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Institution settings

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A complete list of institution settings in Collection Manager. To find step-by-step instructions for a specific collection type, see the materials under that collection type.

Navigate to Collection Manager > Institution Settings

Institution settings apply across all your collections. Use caution when changing existing settings as the changes might impact other collections. Please remember to click Save after you select settings. If your session times out, you could lose your work.

Navigate to the institution settings:

  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 > Collection Manager > Institution Settings.

OCLC Symbol

Use the OCLC Symbol setting to verify that your institution's OCLC symbol is selected. Collection Manager uses the symbol displayed here to maintain WorldCat holdings and to output records.

To verify that your OCLC symbol is selected:

  1. Navigate to Institution Settings > OCLC Symbol.
  2. Select your OCLC symbol if it is available in the interface but is not selected.
  3. Click Save.

Knowledge Base Data

Applies to: Knowledge base collections.

Data Sources

About

This setting affects library-specific automated collection feeds and third-party holdings file uploads to your WorldCat knowledge base. It does not affect regular knowledge base updates.

You have the following options for Data Sources in both the institution settings and in the collection-level settings:

  • All approved data sources (default)
  • Selected data sources only
    • If you select this, data sources appear so you can select or deselect them
  • Manual upload only

In most situations, OCLC recommends that you leave the default settings selected. Altering the Data Sources settings can interfere with updates from DDA partners and other holdings providers. Libraries typically alter Data Sources settings only when discontinuing particular loading services.

Collection-level Data Sources settings

 Note: Data Sources settings are not available within locally created collections. Likewise, some shared collections with automated holdings feeds might not have Data Sources settings because, depending on how OCLC set up the automated feed, some shared consortial collections behave like locally created collections.

Use collection-level Data Sources settings to discontinue a feed in one or more collections.

Follow these steps:

I. Make sure the default setting is selected in the institution settings:

  1. Navigate to Institution Settings > Knowledge Base Data > Data Sources.
  2. Make sure the default institution setting, All approved data sources, is selected.

II. Configure collection-level settings:

  1. Use the search box within Collection Manager to search for and navigate to the collection.
  2. Open the collection and expand Holdings and MARC records.
  3. For Data Sources, the default collection-level setting is All approved data sources. Change the setting depending on your desired action:
    • If multiple data sources are populating a collection and you want to disable one or more while preserving others, choose Selected data sources only. A list of data sources will appear. Uncheck the options you do not want to populate the collection.
    • If you want to prevent any data source from populating a collection, choose Manual upload only.

 Caution: Do not deselect the collections. A collection must be in place for this setting to work, even if it has 0 titles. Thus, before removing the collection in its entirety by deselecting it, you must use the Data Sources setting to ensure the feed and the metadata moving through OCLC's system does not populate the collection. You can deselect the collection at a later time.

III. Notify OCLC Support:

  1. If you are discontinuing a feed, contact OCLC Support to let us know you do not what the automated feed. For example:

OCLC Support,

Please stop the automated holdings feed for my knowledge base collection in Collection Manager.

  • Collection Name and/or Collection ID:
  • My institution's registry ID or WorldShare URL:

Thank you.

Institution Data Sources settings

Use the institution Data Sources settings to prevent a data source from populating any collection in your knowledge base. Libraries rarely change institution Data Sources settings; Use the collection-level Data Sources settings to discontinue automated holdings feeds.

Follow these steps:

  1. Navigate to Institution Settings > Knowledge Base Data > Data Sources.
  2. The default institution setting is All approved data sources. Change the default setting depending on your desired action:
    • If multiple data sources are populating various collections across ALL collections and you want to disable one or more while preserving others, choose Selected data sources only. The list of options will be all the data sources that have been populating collections. Uncheck the options you do not want to populate the collection.
    • If you want to prevent all data sources from any of your collections, choose Manual Uploads Only.
  3. If you are discontinuing a feed, contact OCLC Support to let us know you do not what the automated feed.

Alternate Knowledge Base Supplier Holdings File Upload

Upload a complete set of knowledge base titles from a third-party knowledge base.

