WorldShare Acquisitions release notes, July 2025

What's changed

Previously, you couldn't automatically match vendor ebook records to specific Knowledge Base collections when only platform codes were provided in the MARC file, requiring manual intervention, settling for the WorldCat record instead of the KB ebook record. Now, you can seamlessly link imported ebook records directly to the appropriate KB collections using vendor platform codes, ensuring more accurate acquisitions processing and better collection management.

New field support

• The system now recognizes vendor ebook codes provided in MARC field 981$p
• When KB Collection Identifier (981$a) and KB Title Identifier(981$b) are not provided, the system will attempt to match records using the vendor platform code
• Platform code matching uses a "starts with" search to accommodate license codes that may be appended to the base ebook code

Enhanced matching logic

The system now follows this prioritized matching sequence:

1. Direct KB Matching: If 981$p and 981$a and 981$b are provided, then subfields $a and $b take precedence (981$p is ignored)
2. Platform Code Matching: If only 981$p is provided, the system matches the vendor ebook code to the appropriate KB collection and searches for exact ISBN matches within that collection
3. Fallback to WorldCat: If KB matching fails, the system defaults to WorldCat matching

Improved logging and notifications

• Successful KB Matches: Clear confirmation when records are successfully linked to KB collections
• Failed Matches: Detailed explanations when KB matching fails, including specific reasons
• Dual Logging: When KB matching fails but WorldCat matching succeeds, both attempts are logged
• Email Notifications: Warning messages are included in email notifications for failed matches

Getting started

To use this feature, ensure your vendors are set up with Ebook Mapping Codes and that their MARC files include the 981$p field with appropriate platform codes. Contact OCLC Support if you need assistance configuring vendor mappings.

1. (Optional) Link vendors if your vendor is not the primary vendor or one of the alternate vendors:
   1. In WorldShare Acquisitions, go to Settings > Administration and expand the Ebook Vendor Mapping accordion.
   2. Click View/Edit in the Actions column for a vendor you want to view or link a local vendor to.
   3. In the My Linked Vendor(s) accordion, click Add.
   4. In the pop-up that displays, enter the vendor to link in the dropdown.
   5. Select the vendor, click Add.
2. (Optional) You can also review the vendor codes for your vendor are accurate, in this same accordion.  (Note: A bug was discovered just before the release that only the first 20 codes are displayed in the user interface.  More may be present in the system and will be used for matching, however.)
3. Search for a vendor, and click on the vendor name.
4. Expand the Partner Exchange Services accordion.
5. Click the Upload File button.
6. Click Choose file, find the file on the local computer, and click Open.
7. Click Upload.
8. The order is created with matching KB ebook.

 Visit Administer your institution configuration for WorldShare Acquisitions for additional information and workflows.

What's changed

Previously, you couldn't edit the receiving history of serial issues once they were configured, making it difficult to adjust expected copy counts or modify issue ranges when subscription patterns changed. Now with the Reset Receiving Settings feature, you can easily edit an issue’s receiving history by adjusting the number of expected copies associated with specific ranges, giving you more control over your serial management.

Key capabilities

• Modify receiving history for existing serial issues
• Adjust expected copy counts for specific issue ranges
• Add or remove issue range configurations
• Maintain accurate records when receiving patterns change

How to use Reset Receiving Settings

1. Search for title in Discover Items and select the desired title.
2. Click Issues in the upper right-hand corner to access serials management.
   
3. Click Edit receiving settings.
4. Review current receiving history.
   • You will see the existing receiving history in a table format
     
     
      
   • The table displays issue ranges, expected copies, and current actions
5. Edit or add rows.
   • Click the ellipses (...) in the Actions column to edit or delete an existing row
     
     
      
   • You can also add a new row above or below any currently selected row
   • Use the Actions dropdown to modify settings for specific issue ranges
6. Make your changes.
   • Adjust the number of expected copies for any issue range
   • Add new issue ranges as needed
   • Remove outdated or incorrect receiving configurations
7. Save your changes.
   • Click Save to apply your modifications to the receiving history

Important considerations

• If you remove receiving settings for issues that currently display in the receiving table, those issues will still appear in the table, but the expected copies received will become zero
• Example: If you previously received two copies of an issue and then deleted the receiving configuration, the table for that issue will read "2 of 0 for Copies Received"
• Issue overlap is not allowed when adjusting the receiving history - error icons will display if overlap or duplicate issues are detected
  
  
   
• The system automatically sorts rows from newest to oldest

 Visit Edit receiving settings for additional information and workflows.