WEBVTT 1 "Crystal Rodriguez" (1768525312) 00:00:03.629 --> 00:00:23.340 Okay. Hello and welcome to today's session. Use K Bart files to edit Worldcat knowledge base collections. My name is Crystal Rodriguez and I am a trainer with OCLC member education. 2 "Crystal Rodriguez" (1768525312) 00:00:23.340 --> 00:00:40.710 And this course provides information on KBARTs or knowledge bases and related tools files, and instructions on using them to modify or add knowledge base collections in WorldShare Collection Manager. 3 "Crystal Rodriguez" (1768525312) 00:00:46.440 --> 00:01:06.440 So by the end of this session, we will have reviewed how to work with K bart files, specifically editing existing knowledge base collections and adding titles to new locally created knowledge based collections. We'll also touch on how to promote a locally created collection. 4 "Crystal Rodriguez" (1768525312) 00:01:06.440 --> 00:01:18.000 To a global collection, and we'll review where you can go to get some support and resources. And with that, I'm going to add in a link to the chat. 5 "Crystal Rodriguez" (1768525312) 00:01:18.000 --> 00:01:35.700 To the learner guide for this class. And as you know, if you've joined us for other sessions, these learner guides are web based and we update those throughout the different sessions and they're a great resource for you to use during or after the session. 6 "Crystal Rodriguez" (1768525312) 00:01:35.700 --> 00:01:55.700 just to review the information that is covered So I always like to start these sessions with this slide, specifically these questions for collection manager. So typically libraries can represent their collections. 7 "Crystal Rodriguez" (1768525312) 00:01:55.700 --> 00:02:04.080 In Worldcat knowledge base, by selecting and editing an existing call collection or creating a new collection. 8 "Crystal Rodriguez" (1768525312) 00:02:04.080 --> 00:02:24.080 In our previous class, we covered selecting and editing collections within the collection manager user interface, and today we're going to cover selecting editing and adding collections using KBART files. 9 "Crystal Rodriguez" (1768525312) 00:02:24.080 --> 00:02:30.000 I realized that a lot of people might know this, but I also know some might not, so according to niso.org. 10 "Crystal Rodriguez" (1768525312) 00:02:30.000 --> 00:02:45.690 KBART stands for knowledge Bases and related tools. KBART files are standardized spreadsheets that help libraries quickly add, update or select multiple e resource titles in a knowledge base collection. 11 "Crystal Rodriguez" (1768525312) 00:02:45.690 --> 00:03:01.740 Done in a batch way. When selecting or editing collections, you can start by downloading the collections KBART file from collection manager. And then if you are creating a new collection. 12 "Crystal Rodriguez" (1768525312) 00:03:01.740 --> 00:03:17.970 Or if you have a KBART that was provided by your provider, OCLC makes available a KBART template to guide you with the setup and that KBARTtemplate is linked in the learner guide as well. 13 "Crystal Rodriguez" (1768525312) 00:03:17.970 --> 00:03:36.990 And I'll review that in a moment as well. So KBART files allow you to quickly select or deselect titles within global collections in the Worldcat knowledge base, and we're gonna review that process. 14 "Crystal Rodriguez" (1768525312) 00:03:36.990 --> 00:03:56.990 Here and then we'll look at it in collection manager in a bit. So the process begins with going to the metadata tab and clicking on collection manager, and you will search for your collection and then open that collection. Then you'll click on collection Actions and choose to download. 15 "Crystal Rodriguez" (1768525312) 00:03:56.990 --> 00:04:01.080 Download titles in this collection. 16 "Crystal Rodriguez" (1768525312) 00:04:01.080 --> 00:04:18.210 And then you have the option to choose all the titles or only selected titles if you've already selected titles there. And when you do do download, you're gonna download that and save the KBART as a.txt file. 17 "Crystal Rodriguez" (1768525312) 00:04:18.210 --> 00:04:38.210 Unless you have diacritics, which we'll talk about shortly. And you'll, so you'll have to open and then you'll save that file. So once you have that file open, then you can make the necessary edits to the K bart file. If you are deselecting titles from a collection that was previously selected. 18 "Crystal Rodriguez" (1768525312) 00:04:38.210 --> 00:04:49.649 As in your library NO longer subscribes to those titles, you'll just delete the entire row of that title data. So you'll leave only titles that you need to select. 19 "Crystal Rodriguez" (1768525312) 00:04:49.649 --> 00:05:09.649 And you'll need to add select in the action field as long as you're not making changes, which will review actions in a moment. And it's very important that you do not change the collection name or entry ID or collection ID as these are used to identify the collection. 20 "Crystal Rodriguez" (1768525312) 00:05:10.289 --> 00:05:30.289 During your selections. So once you've edited your keyboard, you're then going to save your edited file, and that's gonna be saved as a text text tab delimited.txt file. However, if the file includes diacritics or non latin, non roaming care. 21 "Crystal Rodriguez" (1768525312) 00:05:30.289 --> 00:05:34.589 Characters, you will need to save it as a unicode text. 22 "Crystal Rodriguez" (1768525312) 00:05:34.589 --> 00:05:53.639 Dot txt file instead of that tab delimited. And then the last step will be to upload the file to the collection again using that collection actions button, and this time you'll choose upload titles to this collection. 23 "Crystal Rodriguez" (1768525312) 00:05:57.119 --> 00:06:13.679 So before we see a demo of the process, I do want to review that action field values that we see outlined here on this table. Each row in your KBART spreadsheet must include an action value. 24 "Crystal Rodriguez" (1768525312) 00:06:13.679 --> 00:06:31.559 This value tells the system how to process your data, whether to update, preserve or ignore specific records as OCLC refreshes collections with provider datas. So it's gonna let the system know if you want those updates to take place or not. 25 "Crystal Rodriguez" (1768525312) 00:06:31.559 --> 00:06:51.559 So the actions that we see on our screen right now, these are actions values that are used when editing titles in global collections. You will use select when NO changes were made to the title. This triggers selection of the title upon upload and ensures that the title. 26 "Crystal Rodriguez" (1768525312) 00:06:51.559 --> 00:07:10.769 Data will be updated with future provider updates. You'll use covoverlay when coverages information has changed, and this will preserve your coverage edits and ignore other title data changes. 27 "Crystal Rodriguez" (1768525312) 00:07:10.769 --> 00:07:27.479 And then lastly, you will use overlay when changes were made to fields other than coverage. This updates only the fields that differ from the previous file and prevents future provider updates. 28 "Crystal Rodriguez" (1768525312) 00:07:27.479 --> 00:07:45.419 From overriding your changes. And that therefore fields that you did not change, they may still be updated by OCLC or by the corporate cooperative global. So that's something to keep in mind. 29 "Crystal Rodriguez" (1768525312) 00:07:45.419 --> 00:08:04.919 Okay, so now let's take a look in the collection manager interface. I'm going to go ahead and get that opened, and I'm gonna sign in. It just take me a moment for that. 30 "Crystal Rodriguez" (1768525312) 00:08:04.919 --> 00:08:21.779 Oh, and I think it does this to me when I have been sitting there for a minute, so let me redo that I apologize. There we go. Okay, so my library only subscribes to 30 titles. 31 "Crystal Rodriguez" (1768525312) 00:08:21.779 --> 00:08:37.949 In an EDP science's journals collection. However, we currently have the entire collection selected, so we need to deselect the unsubscribed titles. So I'm going to do that using the KBART file. 32 "Crystal Rodriguez" (1768525312) 00:08:37.949 --> 00:08:55.349 So I'll click on metadata and then collection manager, and I'm going to search for that EDP sciences journals, and I know that I have this already selected so I can keep the scope as my selected collections. 33 "Crystal Rodriguez" (1768525312) 00:09:00.599 --> 00:09:17.399 And I'm gonna put a little asterisk there because I didn't put the S at the end, so you might remember from our previous sessions that you can use that asterisk as a wild when you're searching. So I'll click on the title to open up the collection. 34 "Crystal Rodriguez" (1768525312) 00:09:17.399 --> 00:09:34.319 Actually, let me go back to that previous screen. Here we can see that the entire collection is selected, and now I'm gonna go ahead and open this up and it opens automatically to the titles. So I want to download a KBART. 35 "Crystal Rodriguez" (1768525312) 00:09:34.319 --> 00:09:50.969 Of this collection from collection manager. So I'm going to click on collection actions, and then I'm gonna choose download titles in this collection, and I have two options for selecting here either available titles in this collection. 