To upload your data to your knowledge base in Collection Manager:

  1. Before you export your data from a third-party service, note the format requirements for uploading your file in WorldShare Collection Manager. The requirements might influence the options you choose in your third-party administrative interface when you export your data.
    See Upload titles from an alternative knowledge base supplier holdings file from Alma, EBSCO, Serials Solutions, or SFX.
  2. To upload your data, use the settings in Institution Settings > Knowledge Base Data > Alternate Knowledge Base Supplier Holdings File Upload. FTP/sFTP options are also available.
    See Upload titles from an alternative knowledge base supplier holdings file, Upload your file for more information.

 Caution: To upload titles for a single collection, navigate to the collection and upload your file in the collection's titles accordion. Within a single collection, you have the options to download and upload files to reflect your subscription. See Collection-level settings in knowledge base collections, Titles.

WorldCat Holdings

Collection Manager allows libraries with an OCLC Cataloging Subscription or CatExpress subscription to set holdings in WorldCat based on titles in their Collection Manager instance. Collection Manager will automatically maintain holdings in WorldCat as titles in dynamic collections are added, deleted, or updated.

By default, the WorldCat Holdings setting is disabled in institution settings. WorldCat Holdings settings are not applicable to query collections or to collection-level settings to create data sync collections in Collection Manager.

To enable holdings maintenance across all of your collections:

  1. Navigate to Institution Settings > WorldCat Holdings.
  2. Set Maintain holdings in WorldCat to Yes.
  3. Now that you have enabled WorldCat Holdings in the institution settings, the setting activates default settings across your collections. Review the list of default collection-level settings:
    • Enabled for all collections you have selected or will select from the global WorldCat knowledge base and enabled for knowledge base collections you have created
    • Disabled for open-access knowledge base collections
    • Enabled for cataloging partner collections you have created or will create. The settings will take effect when you activate your cataloging partner collections. You have the option to use the collection-level setting in cataloging partner collections to delay setting holdings in WorldCat by up to 180 days
  4. Follow the instructions to change a collection-level WorldCat Holdings setting if needed.

To change a collection-level WorldCat Holdings setting:

  1. Search for the collection. See Search for collections in Collection Manager.
  2. Click on the name of the collection to open it and expand the collection-level Holdings accordion.
  3.  Adjust the setting within the collection. The options are:
    • Use institution setting (Enabled)
    • Disable for this collection

 WorldShare Interlibrary Loan and Tipasa libraries: Make sure you have an appropriate deflection policy in place. See How to deflect lending requests (knowledge base collections) or, if you have a subscription to License Manager, see How to deflect lending requests (License Manager). Most libraries experience an immediate increase in lending requests after setting holdings in WorldCat.

Watch a video

Maintain WorldCat holdings with WorldShare Collection Manager (4:16)

This video demonstrates how to enable the WorldCat Holdings feature in WorldShare Collection Manager. Enabling this feature allows Collection Manager to maintain your library’s holdings in WorldCat for titles that matches the titles in your library’s knowledge base and/or cataloging partner collections.

Proxy and Authentication

Proxy

Collection Manager helps you manage patron access to materials by directing off-campus patrons through your proxy server. Collection Manager will prepend your proxy information to catalog links. Both on-campus and off-campus patrons will be given proxy links. Consult the documentation for your proxy server to determine how to configure your proxy settings to ignore on-campus patrons so they do not have to sign in.

You can override proxy information for a single collection within a collection's collection-level settings. See Collection-level settings in knowledge base collections.

Proxy Type

  1. Navigate to Institution Settings > Proxy and authentication > Proxy.
  2. Select Proxy:
    • None (default)
    • EZproxy
    • III WAM Proxy

Base URL

  • EZproxy users:
    • Enter your Base URL. Example of a EZproxy base URL: http://ezproxy.oclc.org/login?url=
  • III WAM Proxy users:
    • Enter the Hostname. Example of a III WAM Proxy hostname: sys.lib.proxy.edu

 Caution: Do not include a space after the Base URL.

Username and Password

(Optional) Enter your Username and Password. Providing username and password information is used by OCLC for de-bugging purposes only.

