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Edit Global collections

Learn how to edit global collections using the Local and Global tabs as well as via KBART file.

About global knowledge base editing

Global collections and titles are available to all knowledge base users.

  • Some global-title data is the same for all libraries, for example, the title name. The title name is a global field.
  • Likewise, some global-title data is unique to individual libraries, for example, journal coverage values. Journal coverage values are a local field. In WorldShare Collection Manager libraries can edit both global and local fields.

Edits to global fields will be applied for all libraries and edits to local fields will be visible only to your library.

Be cautious when editing global knowledge base collections. When you edit a global field, you will be prompted to review your changes. Once you save the changes, the system will automatically apply your edit globally. Choose to edit a global field if you believe it will benefit all libraries.

Use the Global and Local tabs

The Properties and Linking accordions contain a Global and a Local tab. Fields in each tab are either editable or read-only, respective to how edits will be applied. For example, fields where edits will be applied globally are only editable in the Global tab and local fields are visible, but not editable in the Global tab.

There are two tabs: Global (left) and Local (right). Each tab will allow you to edit the relevant fields. Some fields are available in both tabs. You can complete edits in one or both tabs before clicking Review & Save. Upon saving, you will be able to review your edits. When you apply your changes, your edits will be available immediately in the respective global and local fields.

Edit collection information

To edit and submit collection edits:

  1. Navigate to the collection to which you want to make the changes and open it.
  2. Expand the Properties or Linking accordions to update information.
  3. Select the Global or Local tab.
  4. Edit the applicable fields.
  5. Click Review Summary & Save.
  6. From the Summary window, select Apply Changes.

Edit global collections via KBART

To edit multiple titles to a Global knowledge base collection that already exists:

  1. Navigate to the collection to which you want to add the title and open it.
  2. Select Collection Actions > Download Titles in This Collection.
  3. Edit the title fields in the KBART spreadsheet.
  4. Select Collection Actions > Upload Titles to This Collection.
  5. Select Update changes only or Replace all titles in collection for the Scope.
  6. Use the Choose File button to select your KBART spreadsheet.
  7. Select Upload.

    For more information about using KBART files, see KBART values and formatting.

After you have uploaded your KBART you will see an Upload Preview that allows you to review your edits and approve, discard, or cancel the upload. Once you apply your changes and select Approve Upload, edits will be available in the respective global and local fields.

 Note: When editing collections via a KBART file, all of the column headers must be present and in a specific order. Use a file from the knowledge base as a template, not the order shown in the tables below.

Editable knowledge base fields

The tables below list all editable fields in global knowledge base collections and titles and indicate if a field is global or local. The final column shows if the field is editable via KBART file download/upload. All of the fields can be edited in the Collection Manager user interface.

Edits to global fields will be visible to all libraries and your institution will show as the source of the edit. Edits to local fields will be applied and visible to your library only and your name will show as the source of the edit (if you have enabled the associated setting).

Table: Collection-level fields

Location in the UI Editable field in global collections Global tab: Edits applied globally Local tab: Edits applied locally In KBART
Collection Properties accordion Collection Name*     -
Description X   -
Attributes: Open Access, etc.** X   -
Notes: Collection Note; Staff Note   X -
Collection Linking accordion Collection URL Formula   X -
Title Link Formula   X -
Database Linking Key   X -
Link Scheme   X -
[Label varies; Provider-setting override only in relevant collections]   X -
Use Proxy; Override for this collection   X -

*If you would like to edit the Collection Name globally, please contact OCLC Support to request the change. 

**Titles adopt the collection-level attribute. When you edit the attribute, titles will not re-adopt the attribute until some title-level edit is applied.

Table: Title-level fields

See How to update title information for additional instruction.

Location in the UI Editable field in global titles Global tab: Edits applied globally Local tab: Edits applied locally In KBART
Title Properties accordion Title Name X   publication_title
Journal: Coverage start & end dates   X date_first_issue_online; date_last_issue_online
eBook/Non-Serial: Date X   date_first_issue_online; date_last_issue_online
- year may be repeated
Journal: Volume & issue numbers   X num_first_vol_online; num_first_issue_online; num_last_vol_online; num_last_issue_online
Journal: Embargo   X embargo_info
eBook/Non-Serial: Author X   first_author
eBook/Non-Serial: Provider X   publisher_name
GovDocs Repository ID X   vendor_id
Title URL   X title_url
OCLC Number X   oclc_number
Override OCLC Number X   -
Grouped OCLC Numbers X   -
Print identifier:
X   print_identifier
Online identifier:
eISSN or Other ISBNs
X   online_identifier
Title Note; Staff Note; Coverage Note; Location note
  X title_notes; staff_notes;
coverage_notes; location
Title Linking accordion Override Link Scheme   X oclc_linkscheme
Title ID (Linking Key)   X title_id

See what changed in the Title History

As you and other knowledge base users make global edits, you can see what changed by visiting the Title History within each title or using the Title History accordion in the Knowledge base collection.

By viewing a title's history, knowledge base users can see what global changes were made and the name of the institution that made the improvement. Additional details are available in the Activity History.