36 "Crystal Rodriguez" (1768525312) 00:09:50.969 --> 00:10:08.909 So in this case, the file will contain the complete title data for the global collection and can be used to select the desired titles for your library's local holdings. The other option is just my titles, my selected titles, and this. 37 "Crystal Rodriguez" (1768525312) 00:10:08.909 --> 00:10:28.909 File will contain only your selected and or modified titles. And we do recommend that libraries choose my selected titles when making changes to a collection that you've already modified. And we also do recommend that you preserve a version of your KBART file before you make any. 38 "Crystal Rodriguez" (1768525312) 00:10:28.909 --> 00:10:35.039 Any changes. That way if an error occurs when you're attempting to modify or to upload your collection. 39 "Crystal Rodriguez" (1768525312) 00:10:35.039 --> 00:10:51.509 You can return to that file in its previous state. So I'm going to select available titles because I want to make sure I get everything, which in my case I could do either since I have the whole collection selected, but I'm gonna go ahead and then click on download. 40 "Crystal Rodriguez" (1768525312) 00:10:51.509 --> 00:11:06.569 And my computer automatically wants me to download that file. You might, if your computer might automatically open it for you, and I'll talk about how to handle both of those situations in a moment. So I'm just gonna go ahead and save this to my desktop, I have a. 41 "Crystal Rodriguez" (1768525312) 00:11:06.569 --> 00:11:22.319 Session for today here. I'm just gonna save it as a TXT file, and with that file saved, then I can open up Excel or a spreadsheet. 42 "Crystal Rodriguez" (1768525312) 00:11:22.319 --> 00:11:41.069 And I think there's other options like with Mac users, right? Okay, let me get my Excel over here. So I'm going to just choose to open and I'll search for that file. 43 "Crystal Rodriguez" (1768525312) 00:11:41.069 --> 00:11:57.479 Now I do have to change to all files because right now it's a text file, and then I see my file here, so I just click to open that. And because it's tab delimited I do want to make sure I choose delimited, click next, next again after tab. 44 "Crystal Rodriguez" (1768525312) 00:11:57.479 --> 00:12:16.169 And then general and we'll click finish to open that. And then we can see the KBART data is loaded for us. Now, you do have that option of it automatically opening up for you or you can just open your file in notepad. 45 "Crystal Rodriguez" (1768525312) 00:12:16.169 --> 00:12:36.169 So I'm going to show that process next. So if I just go to that file location, go to my desktop, going to the keyboard session there. And so I can just double click to open it or like I said, yours system may just automatically open it for you. 46 "Crystal Rodriguez" (1768525312) 00:12:36.169 --> 00:12:55.499 I'm sorry about the moving over things here. So if you get your data in this capacity, an option is to click on the edit menu, choose select all or you can right click with your mouse and choose select all. And then we're gonna go ahead again edit. 47 "Crystal Rodriguez" (1768525312) 00:12:55.499 --> 00:13:11.159 And choose copy or again, you can right click and choose copy. And then we'll go this kind of reverse process of opening up an Excel sheet. Which takes a moment. This time I'm just gonna open a blank excel. 48 "Crystal Rodriguez" (1768525312) 00:13:11.159 --> 00:13:26.789 And then I can right click and paste text only or use the control V So I'm just gonna do the right click and paste. Oh, that did not work. Let's do control V Okay let's see. It's not saving it as. 49 "Crystal Rodriguez" (1768525312) 00:13:26.789 --> 00:13:42.689 Text only. There we go. Sorry about that moment there. Okay, so it's very important that your K bart remains in this format. 50 "Crystal Rodriguez" (1768525312) 00:13:42.689 --> 00:13:58.919 So you're not gonna remove any columns from this even if there's NO data. And I'll talk a little bit more about that shortly. So then what I would do is I would go ahead and save this as a.txt. So I'm gonna say file. 51 "Crystal Rodriguez" (1768525312) 00:13:58.919 --> 00:14:16.349 Save as, and then I'm gonna go up to my desktop and save this as a docs TXT, which I actually have already saved a version, so I'm just not gonna I'm gonna skip that step. 52 "Crystal Rodriguez" (1768525312) 00:14:16.349 --> 00:14:35.309 You would just save it as a.txt. But I'm going to go ahead and close this one because I do have a saved version. All right, so let me close those. So. 53 "Crystal Rodriguez" (1768525312) 00:14:35.309 --> 00:14:51.809 For today's demonstration I am going to use a previously downloaded version of that KBART file, so I'm going to go ahead and open that. I'll use Excel, open, search for that file. 54 "Crystal Rodriguez" (1768525312) 00:14:51.809 --> 00:15:09.479 On my desktop, but again it's currently saved as.txt. So this is my updated version that I saved. So I'm just gonna go ahead and open that delimited tab finish, and here we have my version. 55 "Crystal Rodriguez" (1768525312) 00:15:09.479 --> 00:15:29.479 Now I have already added the action of select to all of these. The previous action when you download is shown as raw. So for my specific example here, I'm not making any edits, I'm just selecting these 30. 56 "Crystal Rodriguez" (1768525312) 00:15:29.479 --> 00:15:34.709 Titles, so I removed all of the titles that I don't want selected. 57 "Crystal Rodriguez" (1768525312) 00:15:34.709 --> 00:15:53.339 From the larger file file there. So that's why we're only seeing 30. So I'm gonna go ahead and save this again as a.txt. In my case I've already done that, so that's the step that you would do once you have those changes. 58 "Crystal Rodriguez" (1768525312) 00:15:53.339 --> 00:16:12.089 You would file save as, and then save it as that.txt file. So I'm gonna go ahead and do that. It's gonna ask me to replace it. And then I'll close that file. So still in the EDP sciences journal collection. 59 "Crystal Rodriguez" (1768525312) 00:16:12.089 --> 00:16:32.089 I'm going to choose collection actions and select to upload titles to this collection, and I have two scope options. I am going to choose replace all titles in this collection because I am deselecting titles, and I'll talk more. 60 "Crystal Rodriguez" (1768525312) 00:16:32.089 --> 00:16:34.379 In just a moment about those scopes. 61 "Crystal Rodriguez" (1768525312) 00:16:34.379 --> 00:16:54.379 My upload type defaults to K bart. My file encoding is going to be UTF-8. However, if your file includes diacritics or non Latin non non roaming characters, you're gonna actually end up choosing UTF 16LE or the unicode text. 62 "Crystal Rodriguez" (1768525312) 00:16:56.429 --> 00:17:15.449 And then file, I'm gonna click on choose file, locate my updated file here, and click open, and then I'm just gonna upload. And I get a notice letting me know that the system is processing and to come back. So while we wait, I'm gonna jump back over to our PowerPoint. 63 "Crystal Rodriguez" (1768525312) 00:17:15.449 --> 00:17:32.579 And review a little bit more on scope. So I used replace all titles in collection. This option will cause the system to delete or deselect any existing title selections. 64 "Crystal Rodriguez" (1768525312) 00:17:32.579 --> 00:17:48.629 In the collection and replace them with the information in the new file that you're uploading. So you will choose this when you are using a file to delete or deselect titles from a collection. 65 "Crystal Rodriguez" (1768525312) 00:17:48.629 --> 00:18:04.229 The other option is update changes only. This causes the system to look only for changes in the file and to use the specified action value to determine how to process the changes. 66 "Crystal Rodriguez" (1768525312) 00:18:04.229 --> 00:18:24.229 So you're gonna use this when you are creating a new collection or if you have made changes to title data and you've used the overlay or cub overlay action value. So let's jump back over to world share and see if our files ready. 67 "Crystal Rodriguez" (1768525312) 00:18:24.229 --> 00:18:42.869 Yep, so once we click back over, we see now the notice that lets us know that an upload preview is ready, and we can click on the hyperlink for view the report here. You will need to confirm this preview. 68 "Crystal Rodriguez" (1768525312) 00:18:42.869 --> 00:18:57.989 Within 72 hrs of generation. So I'm going to click on that to open the report, and here I can see actions that would take place. So I see that 30 tight rows were uploaded. 69 "Crystal Rodriguez" (1768525312) 00:18:57.989 --> 00:19:16.679 And that 143 titles were deselected. So that is exactly what I want. So I will click on approve upload. If you see this preview and you're not seeing what you expected, you would click discard upload and likely have to make some changes to your file and try again. 70 "Crystal Rodriguez" (1768525312) 00:19:16.679 --> 00:19:33.569 I am going to go ahead as I said, and click approve upload. And then once I do that, I get a message letting me know that the titles are locked for indexing. This generally takes five to 10 min if at any time it takes longer than you expect. 71 "Crystal Rodriguez" (1768525312) 00:19:33.569 --> 00:19:53.569 Please reach out to our support team and by that I mean like if it takes more than 24 h, but it should that's very uncommon. So while we wait, let's go back over to our PowerPoint. The process that I just showed is deselecting titles. 72 "Crystal Rodriguez" (1768525312) 00:19:53.569 --> 00:19:57.119 You would also use that if you're just wanting to select titles. 