Use KBART files to edit WorldCat knowledge base collections

0:02
Well, I'd like to welcome everyone to.
Mindy Tran
0:05
Use kbart files to edit Worldcap knowledge base collection. My name is Mindy Tran and I will be leading the session today. As I mentioned earlier, we will be recording this session and once the recording is available, it will be sent to everyone in the session, including.
Mindy Tran
0:22
In the learner guide that was added to the chat.
Mindy Tran
0:27
For those of you that have just joined us here on audio, we will leave your microphone or telephone muted throughout the session to minimize any background noise. So we will be using the chat panel as a way for you to ask questions throughout the session.
Mindy Tran
0:45
Do feel free to send those questions in at any time. The best way is probably to send the question to everyone. That way everyone will see the question or you can send your questions directly to me. I will pause at.
Mindy Tran
1:02
Periodic points in the session to make sure that I address the questions that I see, in chat. Well, this online class is really meant to provide you with using the K bart files or knowledge base and related to.
Mindy Tran
1:22
Tools.
Mindy Tran
1:23
To modify or to add titles to new knowledge based collections. We will be focusing on, in our prior sessions, we know how to access collection manager, create those collections within the collection manager interface.
Mindy Tran
1:43
So the focus of the session today is really to build on that. Now that you know how to create these collections, how do you use the kbark file to search for and edit existing knowledge base collections without.
Mindy Tran
1:59
Editing them or selecting them one at a time within the user interface, specifically or especially I should say if you have to edit a big collection with.
Mindy Tran
2:13
A big number of titles that your library have purchased or subscribed to in that collection. Or maybe you have a spreadsheet file of titles for that collection. So instead of adding those the titles one at a time.
Mindy Tran
2:33
Within the interface, how can you take advantage of those titles in the spreadsheet? How do you.
Mindy Tran
2:42
What fields or what data is needed to convert that into a K bart file so that you can then add that spreadsheet of titles to the knowledge base collection out in collection manager.
Mindy Tran
2:59
We'll talk about very briefly, promoting a locally created collection. What we've been talking about in prior sessions and today's session is really working with when we create new collections, we are creating these local local collections that only your library has.
Mindy Tran
3:19
Has access to and use and.
Mindy Tran
3:24
But it's really your library or staff at your library have access to be able to modify the titles in those collections. The collections that you search out in the global Worldcap knowledge base are collections that OCLC has received from providers.
Mindy Tran
3:42
Or collections that other library have created and contributed to the global knowledge base for everyone in the cooperative to use.
Mindy Tran
3:52
So one of the things that we'll talk about is what is that extra step or steps that you can take to promote your local collection to make it into a global collection for other libraries to use?
Mindy Tran
4:08
Now this step, is optional. You don't have to just because you create a new collection doesn't mean that you have to make that collection globally available to everyone. There are instances where you would never make it a global collection. Maybe it is.
Mindy Tran
4:27
A collection that only your library has access to and NO one else will ever have access to because it's a private collection and you want to keep it that way and you want to be able to make the changes your library are the only one that can make the changes to the titles in that collection.
Mindy Tran
4:48
But there maybe other instances where you do want to promote that collection. And this is, we're just touching on how you can do that so that others can take advantage of the work that you've done and that, and you may want to contribute to the cooperative.
Mindy Tran
5:07
Any questions about that? Well, we've already seen that libraries can represent their collections in the Worldcap knowledge base by selecting and editing existing collections or creating new collections. So.
Mindy Tran
5:27
Today we'll just take a look at how to do that mainly using K Bart files to do so. So to edit collections, existing global collections in.
Mindy Tran
5:43
Collection manager, knowledge based collections in collection manager. You'll log into collection manager, search for that collection, and then you'll want to download the K part file, which is a text file for the collection you want to edit.
Mindy Tran
6:01
And then open that downloaded file either in the Excel spreadsheet or another spreadsheet program of your choice delete titles that your library didn't purchase or didn't subscribe to, within that downloaded spreadsheet.
Mindy Tran
6:18
You can then change coverage information or, if they, if the collection is an e journal collection, for instance, e journal or make other title changes. If it's an ebook collection, even if it's an.
Mindy Tran
6:35
And maybe there are dates that are different or other title information that doesn't exist or maybe the ISSN number is incorrect for some reason, ok? Or you may have the name of the title or you may want to add staff notes.
Mindy Tran
6:55
Those are the things that you can do, you can add to the kbark file, edit that information, and then save it as a modified kbark file.
Mindy Tran
7:09
One of the things that we strongly encourage and recommend is that if you are going to change title information, don't change the collection name or the entry ID.
Mindy Tran
7:25
Because when you upload that modified K part file back into the collection, the system will use the especially the OCLC entry ID to make sure that it is not making changes to the correct title. It is keeping the correct.
Mindy Tran
7:45
That title, in that collections making the right selection for the titles in the collection that you've specified in the spreadsheet.
Mindy Tran
7:54
And then if you started out the process, let's say initially you log into collection manager, you search for the titles that your individual titles that your library subscribe to so that you can select the title and make the changes like journal coverage information.
Mindy Tran
8:15
Or add changing ISSM if there was a a difference in the ISSM.
Mindy Tran
8:24
And you realize there's just way too many for it, you know, to do it within the interface and you decided to download the keyboard file and work on it outside of collection manager to make those changes. Maybe over time when you have some time to come back to to.
Mindy Tran
8:44
To do that.
Mindy Tran
8:45
You can always, before you upload your modified file, deselect the collection to tell collection manager that I am starting from the very beginning. So just ignore the changes that I've made before for those titles. The uploaded the modified keyboard file that I'm uploading will take care of.
