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Modify a collection to select your subset of titles

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

Modify a collection to select your subset of titles

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

Search for a knowledge base collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Select a Scope from the drop-down list.

    Collection Manager search scopes

  3. Decide if you will limit your search:
    • Leave My Selected Collections selected to search across your library-specific collections that you have created or selected
    • Deselect My Selected Collections to search across items that are available in the global collections available in the WorldCat knowledge base. For example, deselect My Selected Collections to search for collections to add to your knowledge base
      Collection Manager My Selected Collections
  4. In the Search Term(s) field, enter your terms or leave the field empty.
  5. Click Search.

Option 1: Modify titles using a KBART file

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

Download a KBART-formatted file of title data

Navigate to the collection
  1. Navigate to Metadata > Collection Manager.
  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 More Actions drop-down list to select Download.

    More actions menu under Titles dropdown
Choose a download Scope
  1. In the Download Collection File box, choose the Scope of your file:
    • Titles in local holdings
      If you have selected titles in the collection, you will see the scope "Titles in local holdings." If you choose the "Titles in local holdings" scope, 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
    • 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

Titles in local holdings is an option if you have selected titles within the collection.

  1. Leave the Download type as "KBART."

 Note: We recommend that libraries choose "Titles in local holdings" when making changes to a collection you have already modified. We also recommend preserving a version of your KBART file before making any changes. If an error occurs when attempting to modify or to upload your collection, this file can be used to return your collection to the prior state.

 Note: If you have selected a collection in full (via the Select Collection/Add to Order button), both of the scope options will provide the same content.

Choose a download 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. 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

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)

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

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
  1. Navigate to Metadata > Collection Manager.
  2. Search for a 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 More Actions drop-down list to select Upload File.

    Upload File under More Actions in Titles dropdown
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: Modify titles one-by-one in the interface

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

At the end of this session, learners will gain the foundational knowledge to search and perform basic actions on knowledge base collections.

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.