73 "Crystal Rodriguez" (1768525312) 00:19:57.119 --> 00:20:16.349 Maybe you already have a KBART, and you're only wanting to put 20 titles in there so you would just select those. But the process is just a little bit different if you are editing title data using a KBART file. 74 "Crystal Rodriguez" (1768525312) 00:20:16.349 --> 00:20:33.329 So this is where I'm already got titles selected and I need to make changes to that data. So in my example, my library has selected the Wiley Online Library AGU journal collection. 75 "Crystal Rodriguez" (1768525312) 00:20:33.329 --> 00:20:53.099 But we need to change a couple of titles. So I'm gonna walk through the process 1st and then we'll see it in the interface. So again, we're gonna begin at the metadata tab, then collection manager, and we will search for and open the collection. 76 "Crystal Rodriguez" (1768525312) 00:20:53.099 --> 00:21:12.059 We'll click con con a sorry collection actions to choose download titles, and again we'll choose to download all the titles or the selected titles, and we'll click download to save that K bart as a.TXT file. 77 "Crystal Rodriguez" (1768525312) 00:21:12.059 --> 00:21:29.399 And then you'll need to open that doc txt file in a spreadsheet, program and edit, and you can change coverage information or add other information to titles, e.g., notes or volume and issue information. 78 "Crystal Rodriguez" (1768525312) 00:21:29.399 --> 00:21:49.399 And then you will need again need to add an appropriate action in the action field and make sure not to change the collection name collection ID or entry ID. You'll save your edited file as a.TXT tab. 79 "Crystal Rodriguez" (1768525312) 00:21:49.399 --> 00:22:07.169 Limited file unless it's got diacritics or non la and non roaming roaming characters, which again would be saved as a unicode text. And then you'll return to the collection, choose upload titles in this collection. 80 "Crystal Rodriguez" (1768525312) 00:22:07.169 --> 00:22:27.169 And you'll choose the appropriate scope and use the choose file button to upload as we just showed. We'll walk through that in a moment. When you're editing, you do want to review the editable knowledge base fields documentation, and that indicates whether that's a global. 81 "Crystal Rodriguez" (1768525312) 00:22:27.169 --> 00:22:33.959 Mobile or local edit as well that is linked in the learner guide. 82 "Crystal Rodriguez" (1768525312) 00:22:33.959 --> 00:22:50.939 So now I'm going to go over to my world share. And 1st of all, we see that our EDP sciences journal still is indexing, so let me just do a quick refresh refresh on that. And as soon as I refresh, I now see that. 83 "Crystal Rodriguez" (1768525312) 00:22:50.939 --> 00:23:09.239 This is our previous example. We now have 30 titles out of 173 selected. So that you see there that indexing didn't take too long. So I can click on that collection and just review to make sure that the titles are there. 84 "Crystal Rodriguez" (1768525312) 00:23:09.239 --> 00:23:28.289 I can also look at the collection history or title history to see what changes were made. You can look at both of those. So here if we click on title history, we see the list of the titles that were deselected with our process. And we can go to collection history. 85 "Crystal Rodriguez" (1768525312) 00:23:28.289 --> 00:23:48.289 And see something there too. I do see a question, bear with me. Is there any way to make a file of mark records into a KBART file for collection manager without dealing with each title line by line? So Jackie, yes, there is a way that you can essentially use a. 86 "Crystal Rodriguez" (1768525312) 00:23:48.289 --> 00:23:54.929 V look up like if you have a list of mark records, you can use a V look up to pull out data. 87 "Crystal Rodriguez" (1768525312) 00:23:54.929 --> 00:24:13.649 But you would need to make sure that you're putting that into the correct Kbark template. And there is a video on that process that I can provide at the end of the class. It's also available if you just go to our collection manager training page. 88 "Crystal Rodriguez" (1768525312) 00:24:16.109 --> 00:24:36.109 Okay. And so under collection history, we can see that there was a provider data load on the 7th, but then not sure why ours isn't showing yet. I think sometimes that takes a minute. Let's reset that. Yep, there we go. So once I click reset, I can see that the collection was. 89 "Crystal Rodriguez" (1768525312) 00:24:36.109 --> 00:24:54.899 Updated via KBART and I can click to view that. Okay, so sorry to jump examples, but I did want to go ahead and review what we see once that indexing is completed. So jumping back to my Wiley online library example that we just talked about. 90 "Crystal Rodriguez" (1768525312) 00:24:54.899 --> 00:25:14.849 For today's demonstration, I've already downloaded the titles in this collection using those steps that I showed earlier of accessing and clicking on collection actions. So because I already have that, I'm going to go ahead and open up my edited, my file. 91 "Crystal Rodriguez" (1768525312) 00:25:14.849 --> 00:25:31.889 So that we can make the necessary edits. So again, I do that by opening up Excel, go to open, go to my correct folder here and search for all files, and I have here the Wiley. 92 "Crystal Rodriguez" (1768525312) 00:25:31.889 --> 00:25:50.639 Collection KBART. I'm just gonna click open and click through delimited and tab again and choose finish. And the 1st thing I want to note here is that you do see that the action is raw because I have, this is my downloaded version, I haven't made any edits yet. 93 "Crystal Rodriguez" (1768525312) 00:25:50.639 --> 00:26:08.099 And I'm just gonna enlarge our title area here for just a minute. And I want to point out that you see several titles that are on more than one line. That is because there is a gap in the coverage. 94 "Crystal Rodriguez" (1768525312) 00:26:08.099 --> 00:26:26.039 So you will need to use separate lines when you see those gaps, but the important part is that both lines need to have the same collection ID under the collection entry ID when you are just showing a gap. 95 "Crystal Rodriguez" (1768525312) 00:26:26.039 --> 00:26:46.039 In coverage. So, my library now only subscribes to the Journal of geophysical research space physics from 1997 to 2012 and then again from 2013 to 2020. 96 "Crystal Rodriguez" (1768525312) 00:26:46.039 --> 00:27:03.329 Four. So if we look at the space physics, we see the two lines. The 1st one we can leave as is because that coverage is correct from 97 to 2012. The sorry the top, the line above that. 97 "Crystal Rodriguez" (1768525312) 00:27:03.329 --> 00:27:19.409 Currently does not have an end date, the last date, last issue here. So we need to end that, otherwise, it would just be showing up as press to present. So I'm going to add 2024. 98 "Crystal Rodriguez" (1768525312) 00:27:19.409 --> 00:27:37.409 And then I also do want to add a number last issue here. So we're gonna add sorry number last volume is going to be 01:29 and number last issue is 23. 99 "Crystal Rodriguez" (1768525312) 00:27:37.409 --> 00:27:57.409 And then this is another very important part. We're gonna go all the way over to that action, and in this case, we're going to change that to cuve overlay. And we're doing that because my library does not want the coverage information for this title to change when. 100 "Crystal Rodriguez" (1768525312) 00:27:57.409 --> 00:28:03.749 OCLC receives updated data from the provider. 101 "Crystal Rodriguez" (1768525312) 00:28:03.749 --> 00:28:19.679 Now for another title, we want to add a staff note. So I'm going to go to this radio science title, and I'm gonna look at this is column S staff notes. So I'm just gonna go on over to there. 102 "Crystal Rodriguez" (1768525312) 00:28:19.679 --> 00:28:36.989 And add my note and want to indicate that this is available only to faculty, and then this one I'm going to use the action of just overlay. 103 "Crystal Rodriguez" (1768525312) 00:28:36.989 --> 00:28:53.789 And that's because my library does not want any data from this title to change, when the, when OCLC receives updated information from the provider. That will retain my note. 104 "Crystal Rodriguez" (1768525312) 00:28:53.789 --> 00:29:11.339 And for all of the remaining titles, I'm going to change the action value to select, which will ensure that these titles remain selected in the collection. So I can just choose, type and select here and then copy and paste for the rest of the titles here. 105 "Crystal Rodriguez" (1768525312) 00:29:17.459 --> 00:29:32.489 And now I'm going to save this as a tab delimited text because I don't have diacritics, but again if I did, I would save it as unicode. And I'm just gonna keep that same name and go ahead and save. 106 "Crystal Rodriguez" (1768525312) 00:29:32.489 --> 00:29:52.489 Now you, based on our recommendation of earlier, you would probably want to change that name so that you keep your original version, but for my demo, I'm just gonna leave it as the name that was existing. Let me take a pause to see if any. 107 "Crystal Rodriguez" (1768525312) 00:29:52.489 --> 00:30:12.029 Anyone else is having audio issues. Can anyone indicate if they are hearing me? Let me put a note in the chat as well. Okay, others can still hear me. Let me see if I can just add a chat for Chilly to. 108 "Crystal Rodriguez" (1768525312) 00:30:12.029 --> 00:30:30.689 Say to try changing the audio one moment. Okay. Hopefully that will work. I don't wanna slow the rest of us down since everyone else is able to hear. 109 "Crystal Rodriguez" (1768525312) 00:30:30.689 --> 00:30:50.689 And the recording will be made available. Okay, so I've saved it as a tab delimited file, so I'm gonna go ahead and close. And now I'm going to go back to that wiley. 