledge base so all other Collection Manager libraries can select and use the collection's title data. See Cooperative management.

Add to global