Google Scholar

Applies to: Knowledge base collections.

Libraries can increase the discoverability of their resources by surfacing holdings in Google Scholar search results. For more information on library links in Google Scholar visit Google Scholar, Library Support.

 Note: You must have an OCLC cataloging subscription in order to surface your materials in Google Scholar.  If your library does not have an OCLC Cataloging Subscription, you can request more information by filling out the form on the OCLC Cataloging and Metadata subscription page.

Knowledge base collections in WorldShare Collection Manager make this possible via OCLC's OpenURL link resolver (included with WorldShare License Manager, WorldShare Management Services, and WorldCat Discovery).

 Note: If you are switching to using Collection Manager knowledge base collections after using a different product for Google Scholar linking, please contact your previous vendor and ask them to remove your old Google Scholar record and registration. Once your previous vendor makes changes on their end, Google Scholar's automatic update process will take at least two weeks to recognize the changes.

1. Enable Google Scholar

  • Navigate to Institution Settings > Proxy and Authentication > Google Scholar. Select Yes for Enable Google Scholar.
  • Once you enable Google Scholar in Institution Settings, default settings will be operational in your collections' settings.
  • Your library and title data will not be viewable in Google Scholar for approximately two weeks depending on the day you make changes in Collection Manager. See below for details.
    Google Scholar tab - Image
    Example: Google Scholar tab

2. Enter or verify information for the following fields

  • Library Display Name: This is the display name users will see when they search for their library in the Google Scholar library links settings. The information comes from WorldCat registry settings in OCLC Service Configuration. If you wish to change the library display name, see the instructions below.
  • Keywords: You may enter up to five space delimited keywords that are different from the library name ("library" is implied, so you need not include it) to help end users find their library in the Google Scholar library links settings. These are optional, but recommended if your library display name is different from the name by which your users know your library. The Keywords field allows the following special characters: & - : @ and /.

  • Contact Name & Contact Email: We require these for technical support purposes only and they are not made publicly available.

  • Full Text link Label & Print Link Label: These fields allow you to choose what text labels will display in the Google Scholar results to access your institution's link to full-text and print option. Some libraries choose to have different text for electronic and print items, but you can enter the same text for each.

    Enter a label that is 25 characters or less.

    Example text from libraries:

    • Get it @ OCLC Library

    • Find it at Oakland City U

    • Full text @ your library

    • Find it! @OHIO University
       

  • OpenURL Base URL: Enter the URL of the resolver that points to your library's WorldCat knowledge base. Your institution's base URL should take the form of http://yourlibrary.on.worldcat.org/atoztitles/link. Simply add /link to the end of your A to Z journal list URL. To find your base URL, sign in to OCLC Service Configuration. If your base URL has the form of http://yourlibrary.worldcat.org/openurlresolver, you are using the previous version of OCLC's link resolver (1.0) and should migrate to version 2.1. See OCLC link resolver for more details.

    Note: The knowledge base can only export holdings to Google Scholar when the knowledge base is the source for your library's OpenURL resolver. If your library wants Google Scholar to point to a non-OCLC OpenURL resolver, then the Google Scholar harvesting will be done from that service's site.

  • OpenURL Options: You can choose which types of OpenURL requests you will accept and must choose at least one. The types enabled determine what items end users will be able to access. For example, choosing only DOI will result in requests including only a DOI. So, if an item does not have a DOI associated with it in the knowledge base, and end user will not get a link to that item. Enabling all will provide the most possible links. All options are supported by the OCLC link resolver and users are encouraged to use them all.

  • Viewable Link Access: This setting determines when and who sees a link to your items depending on where they are located.

    • Restrict ability to view links to IP address(es) I have added. (default): Select if you want to limit links to your items to patrons that are located within your IP address(es). If selected, IP address(es) are required. Proceed to enter your IP address(es).

    • Make links available within and outside of IP address(es).: Select if you want links to be available both within your IP address(es) as well as off campus. Patrons located within your IP address(es) will see links automatically. Off-campus patrons will need to add your library to their settings in Google Scholar > Library links. They will not have access to subscription content without passing through your link resolved, proxy, or authentication settings. If selected, IP address(es) are highly recommended. Proceed to enter your IP address(es).

