How to convert a folder from My Library into a Group

jc.debarros

Hi,

I have a folder in My Library that contains 250 references. I would like to share this folder with some colleagues.

I know that I can create a Group and drag-and-drop the folder there. But, this leaves a copy of the original folder, and create a duplicate set of references and their attachment to the Group created.

I wanted actually to physically move all the references and their attachments from the folder in My Library, instead of having a duplicate. But I want to move only the references that are only belonging to that folder from My Library; those shared with other folders in My Library should indeed stay, and being copied (duplicated).

How can do this?

I'd need to this with another folder that contains this time thousands of references!

Thanks,

Best
Jean

adamsmith

There's no straightforward way to do this, but it's possible:
1. Copy over the collection to the group as you describe
2. Tag all items in the collection in My Library (bulk-tag by dragging to the tag in the tag selector on the left) with a tag -- let's call it "to-remove"
3. Select all items in the collection in My Library, right-click and "Remove from collection". This will not delete them, just remove them from that specific collection
4. Go to the "Unfiled Items" saved search at the bottom left of Zotero. This shows all items that are in no collection.
5. Click on the "to-remove" tag to show only the items that were previously in your collection.
6. Select all, right-click and "move items to trash"
7. Remove the collection from "My Library"

jc.debarros

Hi Adam,
Your idea works perfectly well; fantastic idea. I just had to tweak it a bit because the folder in My Library that I wanted to convert had many sub-folders, sub-sub-folders etc. Thus, I could not select the items as you mentioned it. Below, is the approach for those who might need it if they are in similar situation than I was:
1. Create the group folder
2. Drag-and-drop the 1st level sub-folders from the parent folder in My Library to the Group folder
3. Tag all items in the collection in My Library (bulk-tag by dragging to the tag in the tag selector on the left) with a tag -- let's call it "to-remove" or a tag not used by any paper yet or by only few papers (4_Process completed)

To do this, go to Edit > Advanced search, and configure search with these options:
- Search in library: My Library
- Match = All of the following
Collection is & select the parent folder from My Library
Then click Search
Then select 1st item + Hold Shift key + Select last item
Drag-and-drop all items on top of the tag from previous step
Close Advanced search window

4. Delete 1st level sub-folders from the parent folder in My Library. This will not delete them, just remove them from that specific collection
5. Go to the "Unfiled Items" at the bottom left under My Library. This shows all items that are in no collection.
6. Click on the "to-remove" tag to show only the items that were previously in your collection.
7. Select all, right-click and "move items to trash"
8. Be extra sure that your Group contains effectively the references, then empty the trash!!!!
9. Remove the parent folder from "My Library"

Thank you so much.
Best,