Institution settings

Data Sources

Upload KB Data

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 Map titles from a holdings file from EBSCO, Serials Solutions, or SFX.
2. To upload your data, use the settings in Institution Settings > Knowledge Base Data > Upload KB Data. FTP/sFTP options are also available.
   See Map titles from a 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.

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

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.

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.

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 Local).

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

  

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.
   

  Edit your information in the registry

  Collection Manager uses information your institution's WorldCat registry profile. You can quickly review your institution's information by visiting the WorldCat registry website.

  To edit your information in the WorldCat registry:

  1. Sign out of WorldShare Collection Manager.
  2. Sign in to OCLC Service Configuration. Navigate to the WorldCat registry module and select Identifiers. Update your information and save your changes. Sign out.
  3. Sign in to WorldShare Collection Manager.
  4. Navigate to Institution Settings > OCLC Symbol and click the Refresh from WorldCat Registry button, preview the changes, and click Accept changes. Click Save.

• 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 (). 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 ().
  
  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.

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. The file will be identical to the file delivered by the Download KB Data setting.

To restrict download by IP address:

1. 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.
2. Enter the IP address information.
3. After saving the IP address(es), it can take up to two weeks for the file to become available from the provided URL.

Open Access in Resolver

Applies to: Knowledge base collections.

These selections enable links for ALL open access collections in the knowledge base. For greater control and granular maintenance of open access content, we recommend that you select individual open access collections in the knowledge base instead of enabling links for all open access collections. For instructions, see Add open access content.

Check/Uncheck:

• Journals
• eBooks
• Audio
• Images
• Video
• Other

 Note: These settings do not set holdings in WorldCat on the titles. Therefore, the titles will not be displayed as held by your library and will not trigger the possibility of lending or resource sharing requests. Titles will display as held by libraries worldwide. If you want to set holdings in WorldCat, select individual access collections and use the collection-level setting.

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.

Coverage

For use by: WorldCat Local 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 Local 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.
   
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.

Elevate links at the collection level:

Each collection can be edited to provide a custom provider. Locate the collection you wish to elevate and edit the Provider field with a unique value.  Click Save.

You can then determine the order of the links from individual collections by moving the customized Provider value up or down in the Display Order list.

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