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Draft: Activity History

Search the Collection Manager Activity History

The Activity History in WorldShare Collection Manager applies to knowledge base collections, query collections, and cataloging partner collections. It does not include information about data sync collections.

KB-AH-search.png

  1. Navigate to Collection Manager Search box.
  2. From the Scope drop-down menu, choose Activity History.
  3. Leave My Institution's History checked to search across collections that relate to your library.
  4. Click Search.

Search results will be ordered with the most recent activity first.

 Note: Activities are tracked for 90 days.

Filter Activity History search results

Filters in the Activity History are additive. You can combine filters and drop-down selections.

Add a second filter row by using the green (+) add icon:

AH-pdl.jpg

You can choose more than one option from the drop-down menus:

AH-dataload-holdings.jpg

Table of available search filters

Expand to see all search filters and sub-filters
Filter Sub-filters Applies to knowledge base collections Applies to query collections Applies to cataloging partner collections More information
Activity Date From [Date] - To [Date]
Collection Activity Collection Created X (local collections only) X X  
Collection Updated X X X  
Collection Deleted X (local collections only) X X  
Collection Selected X (global collections only)      
Collection Deselected X (global collections only)      
Local Collection Promoted to Global Cooperative X (local collections only)     The institution that submits the collection will see activity when they submit a collection, they withdraw it, when OCLC accepts or is unable to accept. The local collection will no longer exist once the collection becomes global. An event will remain.
Collection Type Cataloging Partner Collection        
Knowledge Base - Global        
Knowledge Base - Local        
Query Collection        
Loads & Feeds KBART Upload X     Title Changes pages
Provider Data Load X (global collections only)     Title Changes pages
Provider Holdings Feed X (global collections only)     Title Changes pages
Alternate Knowledge Base Supplier Holdings File X (global collections only)     Title Changes pages
Provider [Dropdown menu of Provider names] X   X  
Settings - Google Scholar Collection Settings - Google Scholar Enabled / Disabled X      
Institution Settings - Google Scholar Enabled / Disabled X      
Settings - MARC Records Collection Settings - MARC Records Enabled / Disabled X X X  
Institution Settings - MARC Records Enabled / Disabled X X X  
Settings - WorldCat Holdings Collection Settings - WorldCat Holdings Enabled / Disabled X   X  
Institution Settings - WorldCat Holdings Enabled / Disabled X   X  
Sharing Activity Share Accepted (by another Institution) X      
Shared By My Library (to another Institution) X      
Shared To My Library (from another Institution) X      

 

How to use the Activity History

Watch a video

Coming soon! A video created by the OCLC training team.

Enable the staff names setting

An institution-level setting allows you to see the name of the staff member that made changes to a knowledge base, query, or cataloging partner collection in Collection Manager. The setting is for use with your institution's activity and collection-level histories and is for internal tracking purposes only.

To find the setting:

  1. Navigate to Institution Settings.
  2. Expand the Display Options accordion.
  3. Leave the setting unselected or select Display Staff Members:
    1. By default, this setting is unselected and your institution's name appears both inside and outside your institution as the Source for collection and title changes.
    2. If you select this setting, the First and Last Name of staff members will appear to your institution as the Source. Your institution will continue to appear outside your institution. Names are those entered in the WorldShare Admin tab.

 Note: If an OCLC staff member makes a change for you in response to an OCLC Support request, you will see OCLC, Online Computer Library Center or the staff member's name, even though you will not see an account for them in the WorldShare Admin tab. If you have concerns, please contact OCLC Support.

Steps for common workflows

Below are some examples of how to use the Collection Manager Activity History. Use the activities tracked in the Activity History with title-level title histories in a title's Title History accordion. Each collection also has a Collection History accordion.

Use the Provider filter

For global, provider-supplied knowledge base collections updated by OCLC with data from a provider, use the Activity History to see if the collections you subscribe to from a provider have been updated.