  • IP Address(es): This field sets the IP address or range associated with your institution. Google Scholar uses these IP addresses and ranges to automatically show links for patrons who are accessing Google Scholar from within these addresses and ranges. If you do not set this value, users must manually select your library from Google Scholar library link settings in order for links to your resources to appear in results lists. You can add an address or range by clicking the Add Row button to the right of the table. Click the Save button in the Actions column to save the IP address or range.
     Note: Be sure to enter the start and end of an IP range represented by dashes with no spaces between them.

    You can edit an IP address or range by clicking the Edit IP Address / Range of Addresses button (Edit IP Address / Range of Addresses button). Click the Save button in the Actions column to save your edits. Click the Cancel button to discard the edits you made and retain your previous IP address or range.

    You can remove an IP address or range by clicking the Delete IP Address / Range of Addresses button (Delete IP Address / Range of Addresses button).

    Example IP addresses and ranges:
    • 132.174.100.203
    • 132.174.0.0-132.174.253.255
    • 192.87.101.0-192.87.101.255
    • 217.32.21.0-217.32.211.255

3. Save

  • Once you have completed these fields, click Save. Links will appear within 1 - 2 weeks after configuration depending on Google Scholar's harvesting schedule.

4. Edit the default setting per collection

Once you have enabled Google Scholar in Institution Settings > Proxy and Authentication > Google Scholar, default settings will be active within each collection's settings.

Enable or edit the collection-level settings as needed:

  1. Search for the collection and open it.
  2. Expand Holdings and MARC Records.
    By default:
    • Global collections will be enabled for Google Scholar; "Use institution setting" will be selected
    • Local collections will be disabled for Google Scholar; "Disable for this collection" will be selected 
  3. Edit the Export to Google Scholar setting.
    • Use institution setting: Google Scholar is enabled (If the institution setting is disabled, this will say Google Scholar is disabled)
    • Disable for this collection
  4. Click Save.

Verify your holdings in Google Scholar

After you have configured Google Scholar settings in WorldShare Collection Manager and 1-2 weeks have passed to allow for Google Scholar to harvest your holdings, you should be able to find your library and links to your items in Google Scholar.

Google Scholar is designed for the discovery of e-journal content. When verifying that your content appears in Google Scholar, look for e-journal content.

 Note: If the knowledge base collection contains both e-books and e-journals, both formats are sent to Google Scholar.

  • Verify on campus within your IP address range
    If you entered IP addresses in the Google Scholar settings and you are on campus, links will automatically appear when you search Google Scholar. Visit https://scholar.google.com and search for an item you know was in the export to Google Scholar.
  • Verify off campus or outside your IP address
    If you allowed links to be available both on and off campus in your GS settings, people outside your IP range will need to add your library to their personal GS settings in order to see your links.
    1. Navigate to https://scholar.google.com.
    2. Click the Menu button (Menu button) and then click the Settings button (Settings button).
    3. Select Library links from the Settings menu.
    4. Search for your library using the Library Display Name or keywords you entered in Google Scholar's institution settings.
    5. Select your library and click Save.
    6. Search Google Scholar for an item you know was in the export to Google Scholar.
    7. Select the link for your institution to verify that you can access the article as expected.
       Note:
      • If you do not see your link, you may need to select More button (More button) or All versions link to access the link for your library.
      • Off-campus users will not be authorized to access your content when they click on your library's links. When they click a link, they will be presented with whatever option to authenticate you have set up with your link resolver.

Remove links from Google Scholar

To remove links sent from knowledge base collections in WorldShare Collection Manager:

  • Disable the setting for a collection in the collection-level settings, or
  • Disable the institution setting to remove links from all of your collections

It can take up to 3 months for Google to remove your links.

Download Authentication

Applies to: Knowledge base collections.

Download Authentication is used primarily by libraries with an automated system for gathering their knowledge base holdings.

