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Institution settings

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 > 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:
  2. Navigate to Metadata > Collection Manager > 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 Settings > OCLC Symbol.
  2. Select your OCLC symbol if it is available in the interface but is not selected.
    If your OCLC symbol is not available in the interface, follow the instructions to edit your information in the WorldCat Registry.
  3. Click Save.
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. Click the Refresh from WorldCat Registry button, preview the changes, and click Accept changes. Click Save.

Knowledge Base Data

Data Sources

Applies to: Knowledge base collections.

Alter the Data Sources settings only at the collection-level for most situations.
See: Collection-level settings in knowledge base collections

Download KB Data

Applies to: Knowledge base collections.

Download information about your selections in the knowledge base.  You can use this file to integrate your data into other applications or to analyze your collections.

Use My KBART file for a KBART file of all of your selected titles.  Use My selected collections to download a list of the collections you have selected.  your complete set of knowledge base collections.

Use the PubMed Link Out file export functionality to export your PubMed / NLM titles to use with the NCBI LinkOut service.  The export includes only PubMed items with coverage dates and without embargoes or moving wall coverage.  The titles included in the export are not de-duplicated. 

Upload KB Data

Applies to: Knowledge base collections.

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, Serial Solutions, or SFX.
  2. To upload your data, use the settings in 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.

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 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 activate 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


Applies to: Knowledge base collections.

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 links.

To enter your proxy information:

  1. Navigate to Settings > Proxy and authentication > Proxy.
  2. Choose your Proxy Type:
    • EZproxy
    • III WAM Proxy
  3. EZproxy users, enter the Base URL; III WAM Proxy users, enter the Hostname.
    • Example of a EZproxy base URL:
    • Example of a III WAM Proxy hostname:

       Caution: Be sure you do not include a space after the Base URL. 

  4. (Optional) Enter your Username and Password.

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 by using the knowledge base 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).

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.

To configure Google Scholar:

1. Enable and configure Google Scholar settings

Navigate to the Google Scholar settings in Collection Manager and enable Google Scholar:

  1. Navigate to Settings > Proxy and Authentication > Google Scholar.
  2. Select Yes for Enable Google Scholar.

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 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.
  • 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.

  • 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 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, 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 re encouraged to use them all.

  • IP required: This setting determines when and who sees a link to your items depending on where they are located. The default setting is "No," which we recommend. Selecting "Yes" means that only users who are using Google Scholar from a computer within the IP ranges you set will see a link to your items and be able to select your library in the Google Scholar library links settings.

  • Library IP range(s): This field sets the IP ranges associated with your institution. Google Scholar uses these IP ranges to automatically show links for patrons who are accessing Google Scholar from within these ranges. You can add ranges by clicking the (+) to the right of the field. Be sure to enter the start and end of the IP ranges represented by a dash between them. 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.

Once you have completed these fields, click Save. Links will appear within one to two weeks after configured, depending on Google Scholar's harvesting schedule.

3. Edit the default setting per collection, if desired

Once you have enabled Google Scholar across all of your collections in Settings > Proxy and Authentication > Google Scholar, you can edit the default settings in individual knowledge base collections.

By default:  Full-text and print collections will be enabled for Google Scholar (the interface will say "Use institution setting")

To edit the setting for a collection:

  1. Search for the collection and open it.
  2. Expand Holdings and MARC Records.
  3. Edit the Export to Google Scholar setting.
  4. Save your changes.

4. Remove links in 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 three 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. 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.

Global Access

Applies to: Knowledge base collections.

Use this setting to control third-party access to you selected collections.

Open Access in Resolver

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

If enabled, this setting will display full-text links from all open access collections available in the global WorldCat knowledge base. Typically, OCLC recommends that libraries leave this setting disabled. Instead, search in Collection Manager for open access collections and select individual collections.

This setting does 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. Rather, the 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.

Learn more about ways to add open access content. See: Add open access content

Provider Settings

Applies to: Knowledge base collections.

Collections from certain providers require identifiers specific to the provider in order for links to resolve to full-text. If your provider is listed in the table of providers that require an ID, enter the identifier from your provider. If you do not know your identifier, contact your provider.

For more information and examples, see Collection-level settings in knowledge base collections, Override.

To enter provider settings:

  1. Navigate to Settings > Provider Settings.
  2. Select your provider from the drop-down list.
Providers that require an ID Setting is always required Setting is only required when custom linking has been set up with the provider
China National Knowledge Infrastructure (CNKI)   x
CSA   x
EBSCO A-to-Z x  
EBSCOhost   x
Factiva x  
Gale Cengage x  
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).
[To find associated settings for WorldShare ILL libraries, see Purchasing articles from Get It Now. WorldShare ILL Get it Now settings apply to the mediated service.]
Infobase x  
IRIS Education x  
MD Consult   x
Naxos Digital Services Ltd x  
NLM - PubMed   x
OCLC   x
OverDrive x  
Ovid   x
ProQuest   x
Springer   x
Teton Data Systems x  
The HistoryMakers x  
VIP   x


Applies to: Knowledge base collections.

You can share all of your collections with another libraries' knowledge base or you can share single collections with another libraries' knowledge base. Use the institution setting in Settings > Sharing to share all of your collections. Use the setting within a collection to share an individual collection.

Find instructions to share, accept, and to stop sharing collections. See: Share knowledge base collections

WorldCat Discovery


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

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


If you enable reports in 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 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 Statics Portal.

To receive emailed reports:

  1. Navigate to 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. To find details about the content of each report type see Understand reports.
  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

Use the settings in 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