Mindy Tran
9:05
That.
Mindy Tran
9:10
Questions about that? When you're working with K bart files, here are some of the values that are important to use for each row of titles in the kbart file.
Mindy Tran
9:27
Okay, different values can be used for each title in that spreadsheet. So, you may use the value select to tell the system that you didn't make any changes to the title.
Mindy Tran
9:46
But this value will tell collection manager that you want to have this title selected to say that your library subscribe to it or purchase this title in the collection. Using the select value indicates to the system that you want the title data.
Mindy Tran
10:04
To be updated on future data updates that OCLC receives from the provider. So if there's coverage information that has changed, in the.
Mindy Tran
10:16
Data file that OCLC receives from the provider in the future, that information will be updated also because you're saying we're not making changes, we're following what the provider is is offering at that time and changes based on future provider data to OCLC.
Mindy Tran
10:36
The Curve overlay, you'll use that if you've made changes to the coverage information to an e journal title in the spreadsheet. This value instructs the system to ignore.
Mindy Tran
10:53
Any title data changes that OCLC receives in the future that's unrelated, that's not unrelated to coverage. So, your coverage changes will not be overwritten by future data that OCLC receives from the provider. Other changes may happen like.
Mindy Tran
11:13
ISS N number if there was a change in that, probably not I'm just maybe a slight title change.
Mindy Tran
11:21
But coverage information, even if the coverage information is different when, say Epsco sends that data file to OCLC, because you've told the system do not.
Mindy Tran
11:39
Do not overlay my coverage information then the future data updates that oclcbcs will not do that for that title. Overlay, you'll use this if you.
Mindy Tran
11:57
Made changes other than just coverage information. So this instructs the system to look at the entire file, and adjust only fields that differ from the previous file state. Any changes made with this value will only be overwritten by.
Mindy Tran
12:17
Will not be overwritten excuse me, will not be overwritten by future data updates, ok? So if you've made specific changes to, I'm I'm trying to think up the top of my head, ISSN number.
Mindy Tran
12:38
If the provider sends the future update, it won't change, it won't update based on those fields that you've made the changes to last time, and that you've used the cub over the overlays, excuse me, value for that title.
Mindy Tran
13:01
Any questions about that before we go out and take a look here? I'll go ahead and switch my screen to my browser for today's session I'm using Firefox.
Mindy Tran
13:20
And I already have, my library specific URL to access collection manager here. I just need to log in. I have my logged in saved, so I just go ahead and select my username and password and go ahead and sign in here.
Mindy Tran
13:43
So to begin, the 1st thing I, is that I want to do is I want to edit an existing knowledge base collection. I know that my library subscribed to this collection from this provider and before I go in and need to make sure to.
Mindy Tran
14:04
Excuse me here to create a new collection, I can search the global knowledge base to see if this collection already exists and just make changes, use that collection but modify it to represent what my lib.
Mindy Tran
14:23
Very purchase from s from that provider.
Mindy Tran
14:27
So we purchased some titles from EDP Sciences journal. So I'm going to navigate to collection manager here under metadata collection manager. And I'll go ahead under data I'll search by collection. I am going to change my scope to all.
Mindy Tran
14:47
All collections.
Mindy Tran
14:49
Because this is a new collection for my library, so either I can change my scope to all collection to search everything or to collections that my library have not selected or created in any way, ok? I'll just use the all collection here.
Mindy Tran
15:07
And I'll go in and do a search, and I find that this is the collection name here.
Mindy Tran
15:25
By EDP sciences, there are a hundred and 73 titles in this collection. Now, since I since my library didn't purchase the entire collection, I definitely would not want to select all titles here from the search results screen.
Mindy Tran
15:42
What I want to do is I want to click on the title of the collection to open up the collection detail. And I'll see that here's the hundred and 73 titles in the collection. And of course you can always scroll down.
Mindy Tran
16:02
Browse for those titles that your library purchased and in the corresponding selections column, you can always select those individual titles and then after you select them, make those edits.
Mindy Tran
16:20
Doing it within the interface or search for them and select the title and then edit the individual titles there. But instead of doing that, we want to download the entire spreadsheet of a hundred and 73 titles here and work on it offline.
Mindy Tran
16:40
And so I can click on collection actions, and I can say I want to download titles in this collection. Now you have a few options. The scope of this is available titles in collection, meaning everything.
Mindy Tran
16:56
That's in this collection or my selected title. If you choose to, download just only my selected title, I'm gonna hover my mouse over here in the question mark so you can see. It will only.
Mindy Tran
17:13
This is really more applicable if you've already selected titles in this collection and then in the future you come back and you want to make edits to only those titles that your library have selected in the collection and you didn't want to do it in the interface. In that case, you don't really want to.
Mindy Tran
17:33
Download the entire collection again, you only want to download those titles that your library has selected and have collection manager generate the list of titles from this collection, ok? However, I haven't selected any.
Mindy Tran
17:53
So I'm gonna go ahead and download all of the available titles. The download type will always be K Bart and it will always use UTF eight encode as the file encoding. Once I click download, this will depend on.
Mindy Tran
18:10
The settings that I have for the browser that I'm using, so it will be different for each of you how you set up your browser, will it ask you where you want to save it? Will it ask you, do you wanna open it right away? And all of those is based on your individual browser and browser setting.
Mindy Tran
18:31
So when I click on download for my here, it's asking me right away, do I want to open it or do I want to save it and come back to it later? Well, I'm gonna go ahead and open it. And what it does is that it will open up in a notepad.