110 "Crystal Rodriguez" (1768525312) 00:30:50.689 --> 00:31:09.419 Online journal educate collection. So I'm going to search for that and I'm using this scope of selected. I think actually the name is Wiley online AGU journal. There we go. 111 "Crystal Rodriguez" (1768525312) 00:31:11.519 --> 00:31:29.849 So we see that I currently have 25 titles selected. I'm going to go ahead and open up the collection and we can scroll down to that, space physics, and we see that right now our second line shows is 2013 to present. 112 "Crystal Rodriguez" (1768525312) 00:31:33.569 --> 00:31:53.569 So the process is the same now that we have updated our K bar and our actions. We're going to choose collection actions, upload titles to this collection. Now what is different is this time I'm going to choose update changes only. 113 "Crystal Rodriguez" (1768525312) 00:31:53.569 --> 00:32:10.439 Because I am using the cub overlay and the overlay action, so I'm making changes. In this case, we'll keep the file encoding as UTF-8 unless there's diacritics. I'm going to go ahead and click choose file. 114 "Crystal Rodriguez" (1768525312) 00:32:10.439 --> 00:32:30.179 Locate my updated file and choose open. And then we'll choose upload and same messaging. So we're gonna have to wait a moment. So let me jump over to our PowerPoint and we're gonna re refresh our or review a little bit of information here. 115 "Crystal Rodriguez" (1768525312) 00:32:30.179 --> 00:32:50.099 While we wait. So, while we wait, do not delete or reorder any of the columns in the KBART file. If you do that, it will fail. Make sure that you're including the collection ID in the OCLC_collection ID column. 116 "Crystal Rodriguez" (1768525312) 00:32:50.099 --> 00:33:08.309 And that must match what is in collection manager. There are a few mandatory fields which include the publication title, which is going to be column A, your title URL. Now this is not required if the coverage depth. 117 "Crystal Rodriguez" (1768525312) 00:33:08.309 --> 00:33:24.119 Is set to print or other. However, if it's a journal, you will need to make sure well in all cases you'll need to make sure to add coverage depth as well. And then you're going to want to make sure that you include an OCLC entry ID. 118 "Crystal Rodriguez" (1768525312) 00:33:24.119 --> 00:33:43.709 This is going to be a unique unique numerical value for each title. You'll include a row for each coverage range and the column values should match except for those that are related to a title's coverage. So that's where there's gonna be a slight difference there is if you're updating the coverage. 119 "Crystal Rodriguez" (1768525312) 00:33:43.709 --> 00:34:02.909 And then it's also very important that you use correct date formats as we see on our PowerPoint right now. These are the three options for you. If any of these things are not followed, your upload will fail. So if you have an upload that fails. 120 "Crystal Rodriguez" (1768525312) 00:34:02.909 --> 00:34:19.259 You'll want to review to make sure that you have the correct collection ID, entry ID is unique, the right fields are there et cetera. Okay, so looks like we've had hopefully enough time. 121 "Crystal Rodriguez" (1768525312) 00:34:19.259 --> 00:34:36.869 And sure enough, we're back in World Share and we now see that our file is ready to preview. Just like before, we're gonna click on view the report here. And this time we see, we have 25 rows, but we have two titles that were updated. 122 "Crystal Rodriguez" (1768525312) 00:34:36.869 --> 00:34:55.229 Which is exactly what we expect. So I'm going to go ahead and click on approve upload. And again, the collection's going to be indexing. Okay, and while it indexes, let me go over to some additional information. 123 "Crystal Rodriguez" (1768525312) 00:34:57.479 --> 00:35:17.459 Okay, so that previous example was for editing titles that were already existed. After we see our indexing, we will look at an example for adding titles to a new collection using a KBART. 124 "Crystal Rodriguez" (1768525312) 00:35:17.459 --> 00:35:32.579 So we'll take this moment to review that process. It's just slightly different. So in my upcoming example, my library is going to have a collection of e resource titles that were published by my institution. 125 "Crystal Rodriguez" (1768525312) 00:35:32.579 --> 00:35:52.579 So we want to create a knowledge base collection for these titles, and we will add the titles to the new collection using a K bart file. Process starts a little differently where this time we're gonna be under metadata collection manager, and we will choose to create a new. 126 "Crystal Rodriguez" (1768525312) 00:35:52.579 --> 00:35:54.839 Collection a new knowledge base collection. 127 "Crystal Rodriguez" (1768525312) 00:35:54.839 --> 00:36:13.469 And then we will use the OCLC KBART template, which is in the learner guide, to add our KBART data or if you've already added titles to this collection. 128 "Crystal Rodriguez" (1768525312) 00:36:13.469 --> 00:36:29.939 And you need to add more or you maybe have, other information that you can add to the, this, to the download, you can choose to go to collection actions and download like we just have been showing. 129 "Crystal Rodriguez" (1768525312) 00:36:29.939 --> 00:36:46.019 And use that KBART file. So either of those will work for you. And then in this case, you're going to again add your title data. When we're adding new titles, we can either. 130 "Crystal Rodriguez" (1768525312) 00:36:46.019 --> 00:37:06.019 You add that title data manually by making sure we've added all of the correct fields or we can use an auto fill option, which I'm going to talk a little bit more about here in a moment. However, the autofill option will allow the system to use the OCLC. 131 "Crystal Rodriguez" (1768525312) 00:37:06.019 --> 00:37:10.559 number to pre populate some of the title information. 132 "Crystal Rodriguez" (1768525312) 00:37:10.559 --> 00:37:28.529 And just to note that while autofill is available, it's primarily used for print serials collections, but it can be used for multiple formats. And then once you've made your edits again, you'll add your actions, you'll save the file. 133 "Crystal Rodriguez" (1768525312) 00:37:28.529 --> 00:37:44.819 Either as a.txt, if NO diacretics or unicode text if there are. And then you'll go to collection actions and upload your file. And in this case when you upload, you will choose the scope. 134 "Crystal Rodriguez" (1768525312) 00:37:44.819 --> 00:38:01.769 Of update changes only, because we are adding a new collection entitles to a new collection. And once again, you will need to add an action to the action column. 135 "Crystal Rodriguez" (1768525312) 00:38:01.769 --> 00:38:19.770 To specify how each title should be handled. So these actions seen on our screen right now are used for locally created knowledge based collections, so you will use raw when you're adding new titles to the collection. 136 "Crystal Rodriguez" (1768525312) 00:38:19.770 --> 00:38:39.660 Or updating title information in that collection as well. Actually, that is incorrect. I apologize, I need to update that. So you're just gonna use raw if you're adding new titles. And then you'll use auto fill when you create a new collection. 137 "Crystal Rodriguez" (1768525312) 00:38:39.660 --> 00:38:55.920 And want the system to generate the fields automatically. So this will allow the system to use the OCLC number to pre populate some of the title information. And I'm gonna demonstrate both of those shortly. All right. 138 "Crystal Rodriguez" (1768525312) 00:38:55.920 --> 00:39:12.540 I'm gonna go back to my collection and we see the Wiley online library. We NO longer see that note about indexing, so I'm just gonna refresh my search for a moment. And this is our previous upload that we're looking at here. 139 "Crystal Rodriguez" (1768525312) 00:39:12.540 --> 00:39:27.810 So if I scroll down to that space physics, I now see that that second row shows the coverage of 2013 to 2024. 140 "Crystal Rodriguez" (1768525312) 00:39:27.810 --> 00:39:44.490 And my volume and issue is updated. And if I go to radio science and open that title information, I should see the note that I added. I'm not sure why that's not there. Believe it's a local note. Yep, there it is. 141 "Crystal Rodriguez" (1768525312) 00:39:44.490 --> 00:39:59.880 So that's where that documentation that tells us whether our edits are global or local is very important. So when I 1st came in, I didn't see my note and was kind of confused, but I realized that that is a local. 142 "Crystal Rodriguez" (1768525312) 00:39:59.880 --> 00:40:16.260 Note and local edit, so I need to click on the local tab and there I'll see my staff note. And again, I can look at the title history to learn a little bit more about what changes were made, so I can see. 143 "Crystal Rodriguez" (1768525312) 00:40:16.260 --> 00:40:36.260 That I over, that this title I owe was overwritten to add the note there. Okay. I showed this in our previous session, but you can also look at overall activity history in the story. 144 "Crystal Rodriguez" (1768525312) 00:40:36.260 --> 00:40:40.620 Search button, if you go to data type and change that to activity history. 