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Learner guide: Use KBART files to edit WorldCat knowledge base collections

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Course overview

This course provides instruction on using KBART (Knowledge Base and Related Terms) files to select, edit, or add knowledge base collections. After this session, learners will be able to create and use a KBART files to edit or add a knowledge base collection in WorldShare Collection Manager.

 Note: This learner guide is designed to accompany the  Use KBART files to edit WorldCat knowledge base collections  course. If you attended the Use KBART files to edit WorldCat knowledge base collections instructor-led course or listened to the recording,  please complete our brief survey. Your feedback is very important! Thank you! 

Searching in Collection Manager

Search for collections 

  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.
    • If no search criteria is entered in this search field, all items are returned in the search results.
    • Enter an asterisk (*) after a search term to view items that begin with that term.
  5. Click Search.

    Screenshot of the Search collections screen with the Filter by drop-down list displayed in WorldShare Collection Manager

  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 (Add button). 
  8. Click Filter to filter the results based on your specifications.

Search for a provider

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Select Provider 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. 

      Screenshot of the Search section set to perform a Provider search in WorldShare Collection Manager

  4. In the Search Term(s) field, enter your terms or leave the field empty.
    • If no search criteria is entered in this search field, all items are returned in the search results.
    • Enter an asterisk (*) after a search term to view items that begin with that term.
  5. Click Search.

Provider search results

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

Provider search results in Collection Manager - Table
Column Title
Provider The vendor or content provider who supplies the collection. Click a provider name to view all collections supplied by the provider.
Attributes
Shared by my library Indicates that your library shared the collection.
Shared to my library Click on the name of the provider who shared the collection with your library to view their profile.
Locally Created Indicates that the collection was created locally.
Selections

Indicates how many collections the provider has, along with how many are selected. Click on a number to view all collections supplied by the provider or all selected collections.
Actions

Click Local Provider Actions to:

  • Delete Provider
  • Edit Provider

Search for a title

 Note: Keyword searches with partial words and/or special characters, including wildcards, are not supported in Collection Manager Title Search.  For example, healt* is not a supported search term, but health is supported.

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Select Title 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.
  4. Change the Title Index to one of the below options:
    • Keyword
    • Title
    • ISBN
    • ISSN
    • OCLC Number

      Screenshot of the Search section in WorldShare Collection Manager with the Keyword Title Index selected

  5. In the Search Term(s) field, enter your terms or leave the field empty.

     Note: Searching by the OCLC Number Title Index without search terms will fail to return results.

    • If no search criteria is entered in this search field, all items are returned in the search results.
    • Enter an asterisk (*) after a search term to view items that begin with that term.
  6. Click Search.

    Screenshot of the Search screen in WorldShare Collection Manager with Search history present

  7. 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:
    • Coverage - Date - Format date as YYYY-MM-DD, YYYY-MM, or YYYY.
    • Coverage - Enumeration - Enter a volume and issue number.
    • Coverage Depth -  From the second drop-down list, select a coverage depth.
    • Provider - From the second drop-down lists, select or search for a specific provider.
  8. (Optional) Add additional filters by using the green plus add icon (Add button). 
  9. Click Filter to filter the results based on your specifications.

Select and edit knowledge base collections with KBART file

Download KBART file

  1. Under the collection search results, click the desired collection to open it.
  2. Click Collection Actions menu.
  3. Select Download titles in this Collection
    • Scope = Available titles in collection OR My Selected Titles
  4. Click Download.
  5. Save file to edit later or open file to edit in a spreadsheet program.

Edit titles in a spreadsheet program (preferably EXCEL)

  1. Global vs. Local edits:
    • Global changes made to a global field are applicable to all libraries (e.g., Title Name).
    • Local changes made to a local field are only applicable to the editing library (e.g., coverage information).
    • More information about global vs. local fields can be found at editable knowledge base fields.
  2. Edit and delete titles to match your library-specific purchase or subscription, include using the VLOOKUP function to reconcile a KBART file.
  3. Use the appropriate ACTION value.
    Use Case Value  Description

    Select a subset of global titles by using a KBART file

    		 Select

    Use for rows of titles/title data where you did not make changes

    Modify a global collection by editing a KBART file

    		 Covoverlay

    Use for rows of titles/title data where you did not make changes

    Modify a global collection by editing a KBART file

    		 Overlay

    Use for rows of titles/title data where you did not make changes
  4. Save file as a tab-delimited text file.

Upload KBART file

In the desired collection:

  1. Click Collection Actions menu.
  2. Select Upload Titles to this Collection.
    • Scope = Update changes only OR Replace all titles in collection
  3. Click the Browse button and locate the file to upload.
  4. Click Upload. You will see this message: Upload is being processed.
  5. View the upload preview report by clicking the provided link.
    edit-kbart-files-5.png
  6. Approve or Discard upload.

