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KBART values and formatting

Find information about data formatting, entering coverage information, and using KBART files to create collections and modify title data.

Knowledge base title data and formatting

Edits in the WorldShare interface

Some of the same data formatting rules apply whether you are adding and modifying knowledge base collection and title data via a KBART file or via the WorldShare interface. For example, you must follow the KBART standard for date formats in both the WorldShare UI and in KBART files.

About KBART files

KBART stands for Knowledge Bases and Related Tools. KBART files contain title lists and coverage data from content providers to be surfaced in the knowledge base. See NISO Knowledge Base and Related Tools (KBART) for more information.

 Note:  See the KBART template for reference or to create a collection.

Before you get started using KBART files, please note:

  • Each row in a KBART file defines a title and every column header in the spreadsheet must remain.
  • You are not required to have data in every column.
  • Mandatory fields include:
    • publication_title (A)
    • title_url (J)
      • This field is not required if the coverage_depth (N) is set to "print" or "other".
    • coverage_depth (N)
    • oclc_entry_id (W)
      • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title. Use the same OCLC Entry ID for each instance of the coverage to associate it with the same title.
    • Collections created using the "autofill" ACTION require only the oclc_number (Y) and ACTION (Z) fields.
    • Use the correct date format for columns containing date information.
  • Plan to update the values in the ACTION column:
    • When you download a KBART file, the value in the ACTION column describes the state of the collection when downloaded
    • Before uploading a file, you must change the value in the ACTION column per title to tell the system how to process the data in the file

 Caution: Do not delete or re-order any of the columns in the KBART file. The columns need to be in the correct order and your data in the correct format in order for your KBART file to upload properly.

Find more information about KBART data fields on the UKSG website: https://www.uksg.org/kbart/s5/guidelines

Create, modify, and format KBART title data

 Note:  Before you upload your KBART file to the WorldShare interface, save your spreadsheet as Text (Tab delimited) (.txt). If it includes diacritics, save it as Unicode Text (.txt). See Choose an upload File encoding for more information.

  • Excel files (.xls) and (.xlsx) will NOT upload correctly.

Create a collection

Add titles:

When you create a knowledge base collection:

  • Use the correct format for dates
  • Include the Collection ID in the oclc_collection_id column of your KBART file. The Collection ID in your file must match that in the collection you created in order for the titles to upload to your collection properly
  • Include a unique numerical value for each title in the oclc_entry_id column.
    • For titles you add using OCLC Number Lookup in the interface or add using OCLC numbers and the ACTION "autofill" in a KBART file, the Entry ID will be the OCLC number. It will be automatically generated
  • Add a value to each title row of the ACTION column: Use the value "raw"
    • Alternatively, use the ACTION "autofill" if you create a collection where you want the system to generate some of the data fields automatically
  • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title.  
    • Use the same OCLC Entry ID for each instance of the coverage to associate it all with the same title.

Delete and select titles

Select titles that are part of your subscription and delete other titles:

To select titles:

  1. Delete the rows of titles that are not part of your subscription.
  2. In the rows that remain that are part of your subscription, change the value in the ACTION column from "raw" or another value to "select." The value "select" tells the system that you are selecting the titles in the collection, but are not changing any title data. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider. Represent coverage information

 Note: You can use the VLOOKUP function in a spreadsheet software such as Microsoft Excel to compare and find matches between two spreadsheets and assist in identifying the subset of titles to which your institution subscribes.

For example, you can download a KBART file of all the available titles from within a knowledge base collection in Collection Manager and compare this to a spreadsheet from your provider that lists the items to which your library subscribes.  Use the VLOOKUP function to help you identify these items in the KBART file. Edit the KBART as needed and upload it to select your subset of titles. 

For instructions on using the VLOOKUP function, please see the support site for your spreadsheet software such as Microsoft's documentation on the VLOOKUP function.

Represent coverage to present time

If your coverage is to present, leave the following columns blank in your KBART upload:

  • Date_last_issue_online (date of the last issue available online)
  • Num_last_vol_online (number of the last volume available online)
  • Num_last_issue_online (number of the last issue available online

Multiple coverage ranges

To represent multiple coverage ranges for a single title, include a row in the KBART spreadsheet for each coverage range. The values in each row should match except those related to a title's coverage. You will have data for a single title in multiple rows.