145 "Crystal Rodriguez" (1768525312) 00:40:40.620 --> 00:41:00.540 You can leave the scope as my institution's history, leave the search terms blank, and click search or enter, and there we see both of the changes that we've made, and we can use these hyperlinks to learn a little bit more about what was changed. This is very helpful to be aware of. 146 "Crystal Rodriguez" (1768525312) 00:41:00.540 --> 00:41:15.960 In case you've got you're doing some collaboration and you're not sure what maybe someone else made the change and you're not sure what happened or there's a change due to a data load and you want to figure out what happened there. Okay. 147 "Crystal Rodriguez" (1768525312) 00:41:15.960 --> 00:41:34.560 I'm going to clear my previous changes, and now I'm going to shift a little bit to what I just reviewed about creating a collection. So we're gonna start with our process for creating a new collection by clicking on create a collection. 148 "Crystal Rodriguez" (1768525312) 00:41:34.560 --> 00:41:51.930 This is a knowledge based collection, so I'm gonna leave that selected. It is not a database only collection, so we're clicking create. And then we'll follow the process of adding in our required information. So I am going to call this. 149 "Crystal Rodriguez" (1768525312) 00:41:51.930 --> 00:42:09.360 Training new titles, my collection ID is generated for me, but I can change that. I'm just going to leave it as is, and then I will need to choose a provider. 150 "Crystal Rodriguez" (1768525312) 00:42:09.360 --> 00:42:24.870 I'm just gonna choose this 123 library. I can add a description if I would like, and then we can go to the linking accordion to add collection URLs if we have it. 151 "Crystal Rodriguez" (1768525312) 00:42:24.870 --> 00:42:43.920 Now that is not required, but if you know the URL for the entire collection, you can add it here. And then I'm just going to go ahead and click Create to save this collection. So my collection was created for me. 152 "Crystal Rodriguez" (1768525312) 00:42:43.920 --> 00:43:00.300 But I need to add titles now. So to do that, I'm going to use the OCLC KBART template. I'm gonna go to the learner guide and show you where we can find that. 153 "Crystal Rodriguez" (1768525312) 00:43:00.300 --> 00:43:19.770 So we can go to the section on add new knowledge based collections with K Bart file, and scroll down just a little bit. Should have it in here. Yep, there's the appropriate action information. 154 "Crystal Rodriguez" (1768525312) 00:43:19.770 --> 00:43:39.770 Actually, I'm gonna make a slight update to that, but what I'm going to do is link this KBART values and formatting in that section I just showed. That is where we'll find the template. So let me go ahead and click on that for now. And when I do that, I'm taken to our documentation. 155 "Crystal Rodriguez" (1768525312) 00:43:39.770 --> 00:43:42.510 On KBART values and formatting. 156 "Crystal Rodriguez" (1768525312) 00:43:42.510 --> 00:44:02.430 Has a lot of the information that we've already reviewed, but in the very 1st section I see the KBART template. So I can click on that and again my computer makes me save it automatically. Yours may open up a notepad and it would be the same process. 157 "Crystal Rodriguez" (1768525312) 00:44:02.430 --> 00:44:19.020 Of copying, selecting and copying the information. I'm going to go ahead and save that and again I'll open that using Excel, go to open. 158 "Crystal Rodriguez" (1768525312) 00:44:19.020 --> 00:44:37.770 Find that saved file. Oops, I clicked too quickly. Oh NO, we didn't, here we go. So this is the KBART template. It's very helpful that when you 1st go to this K bart template, we do have information reminders here for you. 159 "Crystal Rodriguez" (1768525312) 00:44:37.770 --> 00:44:54.570 So this is just reviewing the information that I just showed recently on the PowerPoint about the required data format, making sure you leave your OCLC collection ID and entry ID. So to use this KBART, you can just. 160 "Crystal Rodriguez" (1768525312) 00:44:54.570 --> 00:45:14.130 Now that you've got those notes, you can go ahead and highlight and remove that section and do the same here. I will point out this second one, you gotta be kinda careful because if you click on it the wrong way, it might take you to the documentation, but I'm just gonna go ahead and cut that out. 161 "Crystal Rodriguez" (1768525312) 00:45:14.130 --> 00:45:31.560 And then this allows for the KBART to be in the correct format for all these columns, and remember, you're not going to remove these columns. So this is where if I maybe have a KBART that my provider has given me, I can make sure to copy that into this format. 162 "Crystal Rodriguez" (1768525312) 00:45:31.560 --> 00:45:49.410 Or if I'm manually adding title data, I would fill in the information that I have. And I actually have an example that I've already filled in for this collection that I'm going to go ahead and open through that same process of going to Excel. 163 "Crystal Rodriguez" (1768525312) 00:45:49.410 --> 00:46:09.180 Sometimes I think that this process seems cumbersome, but once you get used to it, it's pretty quick. I'm gonna go back to this all files that I have, and I have these under my raw titles folder. 164 "Crystal Rodriguez" (1768525312) 00:46:09.180 --> 00:46:26.070 Option here. So I'm gonna click that, click open, and it'll open the same way as previously seen. Gonna choose delimited next. Tab next, general finish. And here we have just a few titles that I need to select. 165 "Crystal Rodriguez" (1768525312) 00:46:26.070 --> 00:46:43.020 In this collection. Now, you might notice that the collection name and ID are not included yet. So that information I need to go and take from my world share collection. So let's go back over there. 166 "Crystal Rodriguez" (1768525312) 00:46:43.020 --> 00:46:59.790 And we can go to properties and we can copy the collection type, name, put that under OCLC_collection_name, and we'll put that on each of those areas. Oops. 167 "Crystal Rodriguez" (1768525312) 00:46:59.790 --> 00:47:17.520 Didn't like the way I was trying to do that. And then we also need to grab our collection ID. So going back over to worldshare, thankfully I have this little option to just click copy, and we're gonna add that in column V. 168 "Crystal Rodriguez" (1768525312) 00:47:17.520 --> 00:47:34.410 For each of our options. And this is where the entry, the OCLC entry ID comes in next. So as I mentioned, this needs to be a unique number. It can be 123, as long as you haven't used that in a collection yet. 169 "Crystal Rodriguez" (1768525312) 00:47:34.410 --> 00:47:54.410 Some libraries will make that the OCLC number, I usually just make it one through whatever. So it needs to be a sequential order, unique order there, alright, so because I'm adding titles. 170 "Crystal Rodriguez" (1768525312) 00:47:54.410 --> 00:48:14.660 I will use the action of raw, and with that information now added to my file, I will save the file again. So I'll save as. And again, we would recommend that you change that a little bit, maybe call it raw titles update. 171 "Crystal Rodriguez" (1768525312) 00:48:14.660 --> 00:48:33.720 For my demo, I'm just going to leave it as is and just replace the existing file, and now I'll close that. And then from there, the process is just like what we've been following, so I'll use collection actions. 172 "Crystal Rodriguez" (1768525312) 00:48:33.720 --> 00:48:50.340 Upload titles to this collection and I will choose update changes only because I'm adding titles. I've got my file encoding chosen, click on choose file to locate your. 173 "Crystal Rodriguez" (1768525312) 00:48:50.340 --> 00:49:06.150 File and then click open and then we'll click upload. And again, we will need to wait a while for that process. So. 174 "Crystal Rodriguez" (1768525312) 00:49:06.150 --> 00:49:22.290 We've already spent some time reviewing that wiley collection to see that those changes took place. So while we wait, I'm curious if you all could use the chat. Let me know if you have created. 175 "Crystal Rodriguez" (1768525312) 00:49:22.290 --> 00:49:42.290 New collections in collection manager. If you don't mind just using the chat, just give us something, you know, some information on where you all stand while we wait for this process. Oh, well it looks like it's there, but I'm still curious. So anybody have. 176 "Crystal Rodriguez" (1768525312) 00:49:42.290 --> 00:49:46.290 Have you all, you can even use the reactions if you would like to let me know. 177 "Crystal Rodriguez" (1768525312) 00:49:46.290 --> 00:50:02.940 Do you have, what's your experience level with creating collections? Okay, that's a really good answer Sebastian, and we'll actually talk about that before our session is over. So Sebastian Sebastian said that he hasn't created a WMS collection. 