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Collection-level settings in query collections

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A list and descriptions of the collection-level settings you will see when you create a query collection.

Properties

Collection Name (required)

Enter the collection name of your choice. Collection names can include special characters. However, note that searching for names with special characters might not work since some special characters are reserved for commands.

Collection ID (required; automatically assigned)

The Collection ID will be assigned by the system by default.

Descripción

Optional. Use this field to add a basic description of the collection for internal reference.

WorldCat Selection Criteria (required)

Enter WorldCat Selection Criteria to search WorldCat. Examples of typical queries:

am:blackwellreference AND yr:2011 AND mt:elc

se=early american imprints AND yr:1777 AND au:backus

 Note:

  • There is a 20,000 character limit (including special characters) for the WorldCat Selection Criteria.
  • To ensure optimal performance, query collections are limited to 30 million records. If you want to create a query with over 30 million results, please contact OCLC Support to obtain the needed permission.
Tips and resources

Boolean operators must be entered in capital letters.

For example: AND, OR, NOT

If you need to use a "range of year" please use two dots ".." rather than a dash.

For example: yr:2000..2013

For more information, see Boolean operators. See Searching WorldCat Indexes for a complete list of indexes available for use in WorldShare.

Not all indexes are currently supported. For additional help, see available bibliographic record indexes by index name.

Examples of search strings

How to build a query for your library's holdings in WorldCat

Use the holding library symbol "li:" and follow the index label and colon with your OCLC symbol. For example:

li:[OCLC Symbol]

How to build a query for a specific format (serials)

See Searching WorldCat Indexes and create a query that corresponds to a material type. Use mt: for material type. To return serials, use ser. For example:

mt:ser

To return serials that have a URL present in the 856 field, use the search string:

mt:ser AND mt:url

To search for titles with your holding symbol, add the holding library symbol label "li:" to your query and follow the holding library symbol and colon with your OCLC symbol.

mt:ser AND mt:url AND li:[OCLC Symbol]

How to build a query for all print serials

Here is an example of a query created by a library who wanted records for all print serials on which they have an OCLC symbol (replace [OCLC Symbol] with your OCLC symbol):

li:[OCLC Symbol] AND mt:ser NOT mt:elc NOT mt:mic NOT mt:map NOT mt:rec

How to build a query for all e-journals

Here is an example of a query created by a library who wanted records for all electronic journals  on which they have an OCLC symbol (replace [OCLC Symbol] with your OCLC symbol):

li:[OCLC symbol] AND mt:ser AND x4:digital

How to build a query for all ebooks

Here is an example of a query created by a library who wanted records for all ebooks on which they have an OCLC symbol (replace [OCLC Symbol] with your OCLC symbol):

li:[OCLC Symbol] AND mt:elc AND mt:bks

How to build a query for titles added to WorldCat with WorldCat Digital Collection Gateway or CONTENTdm

If you have added collections of digitized titles to WorldCat via the WorldCat Digital Collection Gateway or CONTENTdm, you can extract records by creating a query collection.

Use DGCNT for Digital Collection Gateway or CNTNT for CONTENTdm and add your OCLC symbol after cs= to create a query like one of the following (replace [OCLC Symbol] with your OCLC symbol).

on:DGCNT AND cs=[OCLC Symbol]

on:CNTNT AND cs=[OCLC Symbol]

Collection Type

Choose a Collection Type for the delivery of records.

One-time delivery

Choose One-time delivery to receive a file of records for a WorldCat query collection once.

Ongoing delivery

Choose Ongoing delivery to receive records on an ongoing basis at the frequency you choose (Daily, Weekly, Monthly, or Quarterly). You will receive:

  • New records as the records are added to WorldCat for titles that meet your WorldCat Selection Criteria
  • Delete records when a WorldCat record changes so that it no longer meets your WorldCat Selection Criteria
  • WorldCat update records when a WorldCat record is updated or enhanced

Notes

Enter a Collection note if you mapped the Collection Level Data, Public Note value to your records in Institution Settings > MARC Records > Customize Records. Enter a Staff note if you want to save a note in the WorldShare interface and not expose it to patrons.

MARC Delivery Filters

This setting operates as a filter to limit the record output of a query collection based on specific criteria. The filtering options include: Filter by Process, Filter by Date Holdings Set, Filter by Date Bib Records Created, and Filter by Date Bib Records Updated.  The filters allow you to limit by the process(es) that initially set holdings in WorldCat, the date range holdings were set, the date range the bibliographic record was created, and the date range the bibliographic record was updated.