Follow these steps
  1. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution History's selected. Click Search.
  2. At the top of the screen, select the Provider filter and use the drop-down menu to find and choose the Provider Name.
  3. Click Filter.

Use the Activity Date & Collection Activity filters

To verify that you deselected or deleted a set of collections that are no longer needed, use the Activity History to see the collections you deselected or deleted during a specific date range.

Follow these steps
  1. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution's History selected. Click Search.
  2. At the top of the screen, select the Activity Date filter and enter the date range in the From and To fields.
  3. Add a row by using the green (+) add icon.
  4. Select the Collection Activity filter and choose either Collection Deselected or Collection Deleted from the drop-down menu that appears.
  5. Click Filter.

See edits in a title's Title History

After you or another institution edits a global field in a title and applies the edits, changes will be tracked in the title's Title History. Visit a title's Title History to see the changes that you or other institutions made and see the previous data.

Follow these steps
  1. Navigate to the title and open it. Expand the Title History accordion.
  2. Filter by Edits - Global. Changes listed as Edits - Local are changes that only your library sees.

Find a Provider Data Load and understand when you will see two activities per load

When OCLC updates knowledge base collections with global data from a provider, you will see a Provider Data Load activity in the main Activity History.

Follow these steps
  1. Choose Activity History as the Search Scope. Leave the search box blank. Deselect My Institution's History if you like to search more broadly. If you leave it checked, you will see Provider Data Loads only for collections you have already selected. Click Search.
  2. At the top of the screen, select the Loads & Feeds filter and then choose the Provider Data Load filter from the drop-down menu that appears.
    • If you would like to further filter the results to a specific provider:
      • Add a row by using the green (+) add icon.
      • Select the Provider filter and then use the drop-down menu that appears to find and select the Provider Name.
  3. If you have enabled the collection-level autosubscribe setting to have new titles selected automatically if a provider adds them, you will see two activities for one data load. When global titles are added and those titles are selected for your library, you will see two activities in the Activity History:
    • One for global data changes, the titles added
    • One for titles selected, the titles the system selected for your library as a result of the autosubscribe setting being enabled in the collection**

**Note: This functionality differs from Provider Holdings Feeds where title additions are typically based on new purchases. Rather, this functionality applies when you bought a collection as a whole and the provider is adding a new title to the package.

Find a Provider Holdings Feed and the associated Provider Data Load

For a knowledge base collection updated by an automatic feed, use the Activity History to verify that a provider holdings feed has loaded. There will be an associated Provider Data Load that precedes the Provider Holdings Feed.

Follow these steps
  1. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution's History selected. Click Search.
  2. At the top of the screen, select the Loads & Feeds filter and then choose the Provider Holdings Feed filter from the drop-down menu that appears.
  3. You can add another load type. Again, select the Loads & Feeds filter and then choose the Provider Data Load so that both are selected in the drop-down menu.
    • If you would like to further filter the results to a specific provider:
      • Add a row by using the green (+) add icon.
      • Select the Provider filter and then use the drop-down menu that appears to find and select the Provider Name.
  4. Click Filter.

Provider holdings feeds are preceded, typically by 1-3 days, by an associated provider data load. To surface both activities, there are a number of ways you can search. Use the instructions above or you can search by the Collection ID, by the Provider Name listed as the Update Source, and so forth.

Find a KBART Upload activity and understand when you will see two activities per upload

After a KBART file is uploaded and applied to a collection, use the Activity History to see the data changes and find a detailed report about how each title was processed.

