Create and edit packages

Searching a package

Use the Packages menu item on the left menu bar for the search of packages. You can search or filter curatory groups, names of the packages, provider identifier and status of the package. It is also possible to specify an update method (e.g. auto-update) and a year for a package when searching for packages. Select a package from the result list and you will get a detailed view of the package. If the package is assigned to your curatory group, you can edit it.

Screenshot Documentation Packages Search fields

Create a package

The creation and editing of packages are done via web forms.

  • Create a new package via Create Package.
  • To edit an existing package, search for it via Packages and select the package from the result list.

Both screens have largely identical steps. Only the Summary step appears as step 1 in Edit Package and as the last step 4 in Create Package.

Step 1: General information

Add some general information for the package like name, provider and platform.

You can use the ‘Load Presets’ and ‘Import From External Source’ buttons to transfer this data and other information. However, the title and auto-import URL must be changed to avoid duplicates.

Screenshot Documentation Create Package fields
  • Name: The official name of the package under which it is offered according to the provider. If you want to add data to an existing package, enter the exact name of the package in Search field. See guidelines for naming packages.
  • Licensing Year: In this field, you can specify the year or annual period for a package (select the ‘Multi-year Span’ checkbox).
  • URL: Add the URL of the website of the package provider.
  • Provider: Select the provider of the package here. You can find the provider via a suggestion list if you enter the name or part of the provider name in the text field. See instructions for creating the provider.
  • Platform: Select the platform of the package here. You can find the platform via a suggestion list by entering the name or a part of the platform name or the platform URL into the search fields. See instructions for creating a platform.
  • Deviating consistent publisher (checkbox): In addition to the platform provider, a publisher can also be added.

Finish this step by selecting the Next button.

Step 2: Package properties

Add information about the package, identifiers, name and variants.

Screenshot of the GOKB page on which the properties of a package can be entered.
  • Package type (Scope): specify the package type
    • Front File: a current package
    • Archive package (Back File): An archived package
    • Aggregator package
    • Master File: A complete list of all resources offered by a provider
  • Content type: specify the type of titles in the package
    • Book
    • Database
    • Journal
    • Mixed
  • Restriction: Define if the package is offered worldwide (Global), regionally (Regional) or is specifically tailored to a consortia (Consortial) or a single institution (Local). If there is a restriction like Regional, Consortial or Local, you can specify this restriction in the text field. Please follow the guidelines for package titles.
  • Package characteristics: Here you can specify characteristics of a package.
    • Content is consistent: Does the package have the same content for all licensing libraries? – Yes if the content is the same for every library. No (default) if the content differs from library to library.
    • Content may be split: Can an individual title selection be made from the package, e.g. on the basis of pick and choose? – Yes if single title selection is possible. No (default) if single title selection is not possible.
    • Content is fixed: Can the content of the package change, i.e. can titles be added or removed over time? – Yes if the content remains fixed. No (default) if the content changes.
  • Identifiers: Add unique identifiers for the package. Select a Namespace for the identifier and enter the corresponding identifier.
    • Internal identifier: If the package has an identifier of the provider itself, please select the namespace of the provider in the drop-down and enter the internal package identifier. This is important for later referencing.
    • ISIL/Package Label: Official product label from the German ISIL agency. You may find it at https://sigel.staatsbibliothek-berlin.de/en/suche/. Please be sure to include the correct vendor package ISIL. The German ISIL Agency also issues ISIL for packages of alliance, national or consortia licenses. You should only add one ISIL referencing the packages.
  • Name variants: Abbreviations or alternative name variants. This is recommended for common and well-known name variants that are not included in the official name. Name variants can be searched. Please note that the alternative name is a variant of the package name and not a variant of the provider name.
  • Editing and List Status: In editing mode (not in creating mode) you can change the editing and list status of the package.
    • Editing Status: Here you can set the status to Approved as soon as you have entered all necessary metadata of the package. The default value is In progress.
    • List Status: Here you can set the status to Checked as soon as the package title list is correct and checked. The default value is In progress. You can’t change the list status as long as there are open review requests appending to the package. The list status is important for importing into third-party systems such as FOLIO, because packages without the status Checked will not be taken over. Furthermore, after the status is changed to Checked, the respective date is automatically displayed in Last list verification. This allows users of the package to see when it was last intellectually processed.

Finish this step by selecting the Next button.

Step 3: Package titles

You can import a KBART file (see Uploading a KBART file) here and add individual package titles. This view corresponds to the view of step 4 in Edit package.

Screenshot Documentation package titles

If you have already uploaded package titles (so if you are now in step 4 of Edit package), you will see an overview of all titles included in the package with the date of the last update at this point.

Screenshot von der GOKB-Seite, auf der eine Übersicht der Titel eines Pakets gezeigt wird.
  • You can search for titles using the search field in header.
  • You can filter titles using the Status selection drop-down menu, e.g. only current, retired or deleted titles.

Select a title from the list to get detailed information for it.