Mindy Tran
18:48
Such as this. This is not, you can't really work with this file, but, what happens is that when it opens up in this way, all you really have to do is just use.
Mindy Tran
19:03
You know, right click on your mouse, you just need to select all the titles in this notepad exactly like this. Don't make any changes to it, right click and then say copy and then open up the spreadsheet program of your choice. It might be Excel.
Mindy Tran
19:23
It might be another spreadsheet.
Mindy Tran
19:26
I'm going to open up Excel here and open up a blank spreadsheet, ok? And what I'll do is just put your cursor, it will appear in the 1st cell in this sheet and then just right click or use your keyboard shortcut that you prefer and just.
Mindy Tran
19:47
And there it is. Now, you can work with this spreadsheet. Notice that the 1st row in this spreadsheet contains the K bark fields.
Mindy Tran
20:02
For, the, this collection. So publication title, print_identifier. So those underscore, there's a reason for why they're there. These are the fields that are, that.
Mindy Tran
20:18
Are used by collection manager for knowledge based collections using Kbark files and you'll notice that the data transfer over the last field over here, one of the.
Mindy Tran
20:36
Is the action column, which is what we talked about, where each row of data can have its own value. When you 1st download an existing collection, the value for each row of title is raw. So that's a quick way for you to see that, oh, this is a new file I just downloaded.
Mindy Tran
20:56
I haven't done anything to it. I haven't made changes, I haven't changed the action value on this. Okay.
Mindy Tran
21:06
So let's say that my library only purchased about 30 titles in this collection, and there are a hundred and 73 titles in, in, this collection here. So now you can take advantage of the Excel spreadsheet editing functionality at your leisure and make the changes to this. One of.
Mindy Tran
21:26
The titles that my library subscribe to is aquatics.
Mindy Tran
21:31
Living resources. And of course I can scroll through and find that title in here, but I can always use the find, in.
Mindy Tran
21:47
The Excel spreadsheet and find that title. Oh, I should not have highlighted the row here so that it can. So it founds my title.
Mindy Tran
22:04
For me, and I'm going to go ahead and just, highlight this row of title because if you're working with a long spreadsheet and if your screen doesn't show the entire.
Mindy Tran
22:24
Your spreadsheet like my example here or if you are expanding columns so that you can see more of the title or more of the URL so that you can edit, you might want to, as you scroll across the screen, it's easier to know where, which title I.
Mindy Tran
22:43
You're editing. So for this one, I know that nothing else changes really. The only thing is that for the coverage information, the, my library's 1st issue is not.
Mindy Tran
23:03
1988. It's actually 2011, so I'll go ahead and change that here.
Mindy Tran
23:10
And for my library, the 1st volume is actually 24 issue one. I'm we are still receiving ongoing, the URL for that doesn't change. We are getting full text for that.
Mindy Tran
23:29
EDP sciences is still the same. We're not I'm not changing anything else, but I do before I forget, I will just change this to the value cup overlay to let the system know that.
Mindy Tran
23:45
I've made changes to the coverage information for that, this title, otherwise everything else hasn't changed if OSLC receives data in the future, anything can be updated for this title except coverage. One of the question, how long does the cub overlay command remain tied to the collection?
Mindy Tran
24:05
And it remains tied to this title until you remove your selection from it, meaning that you deselect the title if you NO longer have access to that title or if you deselect the entire collection because your library NO longer.
Mindy Tran
24:23
Have access or NO longer subscribe to that collection and the reason why it's tied to that is because coverage information is a local change.
Mindy Tran
24:42
Which that's.
Mindy Tran
24:43
To for the library. It is not when you're making changes here and you are uploading a modified keyboard file to select titles and make the changes. Coverage is a local change that you're making and it is applicable to your library. It doesn't change the goal.
Mindy Tran
25:03
Global, coverage information for everyone else or for in the global collection it only changes for your specific instance of this title. So it will be tied to it until you deselect the title or you deselect the collection.
Mindy Tran
25:26
Did that answer your question? I hope, ok? Another title that my library subscribed to is europhysics news. So again, using the same Excel feature.
Mindy Tran
25:42
I am going to go out and find europhysics news, and there it is here. And again, I'll just highlight it again so that I know, because even if I can see the entire spreadsheet, there's a lot of rows of data.
Mindy Tran
26:01
And it can be a little bit daunting or I can miss something very quickly, so I'll just go ahead and highlight it across.
Mindy Tran
26:11
So to make it easier, in this case for my library, ours 1st issue didn't start until 2008 volume 35, still issue one and we are still getting new issue new volumes and issues, so.
Mindy Tran
26:31
I'll leave the.
Mindy Tran
26:33
End date blank. But in this case, we are also having, we also have some changes like e.g., we have a staff note that we want to put in here to let.
Mindy Tran
26:53
Our users know or to let our staff know when they're looking at this that the titles, these are only available I can't type, let me move my mouse here so you can.
Mindy Tran
27:16
And it maybe for some very, internal reason so staff would realize that maybe everyone can access this electronically, but if it's asked to, e.g., interlibrary loan for it maybe that this is a note to say it's only available to faculty for interlibrary loan.
Mindy Tran
27:36
If in in that instance.
Mindy Tran
27:39
Okay, otherwise it's available to everyone at your institution that is authenticated to be able to see this the articles or this journal, the an article in this e journal or this journal.
Mindy Tran
28:00
Or access to other articles in this journal, ok? In this case, my action here instead of just being raw, it would be overlay because I'm telling the system now, don't just focus on the coverage information. There are other data that I have made changes to. I'm showing you.
Mindy Tran
28:20
View here is just.
