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KBART values and formatting

Find information about data formatting, entering coverage information, and using KBART files to create collections and modify title data.

Knowledge base title data and formatting

Edits in the WorldShare interface

Some of the same data formatting rules apply whether you are adding and modifying knowledge base collection and title data via a KBART file or via the WorldShare interface. For example, you must follow the KBART standard for date formats in both the WorldShare UI and in KBART files.

About KBART files

Before you get started using KBART files, please note:

  • Each row in a KBART file defines a title and every column header in the spreadsheet must remain
  • You are not required to have data in every column
  • Plan to update the values in the ACTION column:
    • When you download a KBART file, the value in the ACTION column describes the state of the collection when downloaded
    • Before uploading a file, you must change the value in the ACTION column per title to tell the system how to process the data in the file

 Caution: Do not delete or re-order any of the columns in the KBART file. The columns need to be in the correct order and your data in the correct format in order for your KBART file to upload properly.

Find more information about KBART data fields on the UKSG website: https://www.uksg.org/kbart/s5/guidelines

Create, modify, and format KBART title data

 Note:  Before you upload your KBART file to the WorldShare interface, save your spreadsheet as Text (Tab delimited) (.txt). If it includes diacritics, save it as Unicode Text (.txt). See Choose an upload File encoding for more information.

  • Excel files (.xls) and (.xlsx) will NOT upload correctly.

Create a collection

Add titles:

When you create a knowledge base collection:

  • Use the correct format for dates
  • 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)
    • For titles you add using OCLC Number Lookup in the interface or add using OCLC numbers and the ACTION "autofill" in a KBART file, the Entry ID will be the OCLC number. It will be automatically generated
  • Add a value to each title row of the ACTION column: Use the value "raw"
    • Alternatively, use the ACTION "autofill" if you create a collection where you want the system to generate some of the data fields automatically

Delete and select titles

Select titles that are part of your subscription and delete other titles:

To select titles:

  1. Delete the rows of titles that are not part of your subscription.
  2. In the rows that remain that are part of your subscription, change the value in the ACTION column from "raw" or another value to "select." The value "select" tells the system that you are selecting the titles in the collection, but are not changing any title data. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider. Represent coverage information

 Note: You can use the VLOOKUP function in a spreadsheet software such as Microsoft Excel to compare and find matches between two spreadsheets and assist in identifying the subset of titles to which your institution subscribes.

For example, you can download a KBART file of all the available titles from within a knowledge base collection in Collection Manager and compare this to a spreadsheet from your provider that lists the items to which your library subscribes.  Use the VLOOKUP function to help you identify these items in the KBART file. If your collection is customizable, you can then edit the KBART as needed and upload it to select your subset of titles.  If your collection is non-customizable, you will need to upload the KBART to a locally created collection. Please see Create a knowledge base collection for more information.

For instructions on using the VLOOKUP function, please see the support site for your spreadsheet software such as Microsoft's documentation on the VLOOKUP function.

Represent coverage to present time

If your coverage is to present, leave the following columns blank in your KBART upload:

  • Date_last_issue_online (date of the last issue available online)
  • Num_last_vol_online (number of the last volume available online)
  • Num_last_issue_online (number of the last issue available online

Multiple coverage ranges

To represent multiple coverage ranges for a single title, include a row in the KBART spreadsheet for each coverage range. The values in each row should match except those related to a title's coverage. You will have data for a single title in multiple rows.

You must include a unique OCLC Entry ID (oclc_entry_id) for each title in your collection. The OCLC Entry ID (oclc_entry_id) will be the same in each row for the single title with multiple coverage entries. The OCLC Entry ID (oclc_entry_id) makes it clear that multiple coverage entries are tied to the same title entry.

Embargo and moving wall of coverage

Use the embargo_info column. Examples that show the proper formats: 

  • Embargo: Choose the appropriate granularity: P1Y, P12M, P365D
  • Moving wall of coverage: R1Y, R12M, R365D
  • Both moving wall of coverage and embargo: R10Y;P30D

Use the correct date format

Use one of the following correct date formats:

  • If you have only year and month use yyyy-mm
  • If you have only a year use yyyy
  • Cells containing coverage data for specific days must be formatted as: yyyy-mm-dd

Set the date format YYYY-MM-DD in your spreadsheet application:

  1. Select the cells you want to format (cells with years, months, AND days)
  2. Right click on the selected cells and select "Format Cells..."
    • In the Number tab under Category, select "Date"
    • Under Locale (location), select "English (South Africa)" from the drop down menu
    • Under Type, select the format that matches "yyyy-mm-dd"

Modify other title data

Modify title data other than coverage:

If you modify title data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value "overlay" in the ACTION column.

KBART values

Recommended values by format

Format Recommended values Description

Electronic serials collection

publication_title The journal's title
title_url URL for the journal title
coverage_depth Set this value to "full text"
print_identifier ISSN for the journal
online_identifier eISSN for the journal
oclc_number Include the OCLC number if available
oclc_entry_id You must include a numeric value in the oclc_entry_id column field for each title in a KBART file (if the collection is Customizable). If you do not include a unique numeric value, your file will not upload properly

date_first_issue_online

num_first_vol_online

num_first_issue_online

Start of coverage range for the title.

 date_last_issue

num_last_vol_online

num_last_issue_online

  
End of coverage. Leave these blank if coverage range is to present.
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Repository ID that an institution owns through Government Documents.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

Ebook collection

publication_title The ebook's title
title_url URL for the ebook title
coverage_depth Set this value to "ebook"
print_identifier ISBN for each ebook.  

