Modify a collection to select your subset of titles

Follow the instructions to download a KBART-formatted spreadsheet of title data, modify the data to match your subscription, and upload the collection.

About adding knowledge base collections

To see the collections in the global knowledge base, browse the collections available in the WorldCat knowledge base (updated monthly). Alternatively, perform a search in Collection Manager to return all available collections. Deselect My Selected Collections and click Search.

When to select a knowledge base collection in full (the entire collection)

Select a knowledge base collection in full if it is available in the global WorldCat knowledge base and the entirety of the collection titles match your subscription.

When to modify a collection to select your subset of titles

Modify a knowledge base collection if it is available in the global WorldCat knowledge base and your library subscribes to a subset of the titles in the collection.

If your library subscribes to a subset of the titles in a collection, you can modify the collection. You have the following options for selecting the collection:

  • Select the titles individually via the Titles drop-down in the collection.
  • Modify the title selections, coverage and other title data to match your library-specific holdings one title at a time within the interface or in bulk by modifying the KBART-formatted spreadsheet and uploading your modified file.
When to create a knowledge base collection

If a collection your library needs is not already represented in the global WorldCat knowledge base data, create a knowledge base collection in Collection Manager using the steps on this page. For example, if your library has a niche or unique electronic collection, you can create the collection.

Find instructions to create knowledge base collections for print serials or represent databases:

For some collections, OCLC and your provider can automatically add and maintain your library-specific collection data. See Providers and contacts for automatic collection loading for more information.

 Caution: Once you have requested to have your collections selected automatically, do not add, delete, or update any of the titles within the collection. If there is an issue with the titles selected or missing from your collection, please contact OCLC Support with examples.  

For other methods to add knowledge base collections, see Choose a method to add or create a knowledge base collection.

Watch a video

Select and modify WorldCat knowledge base collections

Run time: 12:28

This video demonstrates how to use the WorldShare Collection Manager application to select and modify WorldCat knowledge base collections, as well as modifying these collections using the KBART file method.

 

Modify a collection to select your subset of titles

You have the two options for modifying titles within collections. Follow the instructions to Search for a knowledge base collection and then choose an option:

Search for a knowledge base collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Select Collection as the Data Type from the drop-down list.
  3. Select a scope to limit your search. Options include:
    • My Selected Collections: Search across your library-specific collections that you have created or selected.
    • All Collections: Search across items that are available in the global collections available in the WorldCat knowledge base and collections you have created.
    • Not Selected Collections: Search for collections to add to your knowledge base that are not currently selected. 
    • Collection Manager My Selected Collections
  4. In the Search Term(s) field, enter your terms or leave the field empty.
  5. Click Search.
    Filter
  6. After search results are returned, you can filter your results by using the Filter by drop-down list at the top of the search results:

     Note: Filter options will appear based on institution settings and your library's subscription level.

    • Collection Type - From the second drop-down list, select a collection type.
      • Cataloging Partner Collections
      • Databases (Contains No Titles)
      • Knowledge Base Collections
      • Query Collections
    • Collections I Created
    • Contains Open Access Content
    • Demand Driven Acquisitions Collections
    • Discontinued 
    • Document Delivery Collections
    • Google Scholar - From the second drop-down list, select enabled or disabled.
    • Maintain WorldCat Holdings - From the second drop-down list, select enabled or disabled.
    • MARC Record Delivery - From the second drop-down list, select enabled or disabled.
    • OCLC Cataloged Collections
    • Sharing - From the second drop-down list, select an option.
      • Collections Shared By My Library
      • Collections Shared To My Library
    • Use Proxy
      • Enabled
      • Disabled
  7. (Optional) Add additional filters by using the green plus add icon (collection-manager-add-icon.png). 
  8. Click Filter to filter the results based on your specifications.

Search for cataloging partner collections

Search for cataloging partner collections that you have already created:

  1. Navigate to the search box in Collection Manager.
  2. Select Collection as the Data Type and My Selected Collections as the Scope.
  3. Click Search. The search will return all of the collections your library has selected or created.
  4. Select Cataloging Partner Collections from the Filter by drop-down list.

Search for OCLC cataloged collections

To find additional information about this collection type, see OCLC cataloged collections.