 Note: Once a query collection is confirmed and saved, MARC Delivery Filter selections cannot be modified.

Filter by Process

This filter limits the output of a query collection by specifying the process ID that initially set holdings in WorldCat. For example: You could limit record output to only those holdings set by Record Manager and Connexion to automatically receive records from online cataloging activities.

To enable the filter, check "Deliver records for holdings set by the following process(es) for these OCLC symbols" and choose one or more processes by which holdings were set. Your selections will change color to show they have been selected. 

Process(es):

  • Collection Manager - Cataloging Partner
  • Collection Manager - Data Synchronization
  • Collection Manager - Knowledge Base
  • Connexion
  • Contract Services
  • Digital Collection Gateway
  • Record Manager
  • WorldShare Management Services

Next, enter the OCLC symbol(s).  Separate each OCLC Symbol with a space. 

Filter by Date

Date Holdings Set

This filter limits the results of a query collection by specifying a set date range of when holdings initially were set on the bibliographic records.  

To enable the filter, check "Deliver bibliographic records based on date or date range holdings were set." Select the Start Date and End Date for the date range to return in the Query results.  Next, Enter the OCLC Symbol(s).  Separate each OCLC symbol with a space.

Date Bib Records Created

This filter limits the results of a query collection by specifying the date range of when the bibliographic records were created.  

To enable the filter, check "Deliver bibliographic records based on date or date range records were created." Select the Start Date and End Date for the date range to return in the Query results.  

Date Bib Records Updated

This filter limits the results of a query collection by specifying the date range of when the bibliographic records were previously updated.  

To enable the filter, check "Deliver bibliographic records based on date or date range records were updated." Select the Start Date and End Date for the date range to return in the Query results.  

MARC Records

After you enable record delivery in the institution settings in Institution Settings > MARC Records, you must enable record delivery in your collection. Collection-level MARC record options will not be available until record delivery is enabled in the institution settings.

Enable MARC Record Delivery

 Caution: The collection-level MARC record delivery options will not be available until you enable MARC record delivery in the institution settings.

  • Use institution setting: [Your institution settings will be displayed here]
  • Disable for this collection (default)

After you enable record delivery in the collection, you will see the following tabs of settings:

  • Customize Records
  • Record Delivery

Customize Records

Customize the information included in the output of MARC records for an individual collection.

Local Bibliographic Data

Leave the default setting or override institution settings for LBD. Settings:

  • Use institution setting (default)
  • Disable for this collection
Local Holdings Records

Leave the default setting or override institution settings for LHRs. Settings:

  • Use institution setting (default)
  • Disable for this collection
OCLC Symbols (for LHRs and local bibliographic data)

Leave the default setting or override the OCLC symbols you included at the institution level for LHRs and/or Local Bibliographic Data. Settings:

  • Use institution setting (default)
  • Use these OCLC symbols for LHRs and local bibliographic data
MARC Custom Text

If you mapped custom text to your records in the Customize Records tab, add collection-level text in the corresponding field(s).

collection-manager-custom-text.png

If desired, use the Define Custom Text Labels button to change the text label from "Custom Text 1" to something more meaningful. See Collection Custom Text for more information.

Record Delivery

Delivery Frequency (Only available with ongoing delivery)

Leave the default setting or override the institution setting for Delivery Frequency. Settings:

  • Use institution setting (default)
  • Specify delivery frequency for this collection. Settings: 
    • Daily (default)
    • Weekly
    • Monthly
    • Quarterly

If the same item/OCLC number is in multiple collections and the collections are set to different delivery frequencies, you could get the same record multiple times.

Subsequent Record Output (Only available with ongoing delivery)

Change the default setting if you want a complete set of records with every delivery. Settings:

  • Include only records with changes (updated, added or deleted) after initial delivery (default)
    • This setting is selected by default. After your first delivery of records, you will receive new, updated, and delete records that reflect changes to titles and collection data.
  • Include a complete set of records with every delivery
    • This setting is available for libraries that would like to receive both records with changes and records for titles that have not changed each time records are delivered.
      • Records will be received in New, Updates, and Deletes files.  Records for titles/OCLC numbers that have previously been delivered will appear in an Updates file with each delivery, even if there were no changes to the records. A separate file of new records will include titles added to collections that have not previously been delivered via WorldShare Collection Manager. Additionally, a separate file of deleted records may also be delivered for titles to which you no longer have access.
Delivery File Output

Set delivery options based on a specified file name across one or multiple collections using the Record Delivery Templates dialog.  