You must include a unique OCLC Entry ID (oclc_entry_id) for each title in your collection. The OCLC Entry ID (oclc_entry_id) will be the same in each row for the single title with multiple coverage entries. The OCLC Entry ID (oclc_entry_id) makes it clear that multiple coverage entries are tied to the same title entry.

 Note: Include a row in the KBART spreadsheet for each coverage range. The column values should match except for those related to a title's coverage.

knowledge-base-multiple-coverage.png

Embargo and moving wall of coverage

Use the embargo_info column.

  • R: Rolling, or what is also called a moving wall. R3Y would be a rolling 3-year embargo that changes access each month
  • P: Static embargoes.  P1M would always have access to the previous month ongoing.
  • D: days, M: months, Y: year

Examples that show the proper formats: 

  • Embargo: Choose the appropriate granularity: P1Y, P12M, P365D
    • Example: P1Y allows access to all content except for the current year.
  • Moving wall of coverage: R1Y, R12M, R365D
    • Example: R1Y allows access to all content of the previous year.
  • Both moving wall of coverage and embargo: R10Y;P30D
    • Example: R10Y;P30D allows access to all content from the past 10 years except for the previous 30 days.

If R is used, this means the journal access begins at the beginning of the period specified. If access ends at the period specified, P is used. 

Use the correct date format

Use one of the following correct date formats:

  • If you have only year and month use YYYY-MM
  • If you have only a year use YYYY
  • Cells containing coverage data for specific days must be formatted as: YYYY-MM-DD

Set the date format YYYY-MM-DD in your spreadsheet application:

  1. Select the cells you want to format (cells with years, months, AND days)
  2. Right click on the selected cells and select "Format Cells..."
    • In the Number tab under Category, select "Date"
    • Under Locale (location), select "English (South Africa)" from the drop down menu
    • Under Type, select the format that matches "yyyy-mm-dd"

Modify other title data

Modify title data other than coverage:

If you modify title data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value "overlay" in the ACTION column.

KBART values

Recommended values by format

Format Recommended values Description

Electronic serials collection

publication_title The journal's title
title_url URL for the journal title
coverage_depth Set this value to "fulltext"
print_identifier ISSN for the journal
online_identifier eISSN for the journal
oclc_number Include the OCLC number if available
oclc_entry_id

You must include a numeric value in the oclc_entry_id column field for each title in a KBART file. If you do not include a unique numeric value, your file will not upload properly.

  • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title. Use the same OCLC Entry ID for each instance of the coverage to associate it all with the same title. 

     Caution: If the same OCLC Entry ID is not used for multiple coverages, it will result in duplicate titles being present in the WorldCat knowledge base collection.

date_first_issue_online

num_first_vol_online

num_first_issue_online

Start of coverage range for the title.

 date_last_issue

num_last_vol_online

num_last_issue_online

  
End of coverage. Leave these blank if coverage range is to present.
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Unique identifier such as the item number in U.S. Government Document titles.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

Ebook collection

publication_title The ebook's title
title_url URL for the ebook title
coverage_depth Set this value to "ebook"
print_identifier ISBN for each ebook

 Note: Hyphens must be removed when adding an ISBN to the print_identifier column

online_identifier eISBN for each ebook
oclc_number Include the OCLC number if available
oclc_entry_id

You must include a numeric value in the oclc_entry_id column field for each title in a KBART file. If you do not include a unique numeric value, your file will not upload properly.

  • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title. Use the same OCLC Entry ID for each instance of the coverage to associate it all with the same title.
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Unique identifier such as the item number in U.S. Government Document titles.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

Print collection

publication_title The journal's title
coverage_depth Set this value to "print" or "other"
print_identifier

ISSN or ISBN for the title

 Note: Hyphens must be removed when adding an ISBN to the print_identifier column

oclc_number Include the OCLC number if available
oclc_entry_id

You must include a numeric value in the oclc_entry_id column field for each title in a KBART file. If you do not include a unique numeric value, your file will not upload properly.

  • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title. Use the same OCLC Entry ID for each instance of the coverage to associate it all with the same title.

date_first_issue_online

num_first_vol_online

num_first_issue_online

  
Start of coverage range for the title

date_last_issue

num_last_vol_online

num_last_issue_online

  
End of coverage. Leave these blank if coverage range is to present.
location The branch which owns the material.
title_notes Public note field displayed to the user.
staff_notes Notes to staff that are only viewable in the WorldShare Collection Manager Interface.
vendor_id Unique identifier such as the item number in U.S. Government Document titles.
oclc_collection_name The name of the collection in the knowledge base.
oclc_linkscheme Allows for article level linking.  See Link scheme values and overrides for more information.
ACTION Use the word "raw" so the system knows the title is being added for the first time.

