About title-level settings
Title fields in the WorldShare interface
The title-level fields you see in the WorldShare interface differ depending on the format of your title. Likewise, there are differences at the title-level depending on whether or not the collection is a customizable collection or a non-customizable collection.
Options for editing title-level data
You can edit title-level data in the WorldShare interface by navigating to the collection, expanding the Titles accordion, and clicking on the title. If you edit title information within the Collection Manager interface, the system will preserve your edits and they will not be overwritten by future knowledge base data updates.
If you need to select or edit more than a few titles in a collection, we recommend you use download/upload of a KBART file. For more information, see Modify a collection to select your subset of titles.
Collections without titles (database-only collections)
Database-only collections are used primarily by libraries with WorldShare Acquisitions or WorldShare License Manager. Use a database-only collection to acquire or to associate a license with a collection that does not have a defined list of titles. See how to Create a database-only collection.
Customizable collections and title fields
If a collection is customizable, libraries can select individual titles from the collection and edit title-level fields such as coverage information. Titles with fields that can be edited are marked with pencil icons. Click on the pencil button or on the title to see the title fields. Libraries using WorldShare Record Manager can use the pencil button next to a title's OCLC number to edit the associated record.
This is the item’s title. It is a required field for all items. It corresponds to the publication_title column in the KBART file.
An Entry ID is required for customizable collections. It is a unique identifier and corresponds to the oclc_entry_id column in the KBART file.
If you select the When sharing libraries can select individual titles (Customizable) option when you create a collection via the Create a Collection button, you must include a numeric value for each title in the Entry ID field or in the corresponding oclc_entry_id column in a KBART file. If you do not include a unique numeric value, your file will not upload properly. See Why select "Customizable" when you create a selection and Include required title data when you add titles to a customizable collection for more information.
For titles you add using the autofill / OCLC number lookup feature, the Entry ID will be the OCLC number.
The format value is a required field for all items and it controls which fields appear in the WorldShare interface. The format value corresponds to the coverage_depth column in the KBART file.
Supported format values:
- Journal (Journals will include in the KBART file a coverage value such as: Full Text, Print, Selected Full Text, Abstracts, or Indexed)
WorldShare Acquisitions and WorldShare License Manager libraries sometimes need to associate licenses with collections they acquire that that do not have a defined list of titles. Find instructions on how to Create a database-only collection (a collection with no titles).
This is the title URL associated with the title. It corresponds to the title_url column in the KBART file.
OCN (OCLC number)
This is the OCLC number currently associated with the record. It corresponds to the oclc_number column in the KBART file.
OCLC numbers are required for MARC record output and for setting holdings in WorldCat. The list of all of the collections available in the WorldCat knowledge base (updated monthly), shows the percentage of OCLC numbers for each collection.
For collections you create, the system will often automatically populate the OCLC number. However, some titles, even in standard collections, might not have an associated OCLC number. This can include cases where:
- No records exist for the item in WorldCat.
- Records exist but are not classified as electronic resources in a way that corresponds to the knowledge base's matching process because of the complexities of cataloging electronic items.
If a record exists for the item in WorldCat, you can use this title-level setting to add the appropriate OCLC number manually, triggering the output of the corresponding record in a future delivery and the setting of holdings on the item in WorldCat.
To view title-level information about the gaps in OCLC number coverage for an individual collection, download the collection’s KBART sheet and review the column labeled oclc_number.
Those wishing to customize the OCLC number associated with a record can use this field to add the number they find more appropriate. After you save, it will appear in the OCLC number field. This field is restricted to numbers and specifically, to numbers in the system.
Grouped OCLC number functionality in knowledge base collections uses a matching process to associate records that describe the same work. Grouped OCLC Numbers or "Grouped OCNs," make your e-resources more discoverable by surfacing a link to a full text resource on an equivalent record for a physical item.
The list of Grouped OCLC Numbers in title-level settings can change:
- When two records are merged in WorldCat: The new OCLC number is added to the list of Grouped OCLC Numbers in the knowledge base title
- When a title-level field is updated: The title is re-matched to a WorldCat record and that process can update the list of Grouped OCLC Numbers
Erroneous Grouped OCLC Numbers sometimes cause links to surface on records where that e-resource is not related. Libraries can make edits to title-level fields, including to Grouped OCLC Numbers, to improve the matching process.
