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About the Activity History in Collection Manager

About the Activity History

The Activity History shows activity from the last 90 days for knowledge base collections. Activity regarding other collection types are not reflected. Note that within knowledge base collections, there is a History accordion where you can view the activity for a specific collection.

To access the Activity History:

  1. Navigate to Collection Manager > Activity History.
  2. Either:
    • Use the search box to search your activity history and then filter the search results, or
    • Use the "Filter by" drop-down list to select how you would like to filter to filter the actions
  3. Click Search.
  4. Find your collection and click View or Download Detailed Report.

Activity History filter

Reports

File Uploaded

View the status of your file upload

After you create 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.

To view the status of your file upload:

  1. Navigate to Collection Manager > Activity History.
  2. Filter the history by selecting File Uploaded from the drop-down list.
  3. Find the status indicator. When the status of your file upload is has the status of "Completed," your upload has fully processed. 

     Note:  It takes a variable amount of time for files to process. Especially large files can take up to 24 hours.

  4. Once all records have processed, you can review your attempted file upload by clicking Download Detailed Report.

Download Detailed Report option

File uploaded detailed report

This report will be a KBART file containing all of the titles from the uploaded file as well as any titles that were already present in your collection at the time your upload. A new column header of RESULT will appear to the far right of the file and each title will have this populated with a value describing the way the record was processed.

Table of RESULT values

RESULT Definition
selected The record was selected as a result of the file upload.
updated The record was changed by the file upload (where "overlay" or "covoverlay" was used as the KBART ACTION value).  
unmatched The record was not matched to any record in the collection. No action was taken.
duplicate The row is a duplicate of another row in the file.
invalid_missing_oclc_entry_id A value in the oclc_entry_id column is required to select and deselect records, but the value was not present in the file.
previously_selected_in_upload The record was in the uploaded file and was previously selected. Nothing has been changed.
previously_selected_not_in_upload The record was not in the uploaded file but was previously selected. Nothing has been changed.
invalid Something unexpected happened while processing the title and it was rendered invalid.

KB Data Update (Cooperatively managed collections)

For more information, see Cooperative Management and How to approve or deny cooperative changes.

KB Data Updates can have one of four statuses:

Status Definition
Awaiting Decision Neither the Approval nor the Denial Goal has been met, decisions are still being made, and no action has been taken on the data changes.
Approved, processing The Approval Goal has been met, and the data changes are being processed and loaded to the global knowledge base.
Completed The Approval Goal was met, and the data changes have completed loading to the global knowledge base and are available to everyone.
Denied The Denial Goal was met, and the data changes were discarded and no changes were made to the global knowledge base.

Third-party Holdings File Uploaded

View the status of your file upload

After you upload a third-party holdings file, you can view a Third-party Holdings File Uploaded report in the Collection Manager Activity History. The first time OCLC processes third-party holdings data for a library, libraries can often verify the results in their Activity History in about 2-3 days.

To download the report:

  1. Navigate to Collection Manager > Activity History.
  2. Filter the history by selecting Third-party Holdings File Uploaded from the drop-down list.
  3. Click Search.

Each collection in the holdings file you uploaded is listed in the Third-party Holdings File Uploaded report. The row for each collection contains the columns described below. Summary data about the mapping is included at the end of the report. Note that you might not see complete representation of your holdings. For assistance to refine file mapping so it is more precise, please contact OCLC Support.

Third-party Holdings File detailed report

Columns referencing your holdings file

The following columns contain data about your library’s holdings file.

Column heading Definition
Name The name of the collection in your library’s file.
Size(Datafile) Number of titles for the collection in your library’s file.

Columns about the matched collections in the WorldCat knowledge base

The following columns contain data about the collections in the WorldCat knowledge base that OCLC matched to the collections in your holdings file. For more information about matching, see Matching to records in WorldCat and FAQ for knowledge base collections.

Column heading Definition
OCLCId The Collection ID for the matched collection in the WorldCat knowledge base. If the OCLCId column is empty and the Size(Loaded) column is 0, no matching collection was found.
Size(Loaded) Number of titles selected for the matched collection in the WorldCat knowledge. If the OCLCId column is empty and the Size(Loaded) column is 0, no matching collection was found.
Comment The action indicating how the collection was mapped. The possibilities are:
  • Selected full collection – indicates that we selected the corresponding collection in full
  • Selected some titles in the collection – indicates that we selected a subset of titles within the corresponding collection
  • Selected full collection and made date customization – indicates that we selected the corresponding collection in full and made some customizations to coverage dates
  • Selected some titles in the collection and made customization – indicates that we selected a subset of titles within the corresponding collection and made some customizations to coverage dates
  • Nothing attempted – indicates that there is no corresponding collection in the WorldCat knowledge base or that we were unable to map it to a knowledge base collection
  • Deleted titles from collection – indicates that the WorldCat knowledge base collection had more titles than the third-party collection and we deleted the extra titles upon request
  • Previously selected in KB – indicates that the collection was selected in the WorldCat knowledge base before the mapping file was processed and no action was taken

TOTAL summary at the end of the report

The following information appears next to TOTAL at the end of the report.

Data label Definition
DATAFILE Total number of titles for all collections in your library’s file.
KB Total number of titles activated for all the collections in the WorldCat knowledge base that were matched to the collections in your library’s file.
Overlap: 0.00 A ratio approximating the portion of the total titles in the file uploaded by your library that were matched to collections in the WorldCat knowledge base. 1.00 equals 100%.

Differences in numbers of titles

Some small differences in numbers in the Size(Loaded) and Size(Datafile) columns for a collection may result from a mismatch between your third-party knowledge base and the WorldCat knowledge base. For more information, see FAQ about knowledge base collections.