Under Delivery File Output, select the Change button to deliver records for this collection in a separate file.  From the resulting Record Delivery Templates screen, select one of the following options

  • Deliver records for this collection in the same file as other collections (default)
    • All records for this collection will be output in the same files (New, Updates, and Deletes files) along with records from other collections.
  • Deliver records for this collection in a separate file
Deliver records for this collection in a separate file

If you select Deliver records for this collection in a separate file, you will be able to specify a file name that already exists or enter a new file name in which to deliver records using the Record Delivery Template. 

  • Collection Manager will output the records from the collection in a separate file and include the file name you entered between the time stamp and the file extension. Example where [XXX] represents your library symbol:
  • metacoll.[XXX].new.D20160214.T210512.[YourFileName].1.mrc

 Note: If your library has a large number of file names, it will take some additional time for the template table to load.

collection_manager_record_deliver_templates.png

Template options:

Column Descripción
File name

Enter the file name for delivery. This can be shared between multiple collections. 

  • Limit of 25 alphanumeric characters.

You have the option to group records from more than one collection in the same file by selecting the same file name for each collection.

  • For example, if you have a DDA collection and a purchased collection, you could select the file name "DDAandPurchased" within both collections resulting in records from those two collections output together in the same files.
    • You will get a single file separate from files for your other collections. The file will contain records from both collections. Records/titles within the file will be distinguishable by collection name, collection ID, and collection notes or custom text (if you choose to map notes or custom text to your records).
Isolated

Files with this selected will be isolated from other files in Collection Manager.  There will be one file produced for all the collections that use the same file name. Titles in non-isolated files will include information from all collections using non-isolated files, regardless of the file name. 

By default, Isolated is not selected.

Isolating the collection is beneficial if one of the following statements is true for you. 

  • Your ILS requires that records for electronic resources contain a single URL even when a title is available in multiple collections. In other words, select the option to isolate the collection if you want records to only contain the URL from their collection even though you might have the title in multiple knowledge base collections in Collection Manager.
  • You are using query collections in Collection Manager to output records for multiple libraries with unique WorldCat holding symbols. If you are from a consortia with multiple query collections set up to output records based on holdings for each institution, you can select the option to isolate your collections so that when a single library adds or deletes a holding in WorldCat, a New or Delete record will be delivered based on the activity of a single collection.
  • You are running multiple query collections on your institution's holdings and do not want to receive multiple MARC record files from your collection delivery.

The option is available in knowledge base collections in Collection Manager and in query collections with ongoing delivery in Collection Manager.

With this setting unselected:

  • Collection Manager will deliver multiple URLs in a single record for a knowledge base title.
  • When an item’s holding is removed from within a collection, Collection Manager will deliver an Update record if the item’s holding is still set in other collections. Collection Manager will deliver a Delete record only when an item’s holding is removed and no other holdings are set on the item.
Format Users are now able to select a file format based on the file name. Previously, only one record type could be delivered across all file types. Users are now able to choose a format based on a set of collections under a specific file name.
Collections All collections with a specific file name will be listed in this column. Note, WorldCat Cataloging Partners will be delivered separately regardless of the specified file name and their settings will remain the same for file delivery.
Actions

This column specifies whether or not the file name is in use. If it is not in use, there will be an option to delete the file name.  The option to add a new file name also appears in this column, at the end of the collection list.

Use the plus or minus option to add or delete a file name. 
WorldCat Holdings

This setting acts as a filter to filter out from record delivery titles that you have set holdings on through some process outside of Collection Manager.

By default you will receive a full set of records for the titles in the collection. Your initial batch of records will have a record for every title. The default setting is:

  • Include new records already held in WorldCat (default)

If you do not want records for items you already have holdings on in WorldCat, you can choose to have those titles withheld from record delivery. Change the setting to Do not include records already held in WorldCat and you will only receive records that do not already have your holding attached in WorldCat.

 Note: If you choose not to have records output for titles you already hold in WorldCat, we recommend that you change this setting back to "Include new records already held in WorldCat" after you receive your first delivery.

Collection History

See Collection History in Query Collections for more information.