Use this setting to limit access to who can download your KBART file. This setting enables you to restrict the download of a text file of your library's holdings from a URL to a specific IP address or range of IP addresses. 

To restrict download by IP address:

  1. Select Limit to these IP addresses for Download Access.
  2. Identify a specific IP address or range of IP addresses from which you want people to be able to access the link to your KBART-formatted holdings file.
  3. Enter the IP address information.
  4. After saving the IP address(es), it can take up to two weeks for the file to become available from the provided URL.

Provider Settings

About linking IDs

Collections from certain providers require identifiers specific to the provider in order for links to resolve to full-text. The ID is often included in the URL you use to access the provider's platform. For example, if you have an ID "XXX" from a provider:

  • You might access the provider's platform with the URL: http://XXX.provider.com
  • In Collection Manager, "XXX" would be the ID needed for Provider ID / Customer ID settings and once entered, the ID would be:
    • Automatically included in MARC records if outputting records from Collection Manager. For example: =856 40$uhttp://XXX.provider.com/patron/FullRecord.aspx?p=12345$zClick for resource
    • Referenced in corresponding links in your discovery interface. For example: http://XXX.provider.com/patron/FullRecord.aspx?p=12345

Configure provider settings

  1. First, see the table below to see if you have a collection from a provider that requires a linking ID. If your provider is listed, continue with the steps below. If you do not know your ID, contact your provider before you proceed:
  2. Navigate to Institution Settings > Provider Settings.
  3. Select your provider from the drop-down list.
  4. Enter the identifier from your provider.

 Note: In special situations, you might need to override a linking ID for a particular collection. For help, see Collection-level settings in knowledge base collections, Use Proxy.

Providers that require an ID Setting is always required Setting is only required when custom linking has been set up with the provider Vendor Specific Linking ID
Askews and Holts x   VLeBooks Organisation ID
CSA   x Base URL
China National Knowledge Infrastructure (CNKI)   x Base URL
EBSCO A-to-Z x   Customer ID
EBSCOhost   x Authentication Type
EBSCOhost EJS (EBSCOonline)   x

EBSCOonline Customer Code

 
Elsevier   x

Scopus Partner ID

Expert Consult ID
Factiva x   Factiva XS-ID
Gale Cengage x   Location ID
Get It Now

WorldCat Discovery libraries configure Get It Now as an unmediated service which allows end users to purchase articles immediately. See How to configure Get It Now (unmediated service) for instructions.

WorldShare ILL libraries configure Get it Now as a mediated service.See Purchasing articles from Get It Now for instructions.

ILL Email Address

Bill to Email Address

Institute

Order Source
IRIS Education x   IRIS Education Library ID
Infobase x   Infobase Library ID
JSTOR   x OpenAthens Domain Name
Kanopy x   Kanopy Library ID
LOCKSS x   Base URL
LexisNexis   x LexisNexis MIP
MD Consult   x  
National Library of Medicine   x Outside Tool User Name
Naxos Digital Services Ltd x   Naxos Library ID
OCLC   x  
Odilo   x Base URL
OverDrive x   Base URL
Ovid   x Base URL
ProQuest   x ProQuest account ID
ProQuest Ebook Central x   ProQuest ebook Library ID
ProQuest Safari x  

ProQuest Safari UI Code

O'Reilly Connection String for SAML SSO Access
Psychotherapy.net x   Psychotherapy.net Library ID
Recorded Books x   Library ID
Skillsoft EZproxy Domain   x EZproxy Server
Springer   x Base URL
Swank Digital Campus x   Swank Library ID
Teton Data Systems x   Group Alias
The HistoryMakers x   Site ID
VIP   x Base URL
Vandeplas Publishing x   Vandeplas Publishing Custom URL Path
Westlaw Campus   x Westlaw Site ID
e-libro x   e-libro ID-channel

WorldCat Discovery

Coverage

For use by: WorldCat Discovery and WorldShare Management Services libraries.
Applies to: Knowledge base collections.