Follow these steps
  1. To see what changed in title data:
    1. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution's History selected. Click Search.
    2. At the top of the screen, select the Loads & Feeds filter and then choose the KBART Upload filter from the drop-down menu that appears.
    3. Click Filter.
    4. In your search results, click on the KBART Upload of interest.
      • If you uploaded a KBART file to a global knowledge base collection and the file included selections and edits to local fields AND it included edits to global fields, you will see two activities listed for the upload. One will only be viewable to your library. The other will contain global edits and other libraries will see the activity in their Activity Histories and your institution name will show as the source.
    5. Click on Title Changes to see the updated and previous data for titles that changed and to see if the change was applied locally or globally.
  2. To find details about how each title was processed:
    1. Follow steps in above and then click the Download Detailed Report button.
    2. The detailed report will appear similar to a KBART file. A RESULT column will list a value for each title describing the way each title was processed or stating why processing was invalid.

The collection's Collection History accordion will list the date and time the KBART file was uploaded.

Title changes will be incorporated into each title's Title History.

Loads & Feeds activities (knowledge base collections)

Details about title changes from knowledge base collection loads and feeds is available on Activity History screens in the user interface. To find details about loads and feeds:

  1. Navigate to Collection Manager Search.
  2. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution's History selected. Click Search.
  3. At the top of the screen, select the Loads & Feeds filter. From the drop-down menu that appears, choose one of the following:
    • KBART Upload
    • Provider Data Load
    • Provider Holdings Feed
    • Alternative Knowledge Base Supplier Holdings File
  4. Click Filter.
  5. In the search results, click the load or feed of interest to see details about the specific load or feed.
    • There are often two activities listed for a single KBART Upload or Provider Data Load. Provider Holdings Feeds are preceded by a Provider Data Load
  6. Click on Title Changes.
    • To download a report, click on the Download Detailed Report button

KBART Upload

Activity History search results

Activities for KBART are listed as Collection Updated via KBART in the main Activity History. You will see two activities for your KBART upload if you use a KBART file for a global collection and make local edits and/or selections and make global edits.

For other libraries, your institution name will appear next to global edits, not your personal name.

AH-kbart-global.jpg

Title Changes page(s)

After clicking on Collection Updated via KBART, a page will open. Click on Title Changes. You can filter the list of title changes. Not all of the filters will apply.

AH-kbart-titlechanges.jpg

Clicking on a Title Name will bring you to the title's Title History. The changes from your file will populate titles' histories.

AH-kbart-titlehistory.jpg

Download a detailed report

The Title Changes page has a downloadable report option. Find the Download Detailed Report button at the top of the page.

The report will be a KBART file containing all of the titles from the uploaded file as well as any titles that were already present in your collection at the time of your upload. An additional column header RESULT will appear to the far right of the file and each title will have this populated with a value describing the way the title was processed.

The meaning of the RESULT value depends on if you used ACTION values in your file, the upload Scope you chose (Update changes only or Replace holdings in collection), and if a collection is a global or local collection.

Provider Data Load

Activity History search results

When there is a data load, if a provider file includes new titles, those titles will be automatically selected for your library. Title selections are unique to libraries.

AH-pdl.jpg

Thus, when global titles are added and those titles are selected for your library, you will see two activities in the Activity History:

  • One for global data changes, the titles added
  • One for titles selected, the titles the system selected for your library as a result of the autosubscribe setting being enabled in the collection

Title Changes page(s)

Navigate to a Title Changes page:

  1. From the Activity History search results, click on the linked text Provider data load for the provider of interest.
  2. You will be taken to a feed history (/feed-history/) page.
  3. Click the linked text Title Changes.

The page will have a box that summaries the number of changes.

It will also have a change table with rows that show the specific titles that changed, the Updated Data and Previous Data. There might be several changes listed. You can search for a title and/or filter by the type of change

Filter the change table:

  1. Remember that you might have two options for one provider for the same data load if you have the collection selected and have the autosubscribe collection-level setting enabled. Each of the two results will have different changes listed in the change table on the Title Changes (/title-changes/) page.
    1. One will only list Titles Selected. Only your library sees this information as it is unique to your library.
    2. The Title Changes page associated with the other result will only list global changes. These can include:
      • Title Added
      • Title Deleted
      • Title Updated
  2. Choose a relevant filter from the drop-down menu. The rows of the box that summaries the number of changes at the top of the screen tells you which filters are relevant. The filter menu shows the same options for all types of Title Changes pages in the Activity History; thus not all the filters shown will be applicable.

