Upgrade StorageShared Documents - Where Does the Word Plugin Get its References?
Hi!
One of my grad students is using Zotero and we're working on a Word document together (PC). The Word document already has references. I'm running the Windows app while Word is open.
The student sent me an RDF file. I imported that as a new private group library.
However, the Word document seems to be using its own internal library. None of the changes I make to the new group library (capitalization, spelling, etc.) are reflected in the Word document.
Moreover, there are references showing up in the Word document that were not present in the library I received. Somehow, those references are updated, even when cutting/pasting.
Clearly there's disconnect between the app and the library I created (not to mention a disconnect in my understanding of how Zotero works).
I'm used to EndNote, where the active library window (or collection of open libraries) determines what "reference" pool Word uses when formatting the citations and bibliography.
How can I re-establish the connection with the new library I created? The library I received is a mess, with lots of problems in capitalization, abbreviation, and title formatting.
Thanks,
Nick
One of my grad students is using Zotero and we're working on a Word document together (PC). The Word document already has references. I'm running the Windows app while Word is open.
The student sent me an RDF file. I imported that as a new private group library.
However, the Word document seems to be using its own internal library. None of the changes I make to the new group library (capitalization, spelling, etc.) are reflected in the Word document.
Moreover, there are references showing up in the Word document that were not present in the library I received. Somehow, those references are updated, even when cutting/pasting.
Clearly there's disconnect between the app and the library I created (not to mention a disconnect in my understanding of how Zotero works).
I'm used to EndNote, where the active library window (or collection of open libraries) determines what "reference" pool Word uses when formatting the citations and bibliography.
How can I re-establish the connection with the new library I created? The library I received is a mess, with lots of problems in capitalization, abbreviation, and title formatting.
Thanks,
Nick
If you cite in a document and then send it to someone else without access to the library from which items were cited, Zotero falls back to metadata embedded in the document at the time of citation. There is no way the recipient can edit the metadata. The RDF export creates completely new items with no connection to the document on import, so that doesn't help.
The only way to fix the references is either for you to re-insert the items in the document or for your collaborator to fix them (unless they were cited from a group, in which case they can invite you to the group and you can fix them there).
On the other hand, this is really bad news. If everything is linked to a group, what if the student graduates or gets rid of their account? What if I start a new document from my personal library but want to add collaborators later on?
Cloud computing can be very convenient, but surely someone on the dev team must realize how problematic this is. For me, it's probably a deal breaker.
Nick
Just to clarify your example, @nfitzkee, think about it this way:
1) The student creates citations from their personal library.
2) They export the items to RDF, and then you import into your own library.
3) You make lots of corrections to those items in Zotero.
If those items you imported somehow automatically updated the citations in the document when you refreshed, then if the student refreshed the document with their own now-outdated versions of the items, the citations would change back, and that would happen every time one of you refreshed the document. It would be totally unusable. So there's no way this would work via export/import.
What we do hope to make possible is exactly what you describe — starting in a personal library and then being able to transfer items to a group library and relink the document to the items in the group library so everyone can edit them. We may also make it possible to transfer embedded items back to Zotero and relink to those, which would help in the case where you have a document created with Zotero but the person who created it is no longer around. But one way or another, items have to be linked to a given library so that there's an authoritative source for the metadata.
But for now, as adamsmith says, the best option when you didn't start in a group library is just to let the person who originally added the citations edit the metadata in Zotero as necessary.
