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OCLC Support

CloudLibrary (Fundamentals)

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OCLC works with CloudLibrary to automatically add and maintain your knowledge base collection data. Get WorldCat records, holdings, and full-text links for content from CloudLibrary.

Get started

 Note: If you are a WMS library or using full WorldShare Collection Manager, see Use Collection Manager for content from a specific provider.

If you need access to Collection Manager Fundamentals (the Metadata tab in the WorldShare interface), follow the steps to Create a Collection Manager Fundamentals account.

Verify your collections have not been manually selected

If your institution has manually selected a collection in full, OCLC will not overwrite your selections. Before the initial load of holdings from your provider, we recommend that you verify that the collection has not been manually selected.

 Notes: 

  • Follow the steps under See if your collection loaded to verify that an Automatic Holdings Feed has not already been setup for this collection. 
  • Once the holdings feed is set up, OCLC will select all applicable collections according to the data received from the vendor.  
Verify that your collections have not been manually selected

Before the initial load of your collections, please:

  1. Sign in to the WorldShare interface at your library's WorldShare URL https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier].
  2. Navigate to Metadata > Collection Manager Fundamentals and locate the search box.
  3. Select Collections as the Data Type and All Collections as the Scope. Click Search.
  4. Once you have returned the collection in a search, perform one of the following:
    • If the collection is selected in FULL: You will need to deselect it. Our system will not be able to overwrite the collection with the title data directly from your provider. If you have holdings set in WorldCat, de-selecting the collection will remove these holdings. Holdings will be added after OCLC loads the collection (if WorldCat Holdings is enabled in Institution Settings)
    • If the collection is partially selected to reflect a subset of the titles available in the collections: The system will overwrite your title selections and collection data. If you want to preserve the title selections and collection data before OCLC overwrites it, do so before making a request for your collection to be loaded by OCLC. Within your collection, navigate to Titles > More Actions. Use the option to Download titles in local holdings and choose a format to download a spreadsheet of your title data
    • If the collection is NOT selected: Proceed to the instructions How to request an Automatic Holdings Feed

Request an Automatic Holdings Feed 

Collection names and IDs

There are many collections in the global WorldCat knowledge base. Use the collection data in the table to help you find the relevant collections. If your collection is not returned when you search within Collection Manager Fundamentals, try entering a root word and an asterisk (*) as a truncation operator. For example: CloudLibrary*

The below collections are available for Automatic Holdings Feed:

Collection name(s) Collection ID(s) Demand-driven acquisition collections? Frequency provider sends OCLC data
CloudLibrary Audio Purchases CloudLibrary.audiopurchases Nein Weekly
CloudLibrary Ebook Purchases CloudLibrary.ebookpurchases Nein Weekly

How to request an Automatic Holdings Feed

Please open a ticket with the CloudLibrary Service Desk to request your Library ID. If you already have a CloudLibrary Service Desk account, you can start your request here. If this is your first time accessing the CloudLibrary Service Desk, you can email help@oclc.atlassian.net. Once you have your Library ID, follow the steps below:

  1. From the Collection Manager Fundamentals home page, select the Add feed button. 
  2. Select CloudLibrary.
  3. Enter the Library ID for Audio.
  4. Enter the Library ID for eBooks.
  5. Click Submit.

 Note: You can add your Library ID to both the Audio and eBook sections if you want to receive holdings for both collections, or in one of the two if you want to enable only one of the collections.

The feed request status will update to Pending as it is waiting for its initial provider update. 

See if your collection loaded

On the Collection Manager Fundamentals home screen, the Automatic holdings feeds tab shows all the available holdings feeds. Automatic holdings feeds that have been processed and are ongoing have the status of Active. For more information about editing, pausing, or removing an automatic holdings feed, see About Automatic Holdings Feeds. 