Clicking on a Title Name will bring you to the title's Title History. The provider will be listed as the Source.

AH-pdl-title.jpg

Download a detailed report

Provider data load events in the Activity History do not include the option to download a report in the form of a spreadsheet. This is a known issue.

Provider Holdings Feed

Activity History search results

Provider Holdings Feeds are data loads for providers that work with OCLC to offer automatic collection loading and maintenance for their knowledge base collections. Provider Holdings Feeds contain data specific to each library. The feeds have your library's specific subset of titles. The data is dynamic or changes over time as your library purchases titles, modifies subscriptions, or as titles are triggered for purchase.

AH-dataload-holdings.jpg

In the Activity History, when you see a Provider Holdings Feed, there will be a previous Provider Data Load activity with the same Update Source. It is typical that the feeds appear within one to three days of each other. For a complete vision of what changed for your library, view both activities.

The process OCLC uses to load Provider Holdings Feeds

The high-level process OCLC uses to load Provider Holdings Feeds is as follows. This information will help you understand what you see in the Activity History:

  1. The provider sends OCLC refreshed data at a regular, agreed-upon time. The data includes:
    1. Provider data to update the global collections and titles, and
    2. Library-specific data or "holdings" information, such as the unique titles each library owns and for some providers, the unique coverage ranges.
  2. OCLC verifies, normalizes, and loads the provider data to update the global knowledge base.
  3. Typically one to three days later, as soon as the global data has been updated, OCLC loads the library-specific holdings information.

Title Changes page(s)

Depending on the provider, the Provider Holdings Feed Title Changes page will have different information.

For some providers with automatic feeds, the Title Changes page always will only include your unique title selections and deselections. When providers send title data specific to your library, it is often the unique title list that your library owns and new titles are included and automatically selected as you purchase new titles. Coverage values are global values because they do not vary per library. If those values are updated, they will show in the Provider Data Load activity that shows global changes. For example, Provider Holdings Feeds from The U.S. Government Printing Office (GPO) include unique title selections for your library.

For some providers, coverage data can vary per library. Thus, the Title Changes page could include title updates that are counted as Local Edits. This simply means that the provider offers the title with different coverage ranges and that the coverage your library purchased in unique from the global value.

Download a detailed report

Provider holdings feeds have a downloadable report option. Find the Download Detailed Report button at the top of the Title Changes page.

This report will contain titles from a provider holdings feed. Each title will have a value populated in the RESULT column describing the way the title was processed, if it was selected, updated, and so forth. Only one result will be listed for each title. Thus, if a title was selected and it had unique coverage, the result would be selected, even if the action is covoverlay.

Alternate Knowledge Base Supplier Holdings

After an upload of a holdings file from an alternative or third-party knowledge base, details about file processing will be available in approximately 2-3 days.

Activity History search results

  1. Choose Activity History as the Search Scope. Leave the search box blank. Leave My Institution's History selected. Click Search.
  2. At the top of the screen, select the Loads & Feeds filter and then choose the Alternative Knowledge Base Supplier Holdings File filter from the drop-down menu that appears.
  3. Click Filter.

Feed History page and reports

Once you open the activity, you will see a screen that shows the collections that were included in the file. Use the Download Reports drop-down to find reports. Three reports are available for download when relevant:

  • Collections Unmapped Report
  • Summary Report
  • Titles Unmapped Report

The reports contain information about the collections and titles that were included in the file upload and summarize the total number of mapped titles.

AH-akbshf.jpg

Title Changes page(s) and detailed reports

From the list of collections, clicking on Title Changes for each of the collections will bring you to a page that shows how titles were changed in that collection.

