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.

Follow the steps:

What collections are available? See the list of collections available in the WorldCat knowledge base (updated monthly). Alternatively, return all available collections in a search in Collection Manager by un-checking My Selected Collections and clicking Search.

Note: You have the option to modify title data and select/de-select titles one at a time in the Collection Manager interface (without downloading/uploading a file) for all customizable collections. Customizable collections are marked in the interface with a pencil icon. To modify one title at a time, open the collection and expand Titles. Select/de-select titles or click the pencil icon to modify coverage, and so forth.

Search for a knowledge base collection

Collection Manager search

Search for the collection:

  • Sign in to the WorldShare interface at your library's WorldShare URL ( [Replace yourlibrary with your library's identifier]). Navigate to Metadata > Collection Manager and locate the search box.
  • Un-check My Selected Collections to search across the content in the global knowledge base. Search for your collection. See the help system for tips on searching.

You will see a list of results that includes the collection name, the provider, and the number of titles you have selected out of the total number in the global collection, for example, 0/262 titles.

Customizable and Non-Customizable collections: What you need to know when selecting collections

Knowledge base collections in search results returned from a search in Collection Manager will be marked Customizable or Non-Customizable. Regardless of this designation, you will be able to see the titles included in the collection and you will be able to download a KBART-formatted spreadsheet of the title data.

If a collection is Customizable, you have the following options for selecting the collection:

  • Select the collection as a whole,
  • 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.

If a collection in Non-Customizable, you have the following options for selecting the collection:

  • Select the collection as a whole.

Find more information about Customizable and Non-Customizable collections and specific requirements for creating and sharing collections.

Download a KBART-formatted file of title data

To download a KBART file with the collection data:

  1. Click Metadata (or Licenses) in the navigation across at the top of the screen, and then click Collection Manager.
  2. Search for your collection (Uncheck/check "My Selected Collections" as appropriate for your search).
  3. Click on the name of the collection to open the collection.
  4. Using the dropdown menu that reads More Actions, select Download.

For Scope, choose the scope of your file:

  • If you have not selected any titles in the collection, the scope option Available titles in collection, will be the only option displayed. The file will represent the complete title data for the global collection and can be used to select the desired titles for your library's local holdings
  • If you have selected titles in the collection, you will see an additional option Titles in local holdings. The file will contain only your selected and/or modified titles.

Important note: We recommend that libraries choose Titles in local holdings when making changes to a collection you have already modified. We also recommend preserving a version of your KBART file before making any changes. If an error occurs when attempting to modify or to upload your collection, this file can be used to return your collection to the prior state.

  • If you have selected a collection is in full (via the Select Collection or Add to Order button), the scope options will provide the same content.

For File encoding, change the file encoding if your collection includes Non-Latin/Non-Roman characters:

  • Many libraries leave the default option selected, UTF-8. However, if your collection data includes Non-Latin/Non-Roman characters, please choose UTF-16LE (Unicode Text/Excel).
  • The following options are available:
    • UTF-8
    • ISO-88591 (LATIN-1)
    • UTF-16LE (Unicode Text/Excel)

Please note that before uploading a file of collection data back to the collection, you will need to save your file as a Unicode Text .txt file. For example, if you download a KBART-formatted spreadsheet of the title data, modify it to match your library's subscription, and upload it to the collection in Collection Manager, you must upload the file as a Unicode Text .txt file.

How to open your KBART file

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.  

Follow these instructions:

  1. Open your .txt file in Notepad or TextEdit.
  2. Go to Edit - Select All and copy the entire selection.
  3. Open Microsoft Excel. Click in the first cell of the spreadsheet and then right click and paste.
  4. The content of the .txt file will populate the spreadsheet in KBART format.
  5. Sometimes Microsoft Excel will re-format the date column, the ISSN (print_identifier) or the eISSN (online_identifier) columns.  Be sure to correct the formatting on these as needed.

About your KBART file

  • Each row defines a title and every column header in the spreadsheet represents a data field describing that title. The different KBART data fields are defined by UKSG here:
  • Make sure you do not delete or re-order the columns in the file. Your data needs to be in the correct order and format for the KBART upload to work as intended!
  • The value in the ACTION column of the file describes the state of the collection at the time the file is downloaded. Later, when uploading, the values will instruct the system how to treat the uploaded file

Edit title data

Option 1: Delete titles that aren't part of your access

  • Delete the rows containing the titles that are not part of your access
  • Put “select” as the value for all of the rows that remain in the ACTION column. (You may need to change this value from "raw"). This will let the system know you are selecting the titles in the collection, but not permanently changing any title data

Option 2: Modify coverage information

  • Modify the coverage data to reflect your subscription
  • Use only those fields that apply. If you have only year and month, use yyyy-mm; If you have only a year, use yyyy
  • Coverage data including days must be formatted: yyyy-mm-dd. Find more formatting information at:
  • If your coverage is to present, leave the following columns blank: date_last_issue_online (date of the last issue available online), num_last_vol_online (number of the last volume available online), num_last_issue_online (number of the last issue available online)