 Note: Hyphens must be removed when adding an ISBN to the print_identifier column

online_identifier eISBN for each ebook
oclc_number Include the OCLC number if available
oclc_entry_id You must include a numeric value in the oclc_entry_id column field for each title in a KBART file (if the collection is Customizable). If you do not include a unique numeric value, your file will not upload properly
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Repository ID that an institution owns through Government Documents.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

Print collection

publication_title The journal's title
coverage_depth Set this value to "print" or "other"
oclc_number Include the OCLC number if available
oclc_entry_id You must include a numeric value in the oclc_entry_id column field for each title in a KBART file (if the collection is Customizable). If you do not include a unique numeric value, your file will not upload properly

date_first_issue_online

num_first_vol_online

num_first_issue_online

  
Start of coverage range for the title

date_last_issue

num_last_vol_online

num_last_issue_online

  
End of coverage. Leave these blank if coverage range is to present.
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Repository ID that an institution owns through Government Documents.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

"Autofill" values

You can have the system generate title data when you add a title one-by-one in the WorldShare interface or you can have the system generate title data when you create a collection and upload a KBART spreadsheet with all of the column headings included but with only the oclc_number column and the ACTION column completed. For more information about adding titles in the interface, see Collection-level settings in knowledge base collections, Lookup by OCLC Number.

See the table for the values required for the system to populate some title data via a KBART file of OCLC numbers:

Format Values required Description
Multiple formats (often used for print serial collections) oclc_number Fill with the OCLC numbers of the records for your chosen titles. This will populate the data associated with each title using the WorldCat master record.
ACTION Use the word "autofill" so the system knows that you want title data to be automatically populated.

 Caution: Plan to add additional title data such as coverage information and Title URLs.

Add additional title data

After you create a collection of system-populated title data:

  1. Make sure the Format listed is correct.
  2. Add additional title information. For example:
    • If you added print serials, add your coverage information (use the "covoverlay" ACTION value and the Upload changes only upload Scope )
    • If you added electronic titles, add a Title URL (use the "raw" ACTION value and the Replace holdings in collection upload Scope)
    • Note that upon download of a KBART file, note that the oclc_entry_id column will be populated with the titles' OCLC numbers
  3. Before you upload your file after editing those columns:
    1. Enter the appropriate value in the ACTION column.
    2. Save your file as the appropriate file type.
    3. Choose an upload scope. 

See Create a knowledge base collection for instructions.

KBART ACTION column values

About the ACTION column

Depending on what you edit in a KBART file for a given title, use the appropriate ACTION value. The value you choose serves as instructions for the system on how to handle your data. It lets the system know what data to update and what data you want us to preserve over time as we update collections with data from providers. Each row of your spreadsheet must have a value in the ACTION column.

You can use a combination of values in the same spreadsheet.
However, you can use a combination of values in the same spreadsheet. See the Table of ACTION values for help to choose values:

Table of ACTION values

Use case ACTION value Definition
Modify a collection by editing a KBART file select

Use the value "select" in the ACTION column for those rows you did not make changes to. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider.

This value will trigger the default selection behavior in the system, adding the titles to your local holdings upon upload. For example, if you delete some titles and did not make changes to the titles that remain, use "select." OCLC will preserve your subset of titles and will update URLs, coverage data and other information for your titles when we receive data updates from the provider.

Modify a collection by editing a KBART file covoverlay

Use the value "covoverlay" in the ACTION column where you have made coverage changes to the title.

Use when modifying coverage fields. This value instructs the system to ignore any title data changes unrelated to coverage. Your coverage changes will not be overwritten by future data updates by the provider. If you have rows in the same spreadsheet where you have not made changes to, place "select" in the ACTION column for those titles.

Modify a collection by editing a KBART file overlay

Use the value "overlay" when modifying information other than coverage. If you modify title data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value "overlay" in the ACTION column for titles with those changes.

Upon file upload, "overlay" instructs the system to adjust ONLY fields in the title's row that differ from the previous file state.

Any changes uploaded with "overlay" will not be overwritten by future data updates by OCLC. Likewise, collection data uploaded with "overlay" will not be updated if another library makes a change to relevant fields through cooperative management.

However, updates by OCLC and through the cooperative to fields you did not change will still occur. For example, if you add a public title note to a title and do not change other data fields for that title and use "overlay," if a library adds an OCLC number through cooperative management at a later date, you will still receive that OCLC number.

Create a new collection raw Use the value "raw" for each title the ACTION column.
Add titles with a KBART and system generated data autofill Use the ACTION "autofill" if you create a collection where you want the system to generate some of the data fields automatically.

 Note: The upload Scope that you choose when you upload your file, like the ACTION values, instructs the system how to process your titles. Choose the upload Scope carefully. See Collection-level settings in knowledge base collections, More Actions for more information about downloading and uploading KBART files.