178 "Crystal Rodriguez" (1768525312) 00:50:02.940 --> 00:50:20.700 But has been meaning to create one for print serials, which we will talk about. Yeah, so you've just activated collections perfect. So hopefully with this session and the previous one, if, it'll give you guys the knowledge to be able to do that and. 179 "Crystal Rodriguez" (1768525312) 00:50:20.700 --> 00:50:36.450 We have that, the documentation available too to help you as you walk through that. Okay, so Jackie's already created one for print periodicals, it's great. And then I see I've only requested from vendors to upload and haven't had any experience on my own. 180 "Crystal Rodriguez" (1768525312) 00:50:36.450 --> 00:50:56.450 Feel clearer on how to do that. That's good to hear. Awesome. Thank you all for that feedback. I I think that's very helpful to know. Yeah, I've created WMS and I think figuring out the linking is the most challenging part. Okay, so with that, Shelly, I appreciate you pointing that out. I will say we do have really good documentation on. 181 "Crystal Rodriguez" (1768525312) 00:50:56.450 --> 00:51:03.270 On the linking, but at any time if you're going through that documentation and you feel a little challenged or or, you know. 182 "Crystal Rodriguez" (1768525312) 00:51:03.270 --> 00:51:18.510 Have some additional questions, always reach out to our support team. They're really happy to walk you through those or help you find that specific information. Great. Well, thank you all for that. Now that we've that waited a little while, we now see our preview. 183 "Crystal Rodriguez" (1768525312) 00:51:18.510 --> 00:51:35.610 File is available, so I'm gonna go ahead and click to view the report. And I see that six titles were added in my preview. I didn't deselect or anything, so I'm gonna go ahead and say approve upload, and again we'll be doing some indexing here. 184 "Crystal Rodriguez" (1768525312) 00:51:35.610 --> 00:51:52.380 And we'll come back and look at that in a moment. This one shouldn't take too long to index since there's only six titles. Let's go ahead and actually just look at, let me clear that. So let me actually go ahead and see if that's available yet. We'll look at this new training. 185 "Crystal Rodriguez" (1768525312) 00:51:52.380 --> 00:52:08.220 Collection. Yeah, it's not showing up yet because it's still indexing I think. Oh, you know what I think it's because it's called I called it training new, not new training. 186 "Crystal Rodriguez" (1768525312) 00:52:08.220 --> 00:52:25.050 There we go. Training new. So this is actually a good opportunity to show you though that that when we, if we're still waiting for indexing, we can see that when we initially search, so we see collection titles are locked for indexing. 187 "Crystal Rodriguez" (1768525312) 00:52:25.050 --> 00:52:45.050 So while we wait, let me go back over into our PowerPoint, and I want to talk about the auto fill because I will be showing this example next. So, the auto fill, you'll use this option to quickly add titles to a collection with. 188 "Crystal Rodriguez" (1768525312) 00:52:45.050 --> 00:53:04.530 Using OCLC numbers. When you're using auto fill in a KBART, you need to only fill in the OCLC number and the actions column. You'll enter auto fill in the action column, and then when you upload the file. 189 "Crystal Rodriguez" (1768525312) 00:53:04.530 --> 00:53:21.060 The system will automatically populate the remaining title fields using data from the corresponding worldcat record. And after uploading, you will want to review and check to see if you need to edit any of the title data. 190 "Crystal Rodriguez" (1768525312) 00:53:21.060 --> 00:53:41.060 And e.g., you might need to update your coverage to match your library's local holdings. Let's go back over and see if our indexing is completed yet. Looks like we're still working on that one. I will point out part. 191 "Crystal Rodriguez" (1768525312) 00:53:41.060 --> 00:53:58.260 Another reason that I have been doing this while we wait is because if you keep refreshing, that could actually cause that indexing to be locked longer. So, keep that in mind that you just might have to wait 05 to10 minutes or so. 192 "Crystal Rodriguez" (1768525312) 00:53:58.260 --> 00:54:13.440 To be able to, for that to index. So while we wait for that, I am actually gonna move on. So my library has a collection of ebooks. 193 "Crystal Rodriguez" (1768525312) 00:54:13.440 --> 00:54:30.120 That are not yet in collection manager. I've already created a local knowledge base collection, and I have a K bart file ready for the auto fill action. I'm going to demonstrate that now. 194 "Crystal Rodriguez" (1768525312) 00:54:30.120 --> 00:54:45.720 I'm going to begin by searching for the collection that I created. I called that CR books demo. I find that collection. I currently see that I don't have any titles added or selected. 195 "Crystal Rodriguez" (1768525312) 00:54:45.720 --> 00:55:02.910 It's a new collection. So I'm going to choose CR books demo to open up that collection and you can see there that I don't have anything selected. Now, as I mentioned, I have already created a K Bart for this. 196 "Crystal Rodriguez" (1768525312) 00:55:02.910 --> 00:55:19.800 Collection so I'm going to open that in the same manner that we have already using Excel, opening up my file here. I'm gonna go locate my file, which I have called auto fill. 197 "Crystal Rodriguez" (1768525312) 00:55:19.800 --> 00:55:39.800 So here's my auto fill file. I'm going to open that similar to how we have opened others, and we see that the only field data that we have currently is our OCLC number. 198 "Crystal Rodriguez" (1768525312) 00:55:39.800 --> 00:55:57.690 And our action as auto fill. Now this KBART does still need the collection ID, so I'm going to go over to that collection that I created and copy that collection ID, and we'll put that in the. 199 "Crystal Rodriguez" (1768525312) 00:55:57.690 --> 00:56:15.180 Collection ID field, but because we're using autofill, we don't need to add the OCLC entry ID or the collection name here. Then I'm going to go ahead and save this file. 200 "Crystal Rodriguez" (1768525312) 00:56:15.180 --> 00:56:33.240 And again, for my purposes, I'm just saving the same name, but you might want to change it slightly so that you have your original file, then I'll close that, go back over to collection manager. 201 "Crystal Rodriguez" (1768525312) 00:56:33.240 --> 00:56:50.970 And then I'll I'm gonna close out of all my previous tabs here and just search that again, just cause I had a few things open. So we can go ahead and click on the CR books demo, and same process here we're gonna say collection actions. 202 "Crystal Rodriguez" (1768525312) 00:56:50.970 --> 00:57:07.290 Upload titles to this title, to this collection. And then because it's it's a new collection, we're gonna say update changes only, keeping our file encoding as UTF eight because I don't have any of those diacritics. 203 "Crystal Rodriguez" (1768525312) 00:57:07.290 --> 00:57:26.250 Clicking choose, and here I'll find my file, click open, and then upload. Same process, we're gonna get a little bit of a note. So while we wait for that one, I'm going to go back and see if my training new is ready. 204 "Crystal Rodriguez" (1768525312) 00:57:26.250 --> 00:57:41.490 And there we go, it looks like it is because when I I can see that it NO longer says locked for indexing and I can click on the title of the collection, and there I see the six titles that I added, and we can again use the title history. 205 "Crystal Rodriguez" (1768525312) 00:57:41.490 --> 00:57:59.670 Or and collection history to learn more about what was added or changed. I do want to use this moment to point out that these title histories are only kept for 90 days. Same with the collection history. So if you need to review that, keep that in mind. 206 "Crystal Rodriguez" (1768525312) 00:57:59.670 --> 00:58:19.230 Okay. Now this time while we wait, I have a couple of poll questions for you guys. I'm going to open up the Slido, just a moment while I pull that open, and I'm gonna move over to our PowerPoint so we can. 207 "Crystal Rodriguez" (1768525312) 00:58:19.230 --> 00:58:35.490 See the questions too. Alright, so, our 1st question, let me start the poll for you. You should be seeing that poll. If you have any issues with the poll, you can just add your answer into the. 208 "Crystal Rodriguez" (1768525312) 00:58:35.490 --> 00:58:52.620 Chat if you feel comfortable with that. So which action value in a K Bart will preserve coverage edits during future title updates? Is that select overlay, cub overlay or raw? 209 "Crystal Rodriguez" (1768525312) 00:58:52.620 --> 00:59:12.620 And I'll wait a moment to give you guys some time to answer that. 210 "Crystal Rodriguez" (1768525312) 00:59:12.620 --> 00:59:21.870 Okay. 211 "Crystal Rodriguez" (1768525312) 00:59:21.870 --> 00:59:39.930 So actually the answer is covoverlay, and I did see multiple responses, so let me just use this moment to review. Select is going to be when you make NO changes. Covoverlay is if you've made changes to the coverage. 212 "Crystal Rodriguez" (1768525312) 00:59:39.930 --> 00:59:58.650 And you want to preserve those for future updates. Overlay is other changes that you've made. So if you've added notes, then you would use overlay, e.g.. 213 "Crystal Rodriguez" (1768525312) 00:59:58.650 --> 01:00:18.650 So the correct answer for this is covoverlay. Alright, I've got another question for you. I'm going to open that one. When creating a new collection, which action value allows the system to automatically populate title data using OCLC number. 214 "Crystal Rodriguez" (1768525312) 01:00:18.650 --> 01:00:19.290 1st. 215 "Crystal Rodriguez" (1768525312) 01:00:19.290 --> 01:00:39.290 You should be seeing that poll already. 