Mindy Tran
28:24
Local data, but what if I made a change to the title of global and I'm going to do that and we'll second second, if you make changes.
Mindy Tran
28:43
To say the publication title or the print identifier to you want the system use the value overlay like we mentioned. You're telling the system, don't just look at, you know, the coverage information.
Mindy Tran
28:57
I'm making changes to other fields for this title, so you need to compare what I'm uploading now with the previous state of this file that I've uploaded to check and make sure what has changed and whether the change is a global change that I'm making that will affect everyone.
Mindy Tran
29:16
Or is this change only affecting my library when I'm uploading this modified file? And then everything else for the other 30 titles, the rest of the other 28 titles.
Mindy Tran
29:36
I'm not making any changes whatsoever, and of course you would have a more discerning way to do this. You're not gonna do what I'm doing and highlighting rows of titles to remove.
Mindy Tran
29:47
But for the sake of of demonstration today, I'm just gonna go in and say my library didn't subscribe to all of these titles and so I know I'm gonna go ahead and highlight them all. It's much quicker and delete them from the spreadsheet.
Mindy Tran
30:03
And just keep the one that my library subscribed to, so would have about 30 titles. There it is. And for the rest of the title, I would just use the value select and when I do that, it just makes it easier here when I.
Mindy Tran
30:24
Using Excel, I can, oh, I can just use those editing feature and go, ok, there it is. And if I just type the letter, it's already there so I can use I'm not.
Mindy Tran
30:41
Spending a lot of time on that, I, but you can see the, the use of doing it in a spreadsheet program so you can take advantage of some of the efficiency that.
Mindy Tran
30:55
The spreadsheet program like Excel has to offer if you're editing a large number large rows of of titles in a collection. Now another question is, do you have to include the volume and issue or is month and year sufficient? I think that.
Mindy Tran
31:15
I I'm gonna revert back to my the stand standard answer of that will depend. Month and year is sufficient if you feel that is sufficient, but if you have full text, you may want to be more granular than that to let you if your user is searching for a title.
Mindy Tran
31:34
So.
Mindy Tran
31:35
Say in an agency list or say out in discovery and the information is appearing in discovery, they may want to know, you know, for the year because if that volume, if that gear has say twelve volumes, you may say that.
Mindy Tran
31:54
You have access to titles twelve, you know, to that year but it's, it might not be the entire year. It may just be starting half the year and so if there are volumes and issue you may want to include it to let the user know that yes.
Mindy Tran
32:13
It is that year, and that month, but we may not have these volumes or we may not it didn't start until this volume or that issue. There are instances where.
Mindy Tran
32:29
You don't have volumes or issue and month and year is sufficient enough. But if you do, the more detail you have, it will provide it will let the users be able to know what you have, but if you also use any.
Mindy Tran
32:46
Say for inter library loan purposes an example is if you have interlibrary loan purpose interlibrary loan and you have a deflection set up, if you, as maybe the granular you can be, the more it would help with those deflection policy.
Mindy Tran
33:06
That you have in place. That's one example. That mean that is not always just the only case. The others is if you want to show that, but more often, if you don't want to be that granular month and year is sufficient.
Mindy Tran
33:26
It is enough, and it sometimes for some titles, it is the only thing that you have. I hope that's a long winded answer helped. Any other questions?
Mindy Tran
33:47
So I've gotta make the changes here, so before I can move, I'll need to save this modified spreadsheet and you can save it to anywhere as long as you know where you've saved it and as long as you can point the system to where.
Mindy Tran
34:07
Shared this modified.
Mindy Tran
34:10
Spreadsheet is saved. In the action column overlay situation, any edits OCLC makes to the original title record in the collection won't be reflected in the locally held title.
Mindy Tran
34:35
It, well, it will because there is a situation where, and we don't talk about it in this class is that there are cooperative changes that can be made to these global collections and it's not just.
Mindy Tran
34:55
CLC that makes them, but it is also individual libraries yourself included that can log in and make these global changes that will then reflect.
Mindy Tran
35:07
For all libraries, but there is a difference between what reflects for all libraries and what do not. As I mentioned, coverage information is a local edit. So a library or yourself can go in and make.
Mindy Tran
35:29
Coverage change at a global level and that will change it for everyone that use that that select that title or that collection. However, if, the.
Mindy Tran
35:44
If a change was made like a staff note or a title note, it won't change yours. Usually those are local changes and so un unless it's a library that's making that, it won't change for everyone else. Coverage is unique in that if as.
Mindy Tran
36:04
Part of the cooperative, if the library knows for sure.
Mindy Tran
36:09
That, the coverage information is not that's different. It's not just only different for your library, but it's different for the cooperative. You can make a coverage change globally, and that will be reflected for everyone.
Mindy Tran
36:28
But if you know that the coverage is only for yourself, those change only reflects on your local title. And you can make a change to the coverage information locally. There are other changes like title, ISSM.
Mindy Tran
36:48
OCLC number, those changes can be made either by OCLC, by the data that OCLC gets from the provider or by other libraries as yourself that log in to do cooperative.
Mindy Tran
37:04
Edits to titles in the collection and that will be reflected for everyone. And usually those if it's it that those changes if it's done at that global level, it will it will reflect on locally held titles because publication title it it's a global.
Mindy Tran
37:25
Title. Now, if you're talking about locally held for local collection, NO one but your library has un until you promote that to the global, NO one but your library can make changes to those local to those local collections and local titles.
Mindy Tran
37:44
Did I answer the question? I I feel like I might not have and I I wanna make sure that.
Mindy Tran
38:04
I am going to go ahead and save.
