Zotero has a shared "library:

MarlysMcGuire2014
I'm working with an academic society that wants to create a searchable index on its subject. I originally used Refworks, but Zotero.org is free to everyone.

The organization has dues - and has part of its dues it always a searchable bibliography of library.

Can you answer some of these questions? I'm new to Zotero and did try to find some answers in the discussions, but I don't want to steer them wrong.

- Are there different levels of administrative access? For example could we have a core group or researchers who is adding to and organizing content (e.g. creating folders for contemporary art, Ancient Peru, and other special interests within textiles) but not able to invite other individuals? Can we allow people to add but not accidentally delete citations?

- Can group members save citations to their own library or create collections of citations accessible by other group members? For example, if I am doing research on weaving in contemporary art, I may want to browse TSA's bibliography and pull citations for my own subject-specific list to reference later. Or, I may want to create that list as a resource for others.

- Can group members comment on or annotate citations?

- Is it possible to send a mass email group invite? If that is the case we could send invites to members as a block rather than entering individual emails for our 800 members.

- Do you recommend creating a separate group for each new bibliography (2013-2015, 2016-2018, etc)? Or, could the group be an overall TSA Bibliography with folders by year? If the former, members would need to be invited to the new group each time, right?

- Would we be able to remove people from the group when their membership expires?
  • aurimas
    - Are there different levels of administrative access? For example could we have a core group or researchers who is adding to and organizing content (e.g. creating folders for contemporary art, Ancient Peru, and other special interests within textiles) but not able to invite other individuals? Can we allow people to add but not accidentally delete citations?
    Currently only two levels: read and read+write
    - Can group members save citations to their own library
    yes
    or create collections of citations accessible by other group members?
    Not in their own library. Access is granted per library and you can create as many group libraries as you want.
    - Can group members comment on or annotate citations?
    If they have write access, they can attach notes to items and make comments in those notes. There is no dedicated mechanism for commenting. If you're sharing PDFs within a library, marking up those PDFs and syncing will sync the markup to everyone else, so I guess that would be another way.
    - Is it possible to send a mass email group invite? If that is the case we could send invites to members as a block rather than entering individual emails for our 800 members.
    I don't think so, but someone else will have to answer this.
    - Do you recommend creating a separate group for each new bibliography (2013-2015, 2016-2018, etc)? Or, could the group be an overall TSA Bibliography with folders by year?
    Generally, I would say yes. This would allow users to only join and sync the bibliographies they are interested in. (Currently you have to sync all the group libraries you join) If you expect that most users will be in all groups, then it doesn't matter too much in terms of performance (separate may become a little better in the future), but it would probably be more convenient to have a single library. This also sort of depends on the size of the bibliography.
    If the former, members would need to be invited to the new group each time, right?
    yes
    - Would we be able to remove people from the group when their membership expires?
    yes
  • bwiernik
    Generally, it will be much easier to administer and for members to manage their own library memberships if you have 1 group library, rather than many. Also, the Papership iPad app, which is the most full featured Zotero app for iPad, really slows down if you have more than 4-5 libraries. Breaking your articles into many libraries, it could basically prevent your users from using that app.

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