This setting works in conjunction with WorldCat Discovery. Setting this selection to "Yes" uses the coverage information about electronic resources maintained in your knowledge base to display to WorldCat Discovery users only search results that contain items for which your library holds the full-text or print as determined by your knowledge base holdings coverage information. All articles outside your library's coverage range will display as held by the next appropriate relevancy level.

Institutions using WorldCat Discovery may want to represent their print serial titles as collections for two reasons:

  1. To surface print titles side by side with full-text resources in their A to Z list.
  2. To optimize the discovery of full-text resources by using coverage to determine article holdings in WorldCat Discovery.

Do not set this to Yes until you have represented your print serial collections.

Display Order

For use by: WorldCat Discovery and WorldShare Management Services libraries.
Applies to: Knowledge base collections.

This setting allows you to change the default order of links patrons can see in search results when they perform a search in the WorldCat Discovery interface. By default, newly selected providers appear after providers you have added previously. In other words, if you have access to an item that is available via two different providers, the links to the resources will appear in this order by default:

Item X, Link 1 (Provider 1, first provider added to Collection Manager)

Item X, Link 2 (Provider 2)

Item X, Link 3 (Provider 3, most recently added)

To choose the order of providers' links:

  1. Drag and drop the provider names in the list. You also have the option to elevate an item to the top of the list by clicking the arrow button to the right of the provider name.
    Display order
  2. Be sure that the preferred provider is at or near the top of the Provider Results Sorting list to ensure that these links are highly visible to your users.
  3. Click Save.
  4. When your patrons search your WorldCat Discovery interface, if links are available from multiple sources, the links will appear in the sort order you specified.

Recommended order:

  • Providers with whom you subscribe to individual journals or other items (non-aggregators)
  • Providers of aggregated content

See: Display full-text links and elevate links from a specific provider

MARC Records

Use the MARC Records setting to enable record delivery. Note that collection-level record delivery settings will remain disabled. You will need to enable record delivery within your collections before records will be delivered.

Once you enable record delivery, tabs of settings to customize your records will appear: Customize Records, WorldCat Updates, Record Delivery, and Cataloging Partner Options. The settings in these tabs apply across all collections and records you output from Collection Manager.

Find instructions to customize your records. See: Institution MARC Records settings

Reports

If you enable reports in Institution Settings > Reports,  reports will be available via email around the time when files of records have been output and/or after there are changes to your holdings in WorldCat. When your first report is available, you will get an email from Usage_Statistics@oclc.org with the subject field: "The report [name of report] you requested for [YYYYMMDD]."

You will not receive an email on days when there is no activity. Reports are also available in the OCLC Usage Statistics Portal and they are identical to the reports that come by email. See how to access reports in the OCLC Usage Statistics Portal.

To receive emailed reports:

  1. Navigate to Institution Settings > Reports.
  2. Select Yes to Receive Email Reports.
  3. Enter your cataloging authorization or an admin code. This is a 9-digit number starting with 100. Only one authorization code is needed per institution.
  4. Expand and select the Report Types you want to receive.
  5. Enter the Email Address(es) the reports will be sent to. If you are adding more than one email address, separate each email address with a semi-colon (;).
  6. Modify the Report Format and Receive as settings if needed.
  7. Click Save.

  There is not a way to select only certain reports per email. The email address(es) entered will receive all selected reports.

  Many libraries that have collections that output records on an ongoing basis select the Updated Records report. The report will notify you of critical changes like OCLC number merges and the reason you received an updated record even if you have not enabled WorldCat updates.

Display Options

Rows Per Page

Use the settings in Institution Settings > Display Options to adjust the number of rows displayed before pagination on Collection Manager screens. The settings apply to pages in Collection Manager that list:

  • Search results from searches you perform in the search box
  • Titles in a collection
  • Actions in your Activity History
  • Actions in each collection’s history

Choose the Rows Per Page:

  • 10
  • 25
  • 50
  • 100

Display Staff Members

Select to Display staff member names from your institution within Activity History. If enabled, you will see the name of the staff member at your institution that made edits and selections within a collection.

  • When the setting is enabled, only the name of your institution will show externally to other libraries in the Activity History. Only Members of your institution will see staff names.