Filter for OCLC cataloged collections

  1. In the WorldShare interface, navigate to Metadata > Collection Manager.
  2. Select Collection as the Data Type and All Collections as the Scope.
  3. Leave the search box empty and click Search.
  4. To filter the search results, choose OCLC Cataloged Collections from the drop-down list and click Filter.

cm-oclc-cataloged.png

Collection search results

Items in your search results will be marked with a collection type and other details.

Collection search results in Collection Manager - Table
Collection type Column Description
Cataloging partner collections, Knowledge base collections, and Query collections Collection Click a collection name to view or edit the collection.

The Collection ID can be used in lieu of a collection name when discontinuing a feed.

Type / Attributes

The type of collection.

Cataloging partner collection - Available attributes
Attribute Description
MARC Delivery Enabled The collection has the setting to Enable MARC Record Delivery enabled.
MARC Delivery Disabled The collection has the setting to Enable MARC Record Delivery disabled.
Knowledge base collection - Available attributes
Attribute Description
Demand Driven Acquisitions The collection is part of a Demand Driven Acquisitions program where OCLC is working with a feed from the provider to automatically update the collection metadata.
Discontinued The collection is no longer being actively maintained or updated by knowledge base data updates.
Document Delivery The collection is available for user with your library’s document delivery program.
Google Scholar Disabled The titles in the collection are not submitted to Google to create links in Google Scholar.  See Google Scholar for more information.
Google Scholar Enabled The titles in the collection are submitted to Google to create links in Google Scholar.  See Google Scholar for more information.
License(s) Available The collection has licenses available. Click License(s) Available to see the status of the license (current, expired, etc.). For more information, see Edit, renew, or terminate a license.
Locally Created The collection is a custom collection created by your institution.
OCLC Cataloged The collection is cataloged by OCLC staff and made available through Collection Manager by the provider.
Open Access The collection is an open-access collection.
Query collection - Available attributes
Attribute Description
One-time delivery You will receive a file of records for the WorldCat query collection once.
Ongoing delivery You will receive records on an ongoing basis.
Provider The vendor or content provider who supplies the collection. Click a provider name to view all collections supplied by the provider.
Updated The date and time the collection was last updated.
Selections

Indicates whether the collection has been added to your holdings and, if it has, how many titles from the collection are in your holdings.

To remove a cataloging partner collection and/or knowledge base collection from your holdings, click Deselect.

To remove a query collection from your holdings, click Delete.

Sharing Indicates whether you have shared the collection with another institution.

To view the libraries you shared the collection with, click the collection's name. Once you are in the collection, click the Sharing accordion.

Action

Click Add to... to:

  • Add the collection to a license (click Add to... > License)
  • Create a new order (click Add to... > Order)
  • Add the collection to a purchase request without leaving Collection Manager (click Add to... > Purchase Request)

Option 1: Modify titles using a KBART file

 Learn more in a training course: Use KBART files to edit WorldCat knowledge base collections

Download a KBART-formatted file of title data

Navigate to the collection
  1. Navigate to Metadata > Collection Manager.
  2. In the search box, search for your knowledge base collection (Select My Selected Collections if appropriate for your search).
  3. Click on the name of the collection to open the collection.
  4. Use the Collection Actions drop-down list to select Download Titles in This Collection.
    • If you select My Selected Collections, the file will not be immediately available. A Download here link appears on the collection when the file is ready.
Choose a download Scope
  1. In the Download Collection File box, choose the Scope of your file:
    • Available titles in collection
      If you have not selected any titles in the collection, the scope "Available titles in collection" will be the only option displayed. If you choose the "Available titles in collection" scope, your file will contain the complete title data from the global knowledge base collection and can be used to select the desired titles for your library's local holdings. 
      • Choose this option if you want to download title data for all of the titles available in the collection.
    • My Selected Titles
      If you have selected titles in the collection, you will see the scope "My Selected Titles". Selecting this scope means your file will contain only your selected and/or modified titles. 
      • Choose this option if you are downloading title data for a subset of titles you have already selected.
        • The file will be generated. The user is asked to return to the collection and select the Download it here link when the file is ready.
  2. Click Download.
  3. The file you download will be a .txt file. To edit the file, open it in Microsoft Excel or in an equivalent spreadsheet editing application.  
Open your .txt file as a KBART spreadsheet