From each collection's Title Changes page, you can Download a detailed report.

Knowledge base collections

How will you use the Collection History in global knowledge base collections? Do you have what you need by using the main Activity History and Title Histories? We'd like to hear from you. Go to Enhancements in the OCLC Community Center (sign in with your WorldShare credentials).

Collection History

Global collection

You can search the Collection History.

Expand: Filter options

Filter by:

  • Activity Date
  • Collection Deselected
  • Collection Selected
  • Collection Updated
    • Secondary filter opens:
      • Google Scholar Disabled
      • Google Scholar Enabled
      • MARC Record Delivery Disabled
      • MARC Record Delivery Enabled
      • WorldCat Holdings Disabled
      • WorldCat Holdings Enabled
  • Local Collection Promoted to Global Knowledge Base [Filter appears but is not relevant to global collections]
  • Sharing Activity
Activity Date [Sortable] Change Global/Local Source
[Date][Time]
  • Collection Deselected
-

One of the following:

  • Provider Name
  • Your Institution Name (or Staff Name, if enabled)
  • Other Institution Name
  • OCLC, Online Computer Library Center (or OCLC Staff Name)
[Date][Time]
  • Collection Selected
- [One of the above]
[Date][Time]

One of the following:

  • Collection Updated [Setting changes are specified]
    • Google Scholar Enabled
    • Google Scholar Disabled
    • MARC Delivery Enabled
    • MARC Delivery Disabled
    • WorldCat Holdings Enabled
    • WorldCat Holdings Disabled
  • Collection Updated *See notes
  • Collection updated via KBART **See notes

One of the following depending on if the edit in the global collection was globally applied or locally applied:

  • Global
  • Local 
[One of the above]
[Date][Time]

Sharing Activity

  • Share Accepted By [Institution Name]
  • Shared By My Library To [Institution Name]
  • Shared To My Library From [Institution Name] ***See notes
-

Your Institution Name (or Staff Name, if enabled)

 

Notes:

* The "Collection Updated" activity is triggered by any collection-level or title-level edit made in the UI and applied locally by you or globally by you or another library. The title or collection change is not specified.

** Other Load & Feed events such as a Provider Data Load or a Provider Holding Load does not generate a collection-level event.

*** The offer to share shows up until you select the collection.

Local collection

Local collections can be deleted. Once deleted, the change will show in the Activity History. A Global/Local column is not included in the Collection History accordion in local knowledge base collections.

You can search the Collection History.

Expand: Filter options

Filter by:

  • Activity Date
  • Collection Updated
    • Secondary filter opens:
      • Google Scholar Disabled
      • Google Scholar Enabled
      • MARC Record Delivery Disabled
      • MARC Record Delivery Enabled
      • WorldCat Holdings Disabled
      • WorldCat Holdings Enabled
  • Local Collection Created
  • Local Collection Promoted to Global Knowledge Base [Only applies until the collection is accepted.]
  • Sharing Activity
Activity Date [Sortable] Change Source
[Date][Time]

One of the following:

  • Collection Created
  • Collection Updated [Setting changes are specified]
    • Google Scholar Enabled
    • Google Scholar Disabled
    • MARC Delivery Enabled
    • MARC Delivery Disabled
    • WorldCat Holdings Enabled
    • WorldCat Holdings Disabled
  • Collection Updated *See notes
  • Collection updated via KBART
  • Local Collection Submitted for Promotion to Global Cooperative: Accepted; Withdrawn, etc. *See notes
  • Sharing Activity
    • Share Accepted By [Institution Name]
    • Shared By My Library To [Institution Name]
    • Shared To My Library From [Institution Name]
  • Your Institution Name (or Staff Name, if enabled)

Notes:

* The "Collection Updated" activity is triggered by any collection-level or title-level edit made in the UI. The title or collection change is not specified.