216 "Crystal Rodriguez" (1768525312) 01:00:39.290 --> 01:00:48.570 Okay me see. 217 "Crystal Rodriguez" (1768525312) 01:00:48.570 --> 01:01:08.570 It looks like most of you are putting your answers in. I'll wait another moment or two to make sure everyone has an opportunity. Our options are select overlay, cub overlay or auto fill. 218 "Crystal Rodriguez" (1768525312) 01:01:08.570 --> 01:01:09.090 Okay. 219 "Crystal Rodriguez" (1768525312) 01:01:09.090 --> 01:01:29.090 Alright, looks like almost everyone had a chance to answer that. So yes, the answer is autofill. That's that process that we just looked at and we're gonna actually see the file in a moment. So with that, I'm going to jump back over to my world share, and we're gonna search for that. 220 "Crystal Rodriguez" (1768525312) 01:01:29.090 --> 01:01:32.940 See our books, looks like we have it here still. 221 "Crystal Rodriguez" (1768525312) 01:01:32.940 --> 01:01:52.940 We're right now still seeing zero out of zero titles. Let me refresh and actually research that. I'm still seeing that. Let's see. Oh, that's because I didn't actually review the report yet. Got a little ahead of myself. So when I opened that. 222 "Crystal Rodriguez" (1768525312) 01:01:52.940 --> 01:02:11.310 That collection, I see that my upload preview is ready, but I still need to view the report and approve it. So remember that we have to do that within 72 h, so I'm going to click on view the report here. I see that ten titles are going to be added for me. I can go ahead and click approve. 223 "Crystal Rodriguez" (1768525312) 01:02:11.310 --> 01:02:31.290 I've been closing tabs to see updated info. Yeah, I think that's probably ok Jackie. It's sort of that refresh. Just be mindful of not doing it too much, because I have found in my experience that sometimes if we refresh too many times that can cause that locking. 224 "Crystal Rodriguez" (1768525312) 01:02:31.290 --> 01:02:51.290 So you might wanna kind of move on to doing another task while you wait. And like you've seen, it hasn't been very long, but if you do have larger collections, the index this indexing portion will take longer. So keep that in mind. I've also noticed that sometimes it depends on the time of the day. 225 "Crystal Rodriguez" (1768525312) 01:02:51.290 --> 01:03:10.290 That I'm making changes though later in the day might take a little longer. But yeah, those are some tips to keep in mind if you're seeing some delay there, but shouldn't be too long. So while we're looking at that, we're waiting for that. I I'll go over and provide some additional information here. 226 "Crystal Rodriguez" (1768525312) 01:03:10.290 --> 01:03:29.730 So we've saw in the file that there were different values. So OCLC does provide you with some documentation for recommended values by format type. You can find that for electronic re serials collections. 227 "Crystal Rodriguez" (1768525312) 01:03:29.730 --> 01:03:48.930 Ebook collections and print collections. I have that linked in this PowerPoint, but I will also show you where you can find that in our help site. So let me click back over to that. So it's actually you can find that on that KBART. 228 "Crystal Rodriguez" (1768525312) 01:03:48.930 --> 01:04:08.930 Values and formatting document that I've already clicked on, and we see this under KBART values. And here we have tables for recommended values by format. So this is where I grabbed those screenshots from. So we have recommended values for electronic serials collections with additional information for. 229 "Crystal Rodriguez" (1768525312) 01:04:08.930 --> 01:04:27.210 For you. E.g., under OCLC entry ID, this is where we see that multiple coverages would be represented on separate rows. And if we go down further, we have recommendations for ebook collections, so we can see the differences there. We'll see that. 230 "Crystal Rodriguez" (1768525312) 01:04:27.210 --> 01:04:44.520 E.g., coverage depth is gonna be ebook. Scrolling up back up, I do want to point out that coverage depth for electronic resources, the full text is actually all one word, so keep that in mind if you are trying to load a KBART. 231 "Crystal Rodriguez" (1768525312) 01:04:44.520 --> 01:05:02.490 And you've put your coverage up this full space text that won't work, you make sure you're looking for that value without the space. And then we do have print collections, which I'm going to talk about shortly when you would use a KBART for to represent your print serials. 232 "Crystal Rodriguez" (1768525312) 01:05:02.490 --> 01:05:18.270 Okay, let's go back over to our collection manager and see if our collection is ready. Looks like it might be. Yep. So our collection is done indexing. We see ten out of ten titles. I can open the collection. 233 "Crystal Rodriguez" (1768525312) 01:05:18.270 --> 01:05:36.750 View those titles. This is an ebook collection, so my coverage depth is ebook for all of those. And this is that example where we used auto fill, so we can see that the system was able to use the OCLC number to grab the ISBN. 234 "Crystal Rodriguez" (1768525312) 01:05:36.750 --> 01:05:55.920 And the title information, we can click on one of these titles and we can see additional information that was gathered through WorldCat by the system with the OCLC number. This using of the autofill is very helpful in my opinion with ebook collections. 235 "Crystal Rodriguez" (1768525312) 01:05:59.850 --> 01:06:16.980 Okay. I'm gonna pause for a moment, just see if there's any questions about what I've already demonstrated because the next step is to talk about print serials. I think I've addressed all the questions so far, but if I missed anything, please let me know. 236 "Crystal Rodriguez" (1768525312) 01:06:21.960 --> 01:06:41.960 Alright, I'm not seeing any new questions yet, so I'm gonna go ahead and move on, but we'll have time at the end for questions as well. Okay, so some institutions using Worldcat discovery choose to represent their. 237 "Crystal Rodriguez" (1768525312) 01:06:41.960 --> 01:06:46.830 Print serials. Why might you want to create a print serials collection? 238 "Crystal Rodriguez" (1768525312) 01:06:46.830 --> 01:07:06.360 You might want to do that to surface print titles side by side with full text resources in the A to Z list, or to optimize the discovery of full text resources by using coverage to determine article holdings in Worldcap discovery. 239 "Crystal Rodriguez" (1768525312) 01:07:08.550 --> 01:07:28.550 If you would like to create a collection of print serials, you will begin by gathering information about your print title titles. You can either collect a list of OCLC numbers for your items and use that for auto fill or another option is to create a query collection. 240 "Crystal Rodriguez" (1768525312) 01:07:28.550 --> 01:07:44.970 Which will, for your print materials, which will then allow you to obtain the mark records and use a 3rd party tool such as mark edit to extract data from the records to create a KBART file. So you'll. 241 "Crystal Rodriguez" (1768525312) 01:07:44.970 --> 01:08:04.970 If you have the list of OCLC numbers, great, use that. Otherwise, we would recommend that you start with a query collection, get those mark records, and pull out the data that you need to populate your KBART. And then you'll follow the instructions that's in the documentation on creating a knowledge base. 242 "Crystal Rodriguez" (1768525312) 01:08:04.970 --> 01:08:23.970 Which we've already demoed. And one more important part when you are working with print serials collections, you have to enable the institution level setting for coverage. That is done in the institution settings under Worldcat discovery. 243 "Crystal Rodriguez" (1768525312) 01:08:23.970 --> 01:08:40.110 And then coverage, and we do have documentation on that that I will make sure is added to the learner guide before the end of today. But I'm gonna go ahead and demonstrate that where that setting is. So let me go back over to my collection manager. 244 "Crystal Rodriguez" (1768525312) 01:08:40.110 --> 01:08:55.740 So this is going to be under institution settings, and then we have the Worldcat discovery tab. Accordion, actually is what we call that. And then under coverage, you'll need to select use. Yes. 245 "Crystal Rodriguez" (1768525312) 01:08:55.740 --> 01:09:13.110 To use your knowledge base full text coverage to determine whether or not an article is held by your library. So this isn't This setting has to be set up if you're working with print serials. Okay. 246 "Crystal Rodriguez" (1768525312) 01:09:19.440 --> 01:09:35.610 Another option that you can use when you have created locally created collections is to submit those to the Worldcat knowledge base cooperative. This is also referred to as promoting the collection to the not global knowledge base. 247 "Crystal Rodriguez" (1768525312) 01:09:35.610 --> 01:09:54.180 When you're promoting a local collection, the description field will be a global field and you are encouraged to provide a clear description to help users distinguish between similar global knowledge base collections. So I'm just gonna show that process. 248 "Crystal Rodriguez" (1768525312) 01:09:54.180 --> 01:10:10.470 In our slides here. From the local collection, you would click on collection collection actions, and then choose promote collection to global knowledge base. Once you do that. 249 "Crystal Rodriguez" (1768525312) 01:10:10.470 --> 01:10:28.920 A confirmation window will appear. You'll enter the reason why you are adding the collection and confirm your submit submission. And as I mentioned, comments here are encouraged, but they're not required. It is helpful to help OCLC know. 250 "Crystal Rodriguez" (1768525312) 01:10:28.920 --> 01:10:44.670 Why you're requesting to promote that collection. And then once you've done that, you'll click continue, and then you get a notice letting you know that the collection is submitted to OCLC for approval process. 