Automatic Holdings Feeds status descriptions:

Status Description
Pending The feed request has been submitted and is waiting for its initial provider update.
Manual only The feed is set to be updated manually only and does not receive provider updates. This setting can be changed at the Institution level.
Paused The feed has been paused and is not receiving provider updates. Users can resume the feed using the Actions menu in the Automatic Holdings Feed view on the Collection Manager home page.
Active The feed is functioning normally and receiving updates.
Updating The feed is currently processing an update. This status typically appears briefly during the update process.
At the Institution level: 
  1. Sign in to the WorldShare interface at your library's WorldShare URL (https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier]).
  2. Navigate to Metadata > Collection Manager Fundamentals.
  3. Under the Search section in the left navigation, select Activity History from the Data Type drop-down. Select My Institution's History under Scope. 
  4.  Leave the Search Term(s) box blank and click Search. 
  5. From the search results screen, use the Filter by drop-down and select Loads & Feeds. From the resulting drop-down box, select Automatic Holdings Feed.
  6. Click Filter. 
  7. The resulting list will show the collections currently loaded by Automatic Holdings Feed. 

Refer to Collection Manager Activity History for more information. 

At the Collection level:
  1. Sign in to the WorldShare interface at your library's WorldShare URL (https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier]).
  2. Navigate to Metadata > Collection Manager Fundamentals.
  3. Search for and select the collection.
    1. From the collection:
      1. Select the collection and expand Holdings and MARC Records.
      2. Under Data Sources, the provider will be selected under Selected data sources only. 

        OR
         
    2. From the collection:
      1. Select Collection History.
      2. Use the Filter by drop-down to select Loads & Feeds. From the resulting drop-down box, select Automatic Holdings Feeds.
      3. Click Filter.
      4. The resulting list will show any Automatic Holdings Feeds uploads for the collection. 

Configure institution settings

Institution settings apply across all your collections. Use caution as changes might impact other collections. For complete instructions, see Institution Settings.

Navigate to the institution settings:

  1. Sign in to the WorldShare interface at your library's WorldShare URL. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms
  2. Navigate to Metadata > Collection Manager Fundamentals > Institution Settings.

OCLC Symbol

Verify that your OCLC Symbol is selected

Collection Manager Fundamentals uses the symbol displayed here to maintain WorldCat holdings and to output records. Verify that your OCLC symbol is selected:

  1. Navigate to Institution Settings > OCLC Symbol.
  2. Select your OCLC symbol if it is available in the interface but is not selected. 
  3. Click Save.

Proxy and Authentication

Enter your proxy information

Collection Manager Fundamentals helps you manage patron access to materials by directing off-campus patrons through your proxy server. Collection Manager Fundamentals will prepend your proxy information to catalog links. Enter your proxy information:

  1. Navigate to Institution Settings > Proxy and Authentication > Proxy.
  2. Select Proxy:
  • None (default)
  • EZproxy
  • III WAM Proxy
  1. Base URL
  • EZproxy users: Enter your Base URL. Example of a EZproxy base URL: http://ezproxy.oclc.org/login?url=
  • IIIWAM Proxy users: Enter the Hostname. Example of a III WAM Proxy hostname: sys.lib.proxy.edu

 Caution:  Do not include a space after the Base URL.

Reports

Enable emailed reports

Reports will be available via email around the time when files of records have been output and/or after there are changes to your holdings in WorldCat. Enable emailed reports:

  1. Navigate to Institution Settings > Reports.
  2. Select Yes to Receive Email Reports.
  3. Enter your cataloging authorization or an admin code. This is a 9-digit number starting with 100. Only one authorization code is needed per institution.
  4. Select the Report Types you wish to receive. 
  5. Enter the Email Address(es) the reports will be sent to. If you are adding more than one email address, separate each email address with a semi-colon (;).
  6. Modify the Report Format and Receive as settings if needed.
  7. Click Save.

For more information, see Reports.

Choose the instructions that apply to your needs

Manage WorldCat holdings

WorldCat holdings maintenance is available only to libraries with an OCLC Cataloging and Metadata Subscription.

  1. Navigate to Institution Settings > WorldCat Holdings.
  2. Set Maintain holdings in WorldCat to Yes.

The collection-level setting for knowledge base collections will be enabled by default. For complete instructions, see Institution Settings, WorldCat holdings.

Download files

Download your files using My Files, located under the Metadata tab in the WorldShare interface. You do not need additional credentials to download records from the WorldShare interface.

See Download files in My Files for complete instructions or follow these basic steps:

  1. Sign in to the WorldShare interface and navigate to Metadata > My Files.
  2. Click Downloads.
  3. Use the options to filter the file list. Click Download to download your file.

Additionally, see  Download files with FTP for FTP/sFTP options for downloading files and records.