Mindy Tran
38:10
This modified right now, it just says book one. So I'll go ahead and save this file. I'll just save it on my desktop, and I'll just call it.
Mindy Tran
38:36
EDP sciences. And file name is one, but you have to save this as a tab delimited text file. That is the.
Mindy Tran
38:49
I always miss it, that's all that's usually one of the things that libraries users tend to miss is that you can save it whatever name you call, you can call it whatever you want, make sure there's, but you want to save it as a tab to tab.
Mindy Tran
39:09
Next file. And once you do that, they save, and now you'll notice that it's saved as this file, ok? And once you do, let's go ahead and do this. I'm gonna close this out.
Mindy Tran
39:30
When you're ready to upload this modified file, you'll log back into collection manager, and you probably will do this for multiple collections. You probably wouldn't finish editing one collection and then log into world share and search for that one collection log off and work on another one. Could be.
Mindy Tran
39:49
But it, just whatever your preference is. Log into collection manager, search for the collection, display the collection, and then in the collection actions menu, instead of downloading titles this time, you're uploading titles to this collection.
Mindy Tran
40:09
Okay.
Mindy Tran
40:11
And now you'll be asked, well, what is your scope? So it doesn't make a difference if this is the 1st time you are doing this, whether you choose to use the update changes only or replace all titles in collection.
Mindy Tran
40:31
However, it's a difference if in the future you are editing making changes to this and and you it it the scope then become makes a difference if you are down.
Mindy Tran
40:49
Loading only your selected titles to edit.
Mindy Tran
40:52
Okay? The update changes only scope. It tells the system to look only for changes in the file and uses the specified action to indicate how to treat these changes. So you'll use this option if the file upload uses, only includes the records that you have.
Mindy Tran
41:12
Made changes to and you're using the action overlay or cub overlay.
Mindy Tran
41:19
The replace all titles in collection. This tells the system, before you do anything else, go in and delete any existing title collection that I've made in this title, in in this collection and replace these with the information.
Mindy Tran
41:37
For from the file that I'm currently uploading. So if you're using a file upload to delete titles from a collection, then this is the scope that you want to use. So if let's say you've selected.
Mindy Tran
41:56
A hundred titles before selected a hundred titles before a couple years later, pretty far out. You're coming back here and let's say the provider NO longer offers.
Mindy Tran
42:11
About 50 % of those titles that you've selected. Instead of you going in, searching for it, deselecting it, you can do it in one pro in in a single process to say, ok, now go ahead.
Mindy Tran
42:27
Remove, deselect everything in that, this collection and then replace it with this, this spreadsheet that I'm uploading here. I'm gonna go ahead and use update changes only.
Mindy Tran
42:43
Okay, Since it's a brand new collection, upload type is K bart. File encoding is UTF eight, which is the default. If you have others like unicode, characters, for instance, then you probably want to use UTF 16.
Mindy Tran
43:02
But I'll just go ahead with leave it at eight. I'll browse and point collection manager to the where my files are saved to that file where it was saved and it's saved on my desktop.
Mindy Tran
43:18
And I see it right here. I'll either double click or I'll just highlight it and say open. And there it is. And now I'll just click upload for it to upload this file. And you'll notice that it's being processed.
Mindy Tran
43:34
It's not done yet, just because one of the things that you'll need to do is And, and this is important because you would think you've uploaded this file OCLC processed this, the system processed this and I'm done.
Mindy Tran
43:52
I don't have to worry about this anymore. That's not the case. You still have to come back once collection manager process your upload file. You need to come back here and view the reports and see if you still wanna go ahead with these changes.
Mindy Tran
44:08
And then approve that report for the final process to be completed. And it always takes a while, so when it does this, I move on to talk about the next part while.
Mindy Tran
44:28
It's taking its time. While it's doing that, are there any questions about any other questions about anything that we've just covered here? Okay, let me switch back up. I think I just saw it change.
Mindy Tran
44:48
So let me switch back once again. There it is, your upload preview is ready. So if I view the report here, I will see, and I didn't go in and make the change, you'll notice that there are 28 titles that have selected and two.
Mindy Tran
45:08
Titles were updated in some way. Two of them have local edits while there was a global edit. This is an indication to me that I am making one edit in my spreadsheet that will have an impact for all the libraries that's gonna use.
Mindy Tran
45:25
That for for this global co collection. So it will also change for any libraries that use this. And if I remember, it's the title publication title.
Mindy Tran
45:40
That I've made changes to. So I'm gonna pause myself here and say, No I don't want to go forward with this because I'm using a training account. I don't want to make this this is a production environment and I don't wanna make this global change for everyone. So I'll go ahead and discard this upload.
Mindy Tran
45:59
Go back to my spreadsheet, make this change again right here. That's the change that I made. I wanted to demonstrate that to show you that the reason for that is instead of just the system automatically making.
Mindy Tran
46:15
Those changes, it's allowing you to check yourself one more time to make sure that you want to go forward with this because it's not changes that you're making that is only for your library, but.
Mindy Tran
46:31
The some of the changes that you're ma that you are making is affecting the global collection for for all libraries that use that collection, ok? So I'll go ahead and save it again and of course you can.
Mindy Tran
46:48
Upload it again and I'll do that and then ah, we will go ahead and go through the same process again. Sorry.
Mindy Tran
47:08
About that, but I wanted to demonstrate that process and while it's uploading here, this file again, does this file show up in my files?
Mindy Tran
47:23
Are we talking about, my files, downloads? KB downloads? Is this where you are thinking?
Mindy Tran
47:53
Ah.