Public Sub ZoteroFixUris()
' define variables
Dim fieldCode As String, UriStr As String, TitleStr As String
Dim n1 As Long, n2 As Long, n3 As Long, i As Integer, k As Integer
Const UriStrBeg As String = """uris"":["
Const UriStrEnd As String = "]"
Const IdStr As String = "{""id"":"
Const ItemIdStr As String = """itemData"":{""id"":"
Const ItemStr As String = """itemData"":"
Dim Uris, Finals
Set Uris = CreateObject("Scripting.Dictionary")
Set Finals = CreateObject("Scripting.Dictionary")
Dim BegStrs As Variant
BegStrs = Array("""DOI"":""", """URL"":""", """title"":""")
For k = LBound(BegStrs) To UBound(BegStrs)
Uris.RemoveAll
Finals.RemoveAll
' loop through each field in the document
For Each aField In ActiveDocument.Fields
' check if the field is a Zotero in-text reference
If InStr(aField.code, "ADDIN ZOTERO_ITEM") > 0 Then
' Get the JSON from the field and cut off the initial stuff
fieldCode = aField.code.Text
If InStr(fieldCode, "Rice Wastes for Green Production") Then
fieldCode = fieldCode
End If
n1 = InStr(fieldCode, """citationItems"":")
fieldCode = Mid(fieldCode, n1, Len(fieldCode) - n1)
' Loop through all the citation ids
Do While InStr(fieldCode, IdStr) > 0
n1 = InStr(fieldCode, IdStr) + Len(IdStr)
fieldCode = Mid(fieldCode, n1, Len(fieldCode) - n1)
' Grab the contents of the uris array
n1 = InStr(fieldCode, UriStrBeg) + Len(UriStrBeg)
n2 = InStr(Mid(fieldCode, n1, Len(fieldCode) - n1), UriStrEnd) - 1 + n1
UriStr = Mid$(fieldCode, n1 - 1, n2 - n1 + 2)
'Skip the second id field in itemData
n1 = InStr(fieldCode, ItemIdStr)
n2 = InStr(fieldCode, ItemStr)
If n1 > 0 And n1 <= n2 Then
n1 = n1 + Len(ItemIdStr)
Else
n1 = n2 + Len(ItemStr)
End If
fieldCode = Mid(fieldCode, n1, Len(fieldCode) - n1)
n1 = InStr(fieldCode, BegStrs(k))
n3 = InStr(fieldCode, ItemStr)
If n1 > 0 And (n1 < n3 Or n3 = 0) Then
' Grab the title
n1 = n1 + Len(BegStrs(k))
n2 = InStr(Mid(fieldCode, n1, Len(fieldCode) - n1), """,""") - 1 + n1
If n2 < n1 Then 'Exception if title is last field
n2 = InStr(Mid(fieldCode, n1, Len(fieldCode) - n1), "}") - 1 + n1 - 1
End If
If (n2 < n3 Or n3 = 0) Then
TitleStr = LCase(Mid(fieldCode, n1, n2 - n1))
TitleStr = Replace(TitleStr, "http://www.", "")
TitleStr = Replace(TitleStr, "https://www.", "")
TitleStr = Replace(TitleStr, "http://", "")
TitleStr = Replace(TitleStr, "https://", "")
TitleStr = Replace(TitleStr, "doi.org/", "")
' Add these to the collections
If Not Uris.Exists(UriStr) Then
Uris.Add Key:=UriStr, Item:=TitleStr
If Finals.Exists(TitleStr) Then
Finals.Remove TitleStr
End If
Finals.Add Key:=TitleStr, Item:=UriStr
End If
End If
End If
Loop
End If
Next aField
Dim keys, changed As Boolean
keys = Uris.keys
' Just do all the URIs in all the fields
For i = LBound(keys) To UBound(keys)
TitleStr = Uris(keys(i))
UriStr = Finals(TitleStr)
If InStr(UriStr, "http://zotero.org/groups/0000000/items/") = 0 Then
MsgBox TitleStr & " still has Uri " & UriStr
End If
Next i
For Each aField In ActiveDocument.Fields
If InStr(aField.code, "ADDIN ZOTERO_ITEM") > 0 Then
fieldCode = aField.code.Text
changed = False
' Just do all the URIs in all the fields
For i = LBound(keys) To UBound(keys)
TitleStr = Uris(keys(i))
UriStr = Finals(TitleStr)
If InStr(fieldCode, keys(i)) > 0 And keys(i) <> UriStr Then
fieldCode = Replace(fieldCode, keys(i), UriStr)
changed = True
End If
Next i
If changed Then
aField.code.Text = fieldCode
End If
End If
Next aField
Next k
End Sub
1) I created items in my personal library.
2) I created a group library with my editor and added all those same items to the group library.
3) I edited the metadata for the items in the group library (adding language codes, mainly, to override the default English capitalization conventions).
4) When I refresh the document to update the citations or generate the bibliography, those changes to the metadata are not applied, even though the metadata has been changed in the group library.
I tried copying the group library back into my personal library with the plan to de-dupe everything in favor of the versions in the group library, and then updating the document again, but that didn't work. (I'm guessing because the items are stored in my personal library and the group functions as a collection--the reason doesn't matter much to me since it didn't work.) Even if it had worked as a stop-gap, this also wouldn't have solved the main issue, since the problem (at least as far as I understand it) is that the citations are split between my personal library and the group library and this is creating issued with the document.
To further complicate things, there are over 500 footnotes, many of which have prefixes and suffixes, or else many citations in the same note. I'm a historian, so I have to cite manuscripts and archives in a specific way, and the most efficient solution I've found for this is prefixes.
As far as I can tell, I don't have a way to change where the citations link to (my personal library or the group library) without deleting and re-inserting all of the citations with links to the same items in the group library. Is that right? Is there some other process I can try? I'd love any suggestions.