** Once your local collection is approved for promotion, it will become a global collection and the Collection ID will change (global.xxx). The local version of your collection will no longer be available. However, activity associated with the Collection ID from your local collection (customer.xxx) will be retained and will show when your local collection was approved for promotion. It will show to your institution only. Other libraries will see the date the collection was created, when they select the collection, and so forth.

Title History

Global title

You can search the Title History.

Expand: Filter options

Filter by:

  • Activity Date
  • Edits - Global
  • Edits - Local
  • Invalid Titles
  • Title Added
  • Title Deselected
  • Title Selected
  • Title Updated
Change Field Updated Data Previous Data Global/Local Date [Sortable] Source
Title Updated

One or more of the following:

  • Author (eBook/Non-Serial)
  • Date (eBook/Non-Serial)
  • Grouped OCLC Numbers
  • Online identifier: eISSN, Other ISBNs
  • OCLC Number
  • Print identifier: ISSN, ISBN
  • Publisher
  • Title Name
  • Title ID (Linking Key)
[Updated value/s] [Previous value/s]

One of the following depending on if the edit in the global collection was globally applied or locally applied:

  • Global
  • Local 
[Date][Time]

One of the following:

  • Provider Name
  • Your Institution Name (or Staff Name, if enabled)
  • Other Institution Name
  • OCLC, Online Computer Library Center (or OCLC Staff Name)
Title Updated
  • Journal start & end dates, embargo
  • Journal volume & issue numbers
  • Title URL
  • Notes
[Updated value/s] [Previous value/s] Local [Date][Time] Your Institution Name (or Staff Name, if enabled)
Title Added Global [Date][Time]

[One of the above]

Title Selected - [Date][Time]

[One of the above]

Title Deselected - [Date][Time]

[One of the above]

Local title

You can search the Title History.

Expand: Filter options

Filter by:

  • Activity Date
  • Edits - Local
  • Invalid Titles
  • Title Added
  • Title Updated
Change Field Updated Data Previous Data Global/Local Date [Sortable] Source
Title Updated

One or more of the following:

  • Author (eBook/Non-Serial)
  • Coverage Depth
  • Date (eBook/Non-Serial)
  • Grouped OCLC Numbers
  • Journal start & end dates, embargo
  • Journal volume & issue numbers
  • Notes
  • OCLC Number
  • Online identifier: eISSN, Other ISBNs
  • Print identifier: ISSN, ISBN
  • Publisher
  • Title ID (Linking Key)
  • Title Name
  • Title URL
[Updated value/s] [Previous value/s] Local [Date][Time]

Your Institution Name (or Staff Name, if enabled)

Title Added - [Date][Time] Your Institution Name (or Staff Name, if enabled)
Title Deleted - [Date][Time] Your Institution Name (or Staff Name, if enabled)

Query collections

Collection History

Query collections can be deleted. When deleted, the change will show in the main Collection Manager Activity History.

Expand: Filter options

Filter by:

  • Activity Date
  • Collection Created
  • Collection Updated
Activity Date [Sortable] Change Source
[Date][Time] Collection Created Your Institution Name (or Staff Name, if enabled)
[Date][Time]

Collection Updated

  • Collection Name Updated
  • MARC Delivery Enabled
  • MARC Delivery Disabled
Your Institution Name (or Staff Name, if enabled)

Cataloging partner collections

Collection History

Cataloging partner collections can be deleted. When deleted, the change will show in the main Collection Manager Activity History.

Expand: Filter options

Filter by:

  • Activity Date
  • Collection Created
  • Collection Updated
Activity Date [Sortable] Change Source
[Date][Time] Collection Created Your Institution Name (or Staff Name, if enabled)
[Date][Time]

Collection Updated

  • Collection Name Updated
  • MARC Delivery Enabled
  • MARC Delivery Disabled
  • WorldCat Holdings Enabled
  • WorldCat Holdings Disabled
Your Institution Name (or Staff Name, if enabled)