Mindy Tran
47:54
So you want to know if you've, if it's been processed, well the file, let me back up here, shows up in my it doesn't show up in my files the So you have uploaded this file, you would have to.
Mindy Tran
48:14
Go back in if you want to view the report. Is that what you are asking about that, where would it show up to view the report?
Mindy Tran
48:22
If you come back later, it would be in this collection. So if let's say that you uploaded the file, it's taking, it can take a while for this to come up. You may have logged out and gone home for the day. The next day you would have to log in to collection manager again.
Mindy Tran
48:39
Search for this collection and the and display the collection detail to see this preview report. It doesn't show up in my file to let you know. So if I view this report here again now.
Mindy Tran
48:57
There is NO global changes. The changes is only local edits, which is the coverage information as well as adding a staff note to one of the titles. So it's not going to affect anyone else in the cooperative. I'll go ahead and I'm ok with that, so I'll go ahead and approve the upload.
Mindy Tran
49:17
And this is the process that's going to take a long time because it's indexing the titles in the collection. Any other questions?
Mindy Tran
49:34
Great questions. So let's while it's doing that, it's gonna take a while. Let's talk about, well what happens then if I don't have a, what happens then if I don't have a collection if if the.
Mindy Tran
49:54
Collection doesn't exist in the global knowledge base for me to edit or what happens if the collection I find has, is.
Mindy Tran
50:04
Very, very different and it and I want to or it's the titles are not the same or not enough title or if something is incomplete it's I can't use it for some reason.
Mindy Tran
50:21
You can always go in and create a new local collection and then upload your file of titles to this new collection, the file that you have of titles, ok? So.
Mindy Tran
50:37
And then once you create the new local knowledge base collection and add the titles, you can always go in afterwards and add any additional details to the title if you've missed it in your K bart file. One of the things that we.
Mindy Tran
50:57
Want to just emphasize and we've talked about this in in other in the previous and in a previous session when you create a new collection and you've added titles using the interface, you need to think about link scheme.
Mindy Tran
51:11
If you're adding an e journal collection that needs to resolve to full text for articles. OCLC will try to create a link scheme for your new knowledge ba new knowledge base collections that you created. Once you create the collection, you add the titles.
Mindy Tran
51:30
To the collection, you can send OCLC support an email including the provider of the co name of the collection, the collection name, the collection ID that's been assigned to the collection, provide a sample search from that current this current provider that resolves the full time.
Mindy Tran
51:50
Maybe it's another collection from, I'm I'm gonna make this up EDP sciences, but it's a new collection and you just created it. You can send OCLC in that support, that sample search that have resolved the full text.
Mindy Tran
52:09
And a username and password that will allow OCLC to proxy through and test to make sure that link scheme works. Now, it doesn't, you don't need a link scheme for everything, for the most part.
Mindy Tran
52:27
It's only for, for mainly for e journal collections that result to full text for articles. And of course you can always override if there is a, and it's at the collection level. So for individual title level, you can override it for an individual title.
Mindy Tran
52:47
If it's a totally different, one separate link scheme from everything else in the collection.
Mindy Tran
52:59
When you are adding new titles to a, knowledge base collection, there are two values that you can use in the action column. That is raw, which tells the system that this is a new title that you're adding.
Mindy Tran
53:19
To the collection.
Mindy Tran
53:22
Or there's also autofill, and this is really just a, how would I put it, more of a, a, a book title creation using OCLC pre fill to do that. So, when you were working within the interface, if you're adding new titles, there's a.
Mindy Tran
53:42
Way you can add it manually, from, from the very beginning, add a new title manually or you can enter an OCLC number if you know the OCLC number for that e journal ebook or even print serial that you're adding.
Mindy Tran
54:02
To facilitate collection manager going out finding that Worldcap record, extracting some data to pre fill the title and then you can pre fill the rest. Instead of typing the OCLC number one title at a time, auto fill is just a way for you to do that.
Mindy Tran
54:23
Accomplished that same task except that you're doing it on a larger scale than one title, than one OCLC number at a time in the interface.
Mindy Tran
54:38
This is just some K Bart formattingbart field recommended value depending on the type of collection that you are adding. If you're adding electronic serials, this is the minimum recommended value that you need to have for each title.
Mindy Tran
54:55
And of course the action field for that title, that row of title will have the value of raw. You will need to make sure that there's a title ID for each title, which is an OCLC entry ID, ok?
Mindy Tran
55:12
Coverage, URL, these are the minimum required fields for electronic serials or ejournals, however you wanna think about that, ok? If you're adding ebooks.
Mindy Tran
55:29
This is the minimum requirement that you need to have for each title, and again, using the value of raw. Coverage depth, you would use ebook to tell that it's an ebook. For e journal, now this.
Mindy Tran
55:47
I'm gonna go backwards here just to make sure I emphasize this. For each journal coverage depth is, can be full text if you have if the collect the title is a full text access to article or is it the title, the journal title you only have access to the abstracts or only the index?
Mindy Tran
56:07
Okay, so you can be, you can tell in that title is the coverage depths of that journal title. Or if you're adding print serials.
Mindy Tran
56:23
Some libraries do add excuse me print journals so that they can appear alongside alongside their full text resources in the A to Z list that they may have put out for their users.
Mindy Tran
56:42
Or, they can, if optimize the discovery of full tax resources using the coverage to determine article holdings in world cap discovery. This is optional, I I think, but just something to.
Mindy Tran
57:02
To keep in mind that libraries do add their prints print zero collection in there and.
Mindy Tran
57:09
Because it's a local collection that they're creating, it's ok to do that and libraries do do do that for this this type of collection. Great question, is the OCLC entry ID a unique value? Do we assign it ourselves or we.