Open the .txt file you downloaded from the WorldShare interface in a spreadsheet editing application:

  1. Open the .txt file in Notepad or TextEdit.
  2. Navigate to Edit > Select All and copy the entire selection.
  3. Open Office, Microsoft Excel, or your preferred spreadsheet editing application.
  4. Click in the first cell of the spreadsheet and then right click and paste. The content of the .txt file will populate the spreadsheet in KBART format.
  5. Sometimes tab delimited text files get corrupted in the process of opening them. Check to make sure that the columns are not reformatted and correct the formatting if needed. For example, the below columns may more frequently need correcting:
    • Date columns
    • ISSN or ISBN (print_identifier)
    • eISSN or eISBN (online_identifier)
    • OCLC Entry ID (oclc_entry_id)

 Caution: If you wish to download the titles from a very large collection such as a HathiTrust collection or an Internet Archive collection, it will download but will truncate your titles.  See Download large files for Internet Archive and HathiTrust collections and for My Selected Titles (KBART) for more information.

Edit KBART title data

See KBART values and formatting, Recommended values by format to:

  • Delete titles that aren't part of your access
  • Modify coverage information
  • Modify other title data
  • Add values to the ACTION column

    See the KBART ACTION column values for more information.

Save your file

Before you upload your file to the WorldShare interface, save your spreadsheet as Text (Tab delimited) (.txt).

 Note: If the file includes diacritics, including Non-Latin/Non-Roman characters, save it as Unicode Text (.txt). When you upload the file in the WorldShare interface, use the File encoding drop-down list to change the default selection to UTF-16LE (Unicode Text/Excel).

Upload your file

  1. Navigate to Metadata > Collection Manager.
  2. Search for a knowledge base collection (Deselect My Selected Collections if appropriate for your search).
  3. Click on the name of the collection to open the collection.
  4. Use the Collection Actions drop-down list to select Upload Titles to this Collection.
  5. In the Upload Collection File box, choose the Scope of your file:
    • Update changes only (default)
      Choosing "Update changes only" causes the system to look only for changes in the file and to use the specified ACTION value to determine how to process the changes. Choose this option if:
      • You are creating a collection for the first time
      • You have made changes to title data and are using the "overlay" or "covoverlay" ACTION value
    • Replace all titles in collection
      Choosing "Replace all titles in collection" will cause the system to delete or deselect any existing title selections in the collection and replace them with the information in the new file you are uploading. Choose this option if:
      • You are using a file to delete or deselect titles from a collection
        kb_upload_collection_file.png
  6. Choose an upload File encoding
    1. Leave the default File encoding UTF-8 unless you need to change it. If your collection data includes Non-Latin/Non-Roman characters, use the File encoding drop-down list to change the default selection to UTF-16LE (Unicode Text/Excel).
      The following options are available:
      • UTF-8
      • ISO-88591 (LATIN-1)
      • UTF-16LE (Unicode Text/Excel)
  7. Browse for and select your .txt file and click Upload. 
  8. When the upload has finished processing, preview the report and decide whether to approve the KBART upload or discard it and start again.
    • The upload preview will be available for 72 hours from the generation date.
  9. The collection will then be locked for re-indexing until your changes have had time to process.

 Caution: Excel files (.xls) and (.xlsx) will NOT upload correctly. Your file should be saved as a (.txt) tab delimited text file, Unicode Text .txt.

View the status of your file upload

 Note: When reporting problems, include your Registry ID and attach the file you attempted to upload. If possible, include proxy credentials that will allow us to access full-text links. Your information is needed to diagnose and resolve certain issues.

After you upload a knowledge base collection in Collection Manager, you can check the status of your file upload by opening the Collection History accordion within the collection.  Alternatively, you can view your institution's history in your institution Activity History. See Collection Manager Activity History for more information.

Option 2: Modify titles one-by-one in the interface

 Learn more in a training course: Edit WorldCat knowledge base collections with user interface

  • At the end of this session, learners will gain the foundational knowledge to search and perform basic actions on knowledge base collections.

To modify one title at a time:

  1. Navigate to the collection. Open the collection and expand the Titles accordion.
  2. Modify title information:
    • Select and deselect titles
    • Modify coverage, and so forth

For more information, see KBART values and formatting.