For more information, please see Grouped OCNs and cooperative management.
For libraries with MARC record delivery enabled: Adding, editing or deleting Grouped OCLC Numbers will not cause updated records to be output. Grouped OCLC Numbers are relevant only to WorldCat Discovery libraries. They are not related to holdings in WorldCat or to record output.
Not all titles have this value. Some providers include unique identifiers when they send metadata for the WorldCat knowledge base. The Vendor ID will display in the Collection Manager interface at the title-level and is editable. It corresponds to the vendor_id column in the KBART file.
An example of collections that include a Vendor ID at the title level are titles from U.S. Government Documents collections. They include the item number from the List of Classes of United States Government Publications Available for Selection by Depository Libraries (i.e., the 074 field).
You can search for titles in Collection Manager via Vendor ID. Search by Title and enter a Vendor ID (or some other identifier such as the ISSN, ISBN, and OCLC number). See Search for collections in Collection Manager for more search tips.
The field displays only for the journal format.
This is the ISSN currently associated with the record. It is restricted to valid eight-digit ISSNs and has validation for them in the system. This field corresponds to the print_identifier column in the KBART file when coverage_depth is a format associated with the journal format.
The field displays only for the journal format.
This is the eISSN currently associated with the record. It is restricted to valid eight-digit ISSNs and has validation for them in the system. This field corresponds to the online_identifier column in the KBART file when coverage_depth is a format associated with the journal format.
The coverage value is present only for the journal format and is required. Coverage values might be included in the coverage_depth column in the KBART file.
Supported coverage values:
- Full Text
- Print (Use the coverage value "print" for print serial titles or for items without a URL.)
- Selected Full Text
Coverage values can include date, enumeration, or both. The date and enumeration fields are not connected in any way.
This field appears only for ebook, audio, video, and image formats. This is the ISBN currently associated with the record. This field is restricted to valid ten or thirteen digit ISBNs and has validation for them in the system. This field corresponds to the print_identifier column in the KBART file when coverage_depth is ebook, audio, video, or image format. Hyphens must be removed when adding an ISBN to the print_identifier column in a KBART file.
This field is the publication date and appears only for ebook, audio, video, and image formats. Date uses only yyyy, yyyy-mm, or yyyy-mm-dd formats. Corresponding KBART columns for date coverage are date_first_issue_online and date_last_issue_online fill in the same value for both.
The following title-level notes have a 255 character limit.
- Public Note: Use this field to create user-facing notes that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as OCLC’s OpenURL link resolver. This corresponds to the title_notes column in the KBART file.
- Staff Note: Use this field for private notes that you want to be restricted to staff responsible for managing your knowledge base collections. These notes will not be visible publicly and will only display in the title details tab of the knowledge base interface. This corresponds to the staff_notes column in the KBART file.
- Coverage Note: Use this field to create user-facing notes about title coverage information that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as OCLC’s OpenURL link resolver. This corresponds to the coverage_notes column in the KBART file.
- Location: Use this field to create user-facing notes about title location information that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as the OCLC’s OpenURL link resolver. This corresponds to the location column in the KBART file.
- Override Link Scheme: This setting provides a title-level option to override the collection level link scheme. This corresponds to the oclc_linkscheme column in the KBART file. For instructions to override link schemes, please see the page about Link scheme values and overrides.
- Title Link Formula: This field shows a formula. It is a duplicate, read-only version of the setting in the collection-level Linking accordion. It appears here so you do not need to toggle between screens.
- Sample Title Link: This is a calculated, read-only link that is title-specific. It is similar to the a field at the collection-level, but specific to each title. You can view this value to see that a collection-level proxy override has been applied for titles.
- Journal Linking Key or Linking Key: This field corresponds to the title_id column in a KBART file. A Linking Key is a specific identifier that is a unique part of a title's URL. It can be an abbreviated code, an ISSN, or a series of numbers designated by a provider. It allows OCLC to build title and article level links for specific providers. The value is not needed for some titles and providers.
This value can be mapped to your records for collections enabled for record delivery. See the page on Institution MARC Records settings for more information.