In the title overview as well as on each step in the Edit package mode, the date of the creation of the package and the date of the last update to the package data are displayed at the bottom of the page. The date of the update is important for third-party systems that retrieve data based on the last update (such as via the OAI-PMH interface).

Uploading a KBART file

This view allows you to upload titles from a KBART file. This process can be very time-consuming. Therefore, you will not see the results here in real time. Once you have selected the KBART file or set up automated import, you can complete the processing of the package. The Dashboard will keep you updated on the status of the title import.

Please note: If you want to import large files (e.g. with more than 20,000 titles), the system may warn you that the file is too large. If this happens, please email us at support@gokb.org to ensure there are no interruptions to parallel imports.

1. Manual loading of a KBART file

You can load a KBART file by selecting the KBART Import button. A pop-up window opens, please enter:

  • Select a KBART file from your hard disk.
  • Namespace for title_id: Please select the namespace of the identifier located in the file under the column title_id. For mixed packages, two selection lists are displayed for the namespace: one for monographs, and one for serial publications, such as journals.

In addition, you can choose between various import options:

  • Partial Update: If you select this field, the contents of the package will not be completely updated, but only the titles from the KBART file will be added. However, make sure that the structure of the list is the same, including the same namespace under title_id.
  • Delete removed titles: If you check this box package titles that are no longer included in the new KBART file will be marked as deleted in the existing package.
  • Dry Run: If you check this box, the KBART file will only be processed as a test run.

The two options Partial Update and Delete removed titles are related to each other as follows:

  • Partial Update = no, Delete removed titles = no > The status of the currently available package titles that are not contained in the KBART file is set to ‘retired’.
  • Partial Update = no, Delete removed titles = yes > The status of the currently existing package titles that are not contained in the KBART file is set to deleted.

If you select Partial Update, the option Delete removed titles is ignored. It therefore makes no sense to link the two options:

  • Partial Update = yes, Delete removed titles = no > The status of the currently existing package titles is not changed. Only the titles from the KBART file are added.
  • Partial Update = yes, Delete removed titles = yes > The status of the currently existing package titles is not changed. Only the titles from the KBART file are added.

After uploading the file, you will get statistics on validation errors. If necessary the KBART file has to be corrected manually and reloaded.

2. Setting up an automated import and update

GOKB offers various methods for automated importing and updating packages, depending on how the provider makes the KBART title lists available. If the KBART title list is available to download from the provider’s homepage, you can configure the settings accordingly using the ‘Automated import of a KBART file via HTTP ‘ method (2.1). If the KBART title list is supplied by the provider via an FTP server, select the ‘Automated import of a KBART file via FTP’ method (2.2).

2.1 Automated import of a KBART file via HTTP

  • HTTP: Select the HTTP transfer method under ‘Automated Import and Update’. Enter the URL where the KBART file can be found. This must link directly to the KBART file and not to an upstream selection page. If the KBART file is located at a URL that changes over time (fictitious example: https://example.org/kbart/examplepackage_2020-10-01.txt), the time-variable fields must be encoded in the following format: https://example.org/kbart/examplepackage_{YYYY-MM-DD}.txt. Make sure to use uppercase letters for the placeholders:
    • Round brackets {} for the time variable part
    • Y for the digits of the year
    • M for the digits of the month number
    • D for the digits of the day number

2.2 Automated import of a KBART file via FTP

  • FTP: Select the FTP method from the ‘Transfer Method’ menu. The Configuration and File Path fields will then be displayed. In the Configuration field, select the relevant provider’s configuration (e.g. EBSCO for access to the EBSCO FTP server). Then enter the complete FTP path. You can then test the connection. If the test is successful, the file can be accessed.
  • If you cannot find the relevant provider’s configuration in the drop-down menu, it has not yet been created in the GOKB. In this case, please email the GOKB team at support@gokb.org so that a configuration can be created. To facilitate this process, please provide us with the access details for the provider’s FTP server. Make sure you have the provider’s explicit agreement to pass on this access data. We encrypt the access data and store it in an unreadable format.

The following fields must still be filled in for both methods:

  • Update cycle: Choose how often the package should be updated via HTTP or FTP: weekly, monthly, quarterly, or annually.
  • Namespace for title_id: Select the namespace of the identifier located in the file under the title_id column. Please note:
    • This column can contain a proprietary identifier from the provider, a DOI, or another identifier system.
    • If a typical namespace for the provider’s lists is stored in the provider details view, the field will be pre-filled accordingly.
    • Be sure to check the KBART file to ensure that the namespace has been selected correctly.
    • If the title_id column is only a copy of another column (e.g., online_identifier, print_identifier, or doi_identifier), you should leave the namespace selection blank.
    • For mixed packages, two selection lists are displayed via the ‘Multiple namespaces’ check box – one for monographs and one for serial publications such as journals. You can change this selection.

To start the automated import and update via HTTP or FTP, check both boxes, ‘Activated’ and ‘Import Now’.

Step 4: Summary

Summary of the selected settings. The curatory group you selected will be added automatically.

Screenshot of the GOKB page showing the summary of information for a created package.