Mindy Tran
57:30
Would we look for that title OCLC entry ID in existing collections and use it there? The OCLC entry ID is unique to the title within that collection.
Mindy Tran
57:44
So you can create it yourself. Some, some users just using randomization in, in a spreadsheet program to do that or just even as in a sequence. It, it is a unique value, but it only needs to be unique.
Mindy Tran
58:02
To within that collection, ok? Now, if, if you have the OCLC number for it, for that title, it would be even better to provide it. But if, but it is.
Mindy Tran
58:18
You need to, not the entire knowledge base just to that collection that you're adding, ok? For the auto fill value.
Mindy Tran
58:34
You can create a spreadsheet and keep it very simple, really. All that is required to use this value is two fields. O cLC_number and action.
Mindy Tran
58:50
Now you can if you're adding, if you know that this is a OCLC number list for a collection of ebooks, if you know the dates of these, you can put that in. Also, you can have a column for date, but the only required.
Mindy Tran
59:10
Requirement for a true requirement for this is OCLC_number and action column as the two fields that are needed.
Mindy Tran
59:25
Before I go out and show you this, I want to show you just the spreadsheet that I have created. The process to upload keyboard files is exactly the same as if you were uploading a modified keyboard file. It's the creating these keyboard files. So you.
Mindy Tran
59:44
Know that these fields, this, you can download a blank spreadsheet with all of these field with the fields, with these fields here with the 1st row containing all the K barc fields. Or you can just have if you have a K barc.
Mindy Tran
1:00:03
If you have a file somewhere, you can create your own by deleting all of the existing titles on that and just keep the 1st row of, of, header as your individual field titles, ok?
Mindy Tran
1:00:22
So I'm going to open one here that's on my computer, I have one on my desk, a couple of files on my desktop, and because it's in Excel, I am going.
Mindy Tran
1:00:42
Because they show me all the files and the 1st one I want to show you is this one.
Mindy Tran
1:00:48
This one is very similar to this, to a modified file that I downloaded, existing modified file that I've downloaded. But you'll notice the rows are exactly the same.
Mindy Tran
1:01:05
But these are my titles, these are the ISSN number, these are the coverage, information that I've put in. These are the URL, any embargo, this is the coverage depth.
Mindy Tran
1:01:21
I just happen to create this file so that you can see that if it is an ebook, the coverage depth value is ebook. If it's an e journal, it can vary from the coverage depth being full text to abstract. If it's a print journal.
Mindy Tran
1:01:39
Then the coverage depth would be print for that title. You can have publisher, you will notice that some of my fields are blank. As long as you have the minimum required, you don't even have to have specified an OCLC collection name here.
Mindy Tran
1:02:00
Because if you know that you're adding this, you already created that collection in the interface, you can just then pull up that collection and upload the file there. The collection name and collection ID is not required because it's a new collection.
Mindy Tran
1:02:21
It's already known when you, from the interface. Here's the OCLC entry ID, just something I made up, but it is unique to all of the titles in this collection, and then I don't have any OCLC number because these are titles that I made up, so there are NO equivalent.
Mindy Tran
1:02:41
The CLC number so I wouldn't want to put anything in here. Raw, and there is the value for to tell the system that this is a, these are new titles that I'm adding to the collection. Let me show you one more.
Mindy Tran
1:03:04
And again, autofill. This is using Did I click to open it? Yeah, this is the spreadsheet.
Mindy Tran
1:03:24
That I created with just two column of data. One is OCLC_number and action. I, you can take the same K bart. You can take the same, spreadsheet here and leave everything here blank and.
Mindy Tran
1:03:44
Just fill in the OCLC number column, which is Y and Z and use the same spreadsheet exactly like this. If you have this template. If not, if you just need to create one from scratch very quickly, you only need these two.
Mindy Tran
1:04:03
Values. Once you have your K bart file set up with the fields and the data for the type of collection that you're adding to, knowledge base collection that you're adding to collection manager.
Mindy Tran
1:04:23
Then it is just a simple matter of finding the collection like this. Let me reload this and, and you'll see some titles are selected.
Mindy Tran
1:04:39
So this was from the modified spreadsheet that we had. And let's go to aquatics. I'm gonna scroll down here. Aquatic living resources. Remember this one is where we had changed the coverage information.
Mindy Tran
1:04:56
From 2011, from 21988I believe, 2011 for my library. I'm going to open this up to show you what I we've been talking about, aquatic living resources. There are two tabs.
Mindy Tran
1:05:13
Notice that the global coverage information didn't change. It's still the same for everyone that's using this collection on a global level. But for my institution specifically in the local tab.
Mindy Tran
1:05:28
It has changed for me and for my users, wherever it's displayed or if they want to see if what access my life, my institution has, it's only from 2011 and to later.
Mindy Tran
1:05:44
Okay? And anything else such as for that one other title where I had put in a staff note faculty only, that will appear here also. Whereas in the global tab, these notes are, you can't edit them.
Mindy Tran
1:06:02
Because they are only available to be edit at the local level. So if I have.
Mindy Tran
1:06:19
So if I have a title, if I have a collection, a new collection, let's say, I'm gonna clear this up, and I already have my keyboard file ready. Oops.
Mindy Tran
1:06:37
I forgot to change my scope, so it gave me everything. I don't want everything. I only want my selected collections. User error, so I have a collection here, let's just say, I have a locally created collection.
Mindy Tran
1:06:55
That's already in place. I'm gonna go ahead and open it up, and from here, because this is my local collection, I can just go ahead, let's assume that this and uploading a keyboard file of titles to the collection. It could be a brand new local.