251 "Crystal Rodriguez" (1768525312) 01:10:44.670 --> 01:10:59.880 So you'll want to make sure that your collection meets the guidelines before submitting your collection to OCLC for approval, and you can review those guidelines within our documentation. You'll also see. 252 "Crystal Rodriguez" (1768525312) 01:10:59.880 --> 01:11:18.540 On our screenshot here that there is the option to withdraw a collection promotion request. So once you've submitted your collection request to promote, if you realize, yeah, I'm not really wanting to do that or maybe I needed to update something, you do have that option to withdraw that. 253 "Crystal Rodriguez" (1768525312) 01:11:18.540 --> 01:11:38.540 And then once the collection is accepted for promotion to a global collection, the collection ID will change from the customer, XXX to global.xxx. I'm sorry Sebastian, you said you're not seeing the screenshot on the PowerPoint. Is anyone else not seeing that? 254 "Crystal Rodriguez" (1768525312) 01:11:38.540 --> 01:11:58.910 I can go back, let me go back one more here. I have animation set up. So I have this sort of set up as three different animations, but the one I was just referring to a moment ago is the very last part here where you see that the request to promote local collection to global cooperative has. 255 "Crystal Rodriguez" (1768525312) 01:11:58.910 --> 01:12:15.780 Been submitted. Is everyone seeing that? I am sharing, so. Okay, thank you for confirming. Yep, ok. Sebastian, if you have any issues with seeing the screenshots after the session. 256 "Crystal Rodriguez" (1768525312) 01:12:15.780 --> 01:12:33.480 The recording and the PowerPoint are going to be added into our training page, so you can access them later and you'll get a follow up that has a link to access those things. So just moving on then back to once you've. 257 "Crystal Rodriguez" (1768525312) 01:12:33.480 --> 01:12:51.630 Your collection has been accepted, the collection ID will be changed from customer.number to global.number, as we see on our screen here. And then also the provider name will be changed to promoted local to global cooperative. 258 "Crystal Rodriguez" (1768525312) 01:12:51.630 --> 01:13:08.610 So you can find those within WorldShare as a provider. Okay, and let me see if I can actually find one that's like that so we can see it within WorldShare. 259 "Crystal Rodriguez" (1768525312) 01:13:08.610 --> 01:13:25.860 Think we can, I think we can search for a provider and maybe search promoted and see if that works. Yep, so we can change the data type to provider, leave our scope as all collections or we can just say my collections. 260 "Crystal Rodriguez" (1768525312) 01:13:25.860 --> 01:13:42.330 And she type in promoted with an asterisk, and we see that my library show has over, well there's over 1200 collections available for selection. So if I click on that hyperlink. 261 "Crystal Rodriguez" (1768525312) 01:13:42.330 --> 01:14:01.410 It'll take a moment, but I can see that the provider is listed as local to global cooperative. So these are all collections that were submitted by member libraries and then promoted and approved for global collections. 262 "Crystal Rodriguez" (1768525312) 01:14:01.410 --> 01:14:20.250 And I believe you can even filter by those as well. Okay, so here I'm just showing it's a little bit of a loop repeat here on if you have any questions. Oops, I jumped ahead. 263 "Crystal Rodriguez" (1768525312) 01:14:20.250 --> 01:14:40.250 You can go to the community center, choose WorldShare Collection Manager, and then there you can see discussions, events, recordings, et cetera, and you can get to that community center link within WorldShare. Actually let me go back to share. 264 "Crystal Rodriguez" (1768525312) 01:14:40.250 --> 01:14:56.100 Show you that. So if I go to help, then community center, it will automatically open the community center. I would have to sign in right now, and then I can go to the product that I'm looking for. 265 "Crystal Rodriguez" (1768525312) 01:14:56.100 --> 01:15:16.020 And add myself to get discussions, recordings etc. Alright, so I'm gonna pause to see if there's any additional questions that have come in. I'm not seeing anything at this time. 266 "Crystal Rodriguez" (1768525312) 01:15:16.020 --> 01:15:33.840 While we wait, if after the session you do have questions that come up, you can find documentation and training at the, at our help site at help.OCLC.org. You can contact, click on contact OCLC support. 267 "Crystal Rodriguez" (1768525312) 01:15:33.840 --> 01:15:49.350 To find support in your region, you also can use the short URL of OC.lc/support. And when you go to the help site to find documentation for collection manager, you'll click on Metadata Services. 268 "Crystal Rodriguez" (1768525312) 01:15:49.350 --> 01:16:07.200 Let me go ahead and actually go over to that. Again, you can actually also get there by clicking on general help within WorldShare. So I'm gonna go ahead and click on general help. Yeah, there's a lot of good documentation to review as well. So I'll click on metadata services. 269 "Crystal Rodriguez" (1768525312) 01:16:07.200 --> 01:16:24.600 And I'll go to collection manager, and here we see all of our documentation. I haven't shown this in previous sessions, so I'm gonna show it right now. Within the section, I can search specifically under the collection manager documentation. 270 "Crystal Rodriguez" (1768525312) 01:16:24.600 --> 01:16:42.270 So, e.g., I wanna find that KBART values in formatting or I just want to find the KBART template. I can type in KBART template here, click on search or hit enter, and then I'm going to find any documentation or frequently asked questions. 271 "Crystal Rodriguez" (1768525312) 01:16:42.270 --> 01:16:57.510 That are specifically have the word KBART or KBART values. If I were to put this in parentheses, then I would only get results, and I'm sorry, not parentheses, apostrophes, then I would get results that just have those two words together. 272 "Crystal Rodriguez" (1768525312) 01:16:57.510 --> 01:17:14.940 You also can use the filters over to the right to filter to specific topics or you can specific article types, so maybe I only want to see FAQs. I can open up that filter and choose FAQ. 273 "Crystal Rodriguez" (1768525312) 01:17:14.940 --> 01:17:34.940 And then I'm just gonna see those frequently asked questions that I or, maybe I want to look at a specific guide so I can choose that instead as well. So I just wanted to take since we had a little bit of time to show that process of searching, and actually let me just quickly add those quotations here. 274 "Crystal Rodriguez" (1768525312) 01:17:34.940 --> 01:17:54.360 And then you'll see that it's only gonna provide responses that have KBART and template together. You can also use Boolean operators in your searching as well. So the and or so I could search KBART. 275 "Crystal Rodriguez" (1768525312) 01:17:54.360 --> 01:18:14.220 And file and maybe get more yep I get 77 more results there. Okay. So I just want to show you that cause I know that we've talked a lot about here's documentation on that, so that's where you can find that. 276 "Crystal Rodriguez" (1768525312) 01:18:14.220 --> 01:18:33.360 All right. I'm not seeing any additional questions. So again, I'm just gonna go ahead and move through, but please feel free to add those if they come up. We do still have a little bit of time and I, again, thank you all for your patience this with this session since I did start off in the wrong spot. And when you leave today's session. 277 "Crystal Rodriguez" (1768525312) 01:18:33.360 --> 01:18:51.900 You will be automatically taken to a survey for this class. We do appreciate you filling that out. We do use that to improve our sessions, any and all feedback is useful. This is the last of this series of collection manager sessions. 278 "Crystal Rodriguez" (1768525312) 01:18:51.900 --> 01:19:06.990 They will be offered again in the spring, and the recording will be sent to you for you to review in the meantime. You also can access the recordings of these training sessions and additional WorldShare Collection Manager at the help site. 279 "Crystal Rodriguez" (1768525312) 01:19:06.990 --> 01:19:26.990 When for to find training, when you go to the help site, you're gonna click on Librarians toolbox, and you'll see training there. And then if you signed up for this class in the community center, you will automatically receive a badge that usually takes a month or so. 280 "Crystal Rodriguez" (1768525312) 01:19:26.990 --> 01:19:34.350 But if you didn't sign up through community center and you want a badge, I'm going to add the link. 281 "Crystal Rodriguez" (1768525312) 01:19:34.350 --> 01:19:52.920 That's on our screen into the chat for you to request a badge. Finally, if you have any questions that come up about this training, you can always reach us at training@OCLC.org. 282 "Crystal Rodriguez" (1768525312) 01:19:57.600 --> 01:20:13.884 And I will pause just to see if there's any last minute questions that have come in. Looks like not, but I'll stick around for a moment or two here. I am going since I'm not seeing questions, I am gonna stop the recording, but as I said, I'll stick around.