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:
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.
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.
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:
If a collection in Non-Customizable, you have the following options for selecting the collection:
Find more information about Customizable and Non-Customizable collections and specific requirements for creating and sharing collections.
To download a KBART file with the collection data:
For Scope, choose the scope of your file:
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.
For File encoding, change the file encoding if your collection includes Non-Latin/Non-Roman characters:
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:
About your KBART file
Expand for instructions:
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_id – this must match for the coverage ranges to be combined.
Add a value to the ACTION column
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.
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.|
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.
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.
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.
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.
|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.|