"Autofill" value

The autofill workflow is for use with locally created knowledge base collections. You can use it for multiple formats, but it is often used for print serial collections. By entering just the OCLC number, you can have the system generate associated title data. Do either of the following:

  • Enter OCLC numbers one-by-one in the interface within a local collection. For more information, see Collection-level settings in knowledge base collections, Lookup by OCLC Number.
  • Upload a KBART spreadsheet of OCLC numbers to a local collection. Leave all of the column headings unchanged and complete only the oclc_number column. Enter autofill in each row of the  ACTION column, as stated below:
KBART column heading Values
oclc_number Enter an OCLC number in each row of the oclc_number column. Upon upload, the system will populate other title fields with data from the WorldCat record.*
ACTION Enter the word autofill in each row of the ACTION column. This instructs the system to populate title data.*

*You might need to add additional title data that cannot be populated from the WorldCat record such as coverage information and Title URLs.

Add additional title data

After you create a collection of system-populated title data:

  1. Make sure the format listed is correct.
  2. Add additional title information. For example:
    • If you added print serials, add your coverage information
      • If using KBART, use the Update upload scope to add a coverage range and not remove existing coverage values; Use the Replace upload scope to replace coverage values with new values but remember to include all of your titles in the file as missing titles will be deleted
      • When working with local collections, use raw as the ACTION value
    • If you added electronic titles, add a Title URL
  3. Before you upload your file after editing those columns:
    1. Enter the appropriate value in the ACTION column.
    2. Save your file as the appropriate file type.
    3. Choose an upload scope. 

See Create a knowledge base collection for instructions.

KBART ACTION column values

About the ACTION column

Depending on what you edit in a KBART file for a given title, use the appropriate ACTION value. The value you choose serves as instructions for the system on how to handle your data. It lets the system know what data to update and what data you want us to preserve over time as we update collections with data from providers. Each row of your spreadsheet must have a value in the ACTION column.

However, you can use a combination of values in the same spreadsheet. See the Table of ACTION values for help to choose values:

Table of ACTION values

Use case ACTION value Definition
Select a subset of global titles by using a KBART file select

Use the value "select" in the ACTION column for those rows you did not make changes to. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider.

This value will trigger title selection upon upload. If you delete some titles and did not make changes to the titles that remain, use "select." OCLC will preserve your subset of titles and will update URLs, coverage data and other information for your titles when we receive data updates from the provider.

Modify a global collection by editing a KBART file covoverlay

Use the value "covoverlay" in the ACTION column where you have made coverage changes to the title.

Use when modifying coverage fields. This value instructs the system to ignore any title data changes unrelated to coverage. Your coverage changes will not be overwritten by future data updates by the provider. If you have rows in the same spreadsheet where you have not made changes, use "select" in the ACTION column.

Modify a global collection by editing a KBART file overlay

Use the value "overlay" when modifying information other than coverage. If you modify title data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value "overlay" in the ACTION column for titles with those changes.

Upon file upload, "overlay" instructs the system to adjust ONLY fields in the title's row that differ from the previous file state.

Any changes uploaded with "overlay" will not be overwritten by future data updates by OCLC. Likewise, collection data uploaded with "overlay" will not be updated if another library makes a change to relevant fields through cooperative management.

However, updates by OCLC and through the cooperative to fields you did not change will still occur. For example, if you add a public title note to a title and do not change other data fields for that title and use "overlay," if a library adds an OCLC number through cooperative management at a later date, you will still receive that OCLC number.

Create a new local collection or make changes to titles in a local collection raw Use the value "raw" for each title the ACTION column.
Add titles to a local collection with a KBART and system generated data autofill Use the ACTION "autofill" if you create a collection where you want the system to generate some of the data fields automatically.

 Note: The upload Scope that you choose when you upload your file, like the ACTION values, instructs the system how to process your titles. Choose the upload Scope carefully. See Collection-level settings in knowledge base collections, Collection Actions for more information about downloading and uploading KBART files.