Expand for instructions:

Set the date format to YYYY - MM - DD in Microsoft Excel:

  1. Select the cells you want to format (cells with years, months, AND days)
  2. Right click on the selected cells and select “Format Cells..."
    • In the Number tab under Category, select “Date”
    • Under Locale (Location), select “English (South Africa)” from the drop down menu
    • Under Type, select the format that matches “yyyy-mm-dd”


Representing multiple coverage ranges for a single title:

To represent multiple coverage ranges for a title you must copy or create a new row for each coverage range you want to represent. All the KBART column values for those title rows should match except those representing the coverage dates. Also notice that each title has been assigned a unique oclc_entry_idthis must match for the coverage ranges to be combined.


Add a value to the ACTION column

  • To finish, place the value “covoverlay” in the ACTION column where you have made coverage changes to the title. For the rows you have not made changes to, place “select” in the ACTION column

Option 3: Modify other title data

If you modify a title entry's data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value “overlay” in the ACTION column for those titles.  Use the value "select" in the ACTION column for those rows you did not make changes to. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider. See more on the ACTION column below.

ACTION values

Each row of your collection data spreadsheet must have a value in the ACTION column. The value you choose serves as instructions for OCLC on how to handle your data, i.e., what information OCLC will or will not update in the future when we get new information from a provider.

"select" This value will trigger the default selection behavior in the system, adding the titles to your local holdings upon upload. Use for rows of titles/title data where you did not make changes. Likewise, use when you deleted some rows of titles/title data for a collection but did not make changes to the data for the titles that remain. OCLC will preserve your subset of titles and will update URLs, coverage data and other information for your titles when we receive data updates from the provider.  
"covoverlay" Use when modifying coverage fields. This value instructs the system to ignore any title data changes unrelated to coverage. Your coverage changes won't be overwritten by future data updates by the provider.
"overlay" Use when modifying information other than coverage. This instructs the system to look at the entire file and adjust any changes to fields from the previous file state. Any changes made with this value will not be overwritten by future data updates.

Save your file

Excel files (.xls) or (.xlsx) will NOT upload correctly. When you have finished modifying your data, save your spreadsheet as a tab delimited text file (.txt).

If your collection data includes Non-Latin/Non-Roman characters, save your file as Unicode Text .txt in MS Excel and use "UTF-16LE (Unicode Text/Excel)" when you upload the .txt file in the OCLC interface.

More information: See a complete list of collection-level settings for knowledge base collections or find more information about title-level fields.

Upload the new KBART file to the collection

1. Navigate back to the collection you were working with in Collection Manager. 

2. Using the drop-down menu that reads "More Actions," select "Upload file."


3. Decide whether you should set the “Scope" to Update changes only or Replace holdings in collection. (See below)


Update vs. Replace

Choosing the Replace scope will cause the system to delete any existing title selections in the collection and replace these with the information in your current file upload.  If you are using a file upload to delete titles from a collection you must select the Replace option!

Choosing the Update scope causes the system to look only for changes in the file and uses the specified ACTION to indicate how to treat these changes.  Choose this option if the file upload you are using only includes the records you have made changes to and you are using the ACTIONS "overlay" or "covoverlay".

The Update option may encounter indexing issues when a user attempts to repeatedly upload files to a collection.  This is not a problem with the Replace option.

4. Browse for and select your .txt file and click Upload.  The collection will then be locked for re-indexing until your changes have had time to process.  

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

View the status of your file upload

You can check the status of any file upload by opening the History accordion within the collection.  There is also the option to browse through your entire account's Activity History.  Select Activity History from the left navigation menu and filter the history so you are only viewing the File Uploaded activities.

When the status of your file upload is listed as "Completed" your upload has fully processed.  It takes a variable amount of time for files to process. Especially large files may take up to 24 hours. Once all records have processed you may want to review your attempted file upload by selecting Download Detailed Report.


Interpreting your detailed report:

This 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 your upload. A new column header of RESULT will appear to the far right of the file and each title will have this populated with a value describing the way the record was processed.

RESULT values

selected The record was selected as a result of the file upload.
updated The record was changed by the file upload (when 'overlay' or 'covoverlay' is used).  
unmatched The record was not matched to any record in the collection. No action was taken.
duplicate The row is a duplicate of another row in the file.
invalid_missing_oclc_entry_id A value in the oclc entry id column is required to select/deselect records, but it was not present in the file.
previously_selected_in_upload The record was in the uploaded file, and was previously selected. Nothing has been changed.
previously_selected_not_in_upload The record was not in the uploaded file, but was previously selected. Nothing has been changed.
Something unexpected happened while processing this record.