Add new knowledge base collections with KBART file

Create a new local collection

Under Collection Manager:

  1. Click Create a Collection.
  2. Select Knowledge Base Collection.
  3. Click Create.

New collection screen displays (Required fields marked with a red asterisk (*))

  • Properties accordion
    1. Enter a Collection name.
    2. Use or change Collection ID.
       Note: Your Collection ID needs to be unique.
    3. Search for an existing Provider or Create a Provider.
  • Linking accordion
    1. Enter the Collection URL as appropriate.
    2. Link scheme - OCLC can create a link scheme for new knowledge base collection and add it here. Provide OCLC Support with the following information:
      • Collection name, Collection ID, and Provider
      • Sample search from the current provider to full-text
      • Username and password
  • Click Create to add the new collection.

Add titles to a new collection with a KBART file

  • Create a collection of titles in spreadsheet program. Each row contains information for one title.
    1. Add title using KBART formatting (see section below). See: KBART values and formatting

       Note: See the KBART template for reference or to create a collection.

    2. Use appropriate value in the ACTION field for each title:
      Use Case  Values Descriptions

      Create a new local collection or make changes to titles in a local collection

      		 raw Use to tell the system that the title is added for the first time

      Add titles to a local collection with a KBART and system generated data

      		 autofill Use the OCLC number to find the WorldCat record and populate title
    3. Save KBART file as a tab-delimited text (.txt) file type.
  • Upload KBART file of titles
    1. Select Metadata.
    2. Expand Collection Manager.
    3. Search for the desired collection.
    4. Navigate to the collection screen.
    5. Click the Collection Actions menu.
    6. Select Upload Titles to this Collection.
      • Scope = Update changes only OR Replace all titles in collection
    7. Click the Browse button and locate the file to upload.
    8. Click Upload. You will see this message: Upload is being processed.
    9. View the upload preview report.
      edit-kbart-files-4.png
    10. Approve or Discard the upload.

KBART recommended values by format

To determine KBART values, see KBART recommended values by format. 

Promote local knowledge base collections

Libraries can opt to promote a locally created collection the global WorldCat knowledge base.

To promote a locally created collection:

  1. Under Collection Manager, search for the collection.
  2. In the collection results screen, open the desired collection.
  3. Click Collection Actions menu.
  4. Select Promote Collection to Global Knowledge Base.
  5. Provide a summary of changes. Click Continue.
  6. Once request has been submitted, you will see the following message:
    edit-kbart-files-6.png
  7. Once the request is accepted and the collection promoted to a global collection, the collection ID and provider will change to:
    edit-kbart-files-7.png

Delete locally-created knowledge base collection and/or titles

Depending on the changes with your library’s electronic resources subscriptions, you may need to periodically remove selections (holdings) from an entire collection or individual selected titles in a collection created by your library.

Delete an entire collection your library created:

  1. Under Collection Manager, search for the collection. The Search results screen displays.
  2. Identify the chosen collection.
  3. Under Selections, click Delete.
  4. A confirmation will appear, click Delete button.

Delete individual titles in a locally-created collection:

  1. Under Collection Manager, search for the collection. The Search results screen displays.
  2. Identify the chosen collection.
  3. Click the collection name to display the collection.
  4. Search for your chosen title(s).
  5. Under Selections, click Delete Title.

To delete a subset of titles from one or multiple collections, you may choose to use the Title Work List. 

Test your knowledge

  1. Which spreadsheet format should you use when uploading a KBART file to WorldShare Collection Manager?
    1.  Excel (.xlsx)
    2. CSV (.csv)
    3. UTF-8 Tab delimited (.txt)
    4. Google Sheets (.gsheet)
  2. What must you do with the ACTION column in a KBART file before uploading it?
    1. Delete it
    2. Leave it unchanged
    3. Update it to reflect the intended action for each title
    4. Move it to the first column
  3. Which fields are mandatory in a KBART file when creating or modifying a collection?
    1. publication_title, title_url, coverage_depth, oclc_entry_id
    2. title_url, ACTION, publisher_name
    3.  coverage_depth, ACTION, ISSN
    4. publication_title, ACTION, ISBN
  4. What happens if you delete or reorder columns in a KBART file before uploading?
    1. The file will upload faster
    2.  The system will ignore the changes
    3. The upload will fail
    4. The system will automatically correct the format
  5. When should you modify a knowledge base collection instead of selecting it in full?
    1.  When your library subscribes to all titles in the collection
    2.  When your library subscribes to only a subset of titles
    3.  When the collection is not available in the global knowledge base
    4.  When the collection is already selected
Answer key
  1. Which spreadsheet format should you use when uploading a KBART file to WorldShare Collection Manager?
    c. UTF-8 Tab delimited (.txt)
  2. What must you do with the ACTION column in a KBART file before uploading it?
    c. Update it to reflect the intended action for each title  
  3. Which fields are mandatory in a KBART file when creating or modifying a collection?
    a. publication_title, title_url, coverage_depth, oclc_entry_id
  4. What happens if you delete or reorder columns in a KBART file before uploading?
    c. The upload will fail  
  5. When should you modify a knowledge base collection instead of selecting it in full?
    b. When your library subscribes to only a subset of titles

 

Additional information

Additional questions? Contact OCLC Support.