Mindy Tran
1:07:14
Local collection that you've created or it could be a local collection that you've created and already have titles in there and now you wanna add more titles to it.
Mindy Tran
1:07:25
Open up the collection and say you want to upload titles to this collection. You go out same exact process. You select that you want to the scope of the upload, the file encoding and then you browse out and point the system.
Mindy Tran
1:07:42
To where that file resides, say new raw, e.g., open it up and upload it. Wait for it to process, come back, open up the preview report and either approve it. If you don't, you, if you see something you don't like, you can do.
Mindy Tran
1:08:02
Discard it.
Mindy Tran
1:08:04
Edit your KBART file and upload it again. But that's the part, this part of uploading to using the keyboard file is the same regardless if you are editing an existing file or up.
Mindy Tran
1:08:23
Loading a KBART file to, new collection.
Mindy Tran
1:08:28
It is setting up the KBART file offline that you will probably be spending more of your time on.
Mindy Tran
1:08:45
Questions about that? The last thing I wanted to show you, before we switch off here is we've created these new collections.
Mindy Tran
1:09:05
We've added titles to the collection like this one here, e.g.. But this collection is only available for my library. So if let's say, Todd goes in and search the knowledge base, he will never see this collection. It will never.
Mindy Tran
1:09:24
Or show up in his search result because I didn't share this with anyone, if Kelly goes in and logs into her collection manager instance and search for the global knowledge base, this time this collection will never show up.
Mindy Tran
1:09:44
If I want this collection to be part of the global knowledge base part for the cooperative to use, one extra step that I need to take for this collection is in the collection actions, I need to promote this collection to the global knowledge base.
Mindy Tran
1:10:05
I am not going to do that. I am going to just talk about this screen. You will notice right now in the properties, it's, this is the collection name, here's the description, the collection ID says customer, so on and so forth. I don't have a provider for this.
Mindy Tran
1:10:25
If you are intending to promote this collection, it is always a good idea to make sure that you have, as complete of a collection as possible before, before you promote it to the global cooperative, having said that, you know, if you know the OCLC number, there are guidelines.
Mindy Tran
1:10:45
Lines out in the cooperative.
Mindy Tran
1:10:49
That has recommendations for what a collection would should have before promoting it to the global cooperative. But what will happen once I promote this?
Mindy Tran
1:11:05
Is that or asked for this collection to be promoted, is that the collection ID once it is, the collection ID will then say global now. It won't be, it won't have the customer anymore. The description will then be a global field that other libraries.
Mindy Tran
1:11:25
And also edit.
Mindy Tran
1:11:26
Okay, so in when I choose to promote this collection, I would summarize what is this collection about, and give us much information as you feel is necessary for OCLC to review this collection to make.
Mindy Tran
1:11:46
Make the determination to add it to the global knowledge base. And once you are ready, you just click continue.
Mindy Tran
1:11:53
And it will then submit it to OCLC for review, and this is what you will see. It will say that you have requests to promote this collection to the global cooperative and you've submitted that.
Mindy Tran
1:12:10
Okay. Once it's been approved, you can always withdraw it, you can come back to this collection and if you still have the option to withdraw the collection, that means that OCLC haven't made the determination one way or the other or have not added to the global cooperative, you still have time to withdraw your request.
Mindy Tran
1:12:30
But if the request is accepted and the collection is added to the global knowledge base, this is what happens. The collection ID now has a global.instead of customer.
Mindy Tran
1:12:47
The provider will say promoted from local to global cooperative and the description will then be a global field for other libraries to to edit. And you'll also notice that the.
Mindy Tran
1:13:07
Titles, the collection will there will then also have two tabs, a global and a local tab versus there's only one tab if it was a locally created and locally kept collection for yourself.
Mindy Tran
1:13:33
To make a local print serials collection, could we derive that from a report of our serials holdings from the analytics tab? That's a great question. I have to take a look at that.
Mindy Tran
1:13:49
You have to con, you, I'll look into it more. I'll take that question offline and I'll send it as a, a follow up with information and documentation. But in order for.
Mindy Tran
1:14:04
To add the titles to a KB, you just have to convert that into a K bart file format. So if, if it's, if it's coming as a.
Mindy Tran
1:14:21
An Excel spreadsheet, then, as long as you can take that Excel spreadsheet and convert it into with the correct whole titles and fields and headings, then yes. I can't I'm not gonna say definitively because I don't, I cannot recall.
Mindy Tran
1:14:42
What that spreadsheet looks like coming from analytics.
Mindy Tran
1:14:47
But there is another way to do it and I will send that information in to you to all of you offline in the follow up to this class. Any other questions? Great questions.
Mindy Tran
1:15:13
I know it's a lot to take in and it's already way past our time, so thank you for those of you that have stayed with the session. We have so many questions and that's probably the reason why we are going way over time and so I don't want to take you so much more of your time. If you still have.
Mindy Tran
1:15:34
For us.
Mindy Tran
1:15:36
Don't hesitate to check out the collection manager community center also support and documentation as well as take advantage of our OCLC customer support team, ok? Thank you so much as you exit out of the session, you'll be re.
Mindy Tran
1:15:55
Redirected to an evaluation for this class.
Mindy Tran
1:15:59
I would also put this in here in our chat. Hopefully it shows up here. I'd like to ask for just another minute of your time to provide us with feedback for the session. We'd very much appreciate it.
Mindy Tran
1:16:15
And I look forward to seeing you in other OCLC training sessions. Thank you again and have a great rest of your day.