iPad for reading annotating pdf books then sync back

Hi all — quick workflow question.

I’m on Zotero 7 desktop and keep attachments as linked files (I don’t want my whole library stored/synced). I’m considering an iPad with Zotero iOS and would like to:
• keep linked-by-default on desktop
• “promote” only 1–2 PDFs/EPUBs at a time by converting them to stored so they sync via Zotero Storage to iPad
• annotate in Zotero iOS and have highlights/notes sync back
• then (optionally) “demote” back to linked to keep storage minimal

Does this work reliably? Any gotchas (especially with iOS + EPUBs), and is there a clean way to demote stored → linked without breaking annotations? Also: even if I disable “Automatically attach associated PDFs…”, will Connector/DOI saves still sometimes create stored PDFs (e.g., when saving from a direct PDF page)?

Thanks!
  • edited 16 days ago
    Zotmoov can help with the temporary move of some linked files back into local Zotero storage (under Zotero\storage). Such that with file syncing turned ON, those files should be synced to Zotero servers and thence to the Zotero mobile app. And then Zotmoov can move the files back into your linked-files folder afterwards. Annotations are maintained (they are in the Zotero database, not the PDF file).

    There is no problem with a hybrid file storage scheme ... most linked, some "stored". If you have Zotmoov set up to save new Connector files as linked files, that will continue unaffected.

    The key "gotcha" is that you must have a sufficient online file storage quota (300mb free) for the file uploads. If you have been working with linked files, you have likely had file syncing turned OFF. And you could have accumulated a significant number of files under Zotero\storage without realizing it (eg webpage spapshots, note images). If so you might already be over your free online file storage quota when you turn file syncing ON.

  • Thanks.
    I have already cleaned most of the storage. Indeed some old pdfs, and a few non-relevant snapshots.
    the default storage should be fine as I currently plan to use this workflow only for pdf/epub books hoping for the tablet to be less distracting than a laptop.
    I already have Zotmoov installed and set as "move".
    I have already tested most of this workflow and it seems to work fine.
    I am just wondering what is the right way to convert stored files (e.g. after reading annotating the pdf on ipad) to linked file while keeping the annotation (e.g. to free storage). For the other way around, I have a specific command in Tools/Manage Attachments.
  • As I mentioned, the fact that you are using linked and stored files does not change what is Zotero's inherently seamless access to annotations etc between desktop and mobile apps.

    To do *both* transfers - from linked to stored and back - you can use Zotmoov's standard right-click menu options (including its equivalent of Zotero's Tools/Manage Attachments). But using its Custom Menus (see below) helps to streamline the process, including auto-adding a tag to keep track of which files are temporarily back in Zotero storage.

    In Zotmoov's Advanced Options, you would create a Custom menu item named "Move to Zotero storage for iPad". Add the operations "Move From" and "Add Tag" (set to something like %temp_stored). Then add a second Custom menu item named "Move back to linked storage". Add the operations "Move To" (set to your linked-files folder) and "Remove Tag" (set to remove %temp_stored).
    https://github.com/wileyyugioh/zotmoov/blob/master/docs/CUSTOM_MENUITEM_INFO.md
    (NB the example shown there is the *opposite* to what you are doing. It is similar to Zotfile's old Send/Get From Tablet, which worked by creating linked files in a cloud folder temporarily, for access in an external PDF reader from that folder on a mobile device).

    You could also designate a collection for these files while they are in this workflow pipeline - so they will be easy to find on your mobile device, and also make it easy to see which files need to be moved back into linked storage after use. That would be done in the usual way - dragging files to that collection, and then Remove From Collection later (those operations cannot be added in Zotmoov's custom menus).
  • Thank you, it all looks great and very helpful. It seems to work fine. Just need to fix this issue to validate the whole workflow: https://forums.zotero.org/discussion/129059/captcha-verification-failure-on-ipad#latest
  • I have a very similar set-up. I also use only linked pdfs, but given the size of my database, I haven't checked if there are snapshots and notes in the zotero storage that would be synchronized if I would switch the synching of attachments on.
    So I thought that I might use a group : dragging the reference to a folder in the group (which makes the linked attachment disappear, attach the file (not linking)
    -> the reference as well as the pdf turn up on the mobile Zotero on the tablet

    But now I have a problem : after annotating the pdf, how do I get the annotations back to the original reference in the local database ?
    I have tried the following :
    in Zotero on the computer used "show file" from the reference in the group folder
    copied the file into the usual folder of all my linked references (using windows file manager)
    -------->> I loose all comments and highlights
    tried dragging the whole reference from the group folder back to the local folder
    -> nothing happens
    tried dragging back to a different folder
    -->> this creates the reference, including attachments,but again I again loose all highlights and comments (I think what actually happens is that the original reference in the original local folder is copied to the new folder locally, not using the reference in the group folder)

    I extracted the comments while still in the group folder, then dragged the whole reference to the empty local folder ---> the note disappeares ....

    Any idea how I can get my comments and highlights in the pdf from the group folder to a local folder ? In the group folder, the Zotmoov menu items are greyed out.

  • Hi, not sure why you want to use the move-to-group thing.
    I have now done as suggested above by tim820 and set up two custom menu items to "move from linked to stored" and "move from stored to linked", respectively.
    I have done many tests and it works perfectly, and annotations are preserved in both directions.

  • Because the method suggested by tim820 needs synchronisation of attachments of the whole local database : I have >6000 references with >5500 pdfs, and and even as most of them are linked, I still have had some "accidents". But these are not the problem. The problem are the automatic screenshots, some of which can be quite big and representing the whole article with all figures. Scanning storage, I have >500 *.html files, overall nearly 1Gb. And there seems to be no easy method to clear these out problery (except brute force deletion, with then many screenshot items in Zotero not linked to a file, I haven't gone there yet ;-). That's why using group libraries seemed to be the easy way, because I can tell Zotero to synchronize the pdfs of the group library only. The problem is getting the annotations back.
  • I think I get your overall concerns: 6600+ refs and 5000 pdfs here. Yet, not sure I follow the argument.
    tim820's method does not require the sync of the whole library. At all. As I said I did how he suggested and all my trials were performed on 1-2 entries and files. Works smoothly, all the rest stays exactly where it was supposed to stay.

    Give it a try on only one entry and file.

  • As far as I understand tim820's description (his first post " Such that with file synchronizing turned ON") and my understanding of Zoteros functioning, he suggests to switch file synching ON for the local database, but keep most pdfs as linked pdfs (so they will not synch) and only attach the files that one want's to synch. Unfortunately in my "old" database, I already have nearly 1Gb screenshots, which would all need to be synched if I switch attachment synching on. That's why what tim820 proposes is not an option for me (or I'm understanding something quite wrong)
  • Thanks, but this would try to synchronize all of the screenshots which are stored in My Library, so nearly 1Gb, so not possible for me.
  • It should not. "As needed" means that it will sync only files that you open.
    That being said, it seems you need to deal with that Gb of screenshots that are causing so much trouble to you. :)

  • Ok, if the "as needed" is really working this way, that would be great. But first I need to find a way to get rid of the larger screenshots. Trouble is that I can find the easy on the hard disk, but haven't found an easy way yet to figure out to which references they are linked ....
  • thanks to tim820 I was able to clean by database of 500Mb of screenshots, and now I can use then "move from" and "move to" directory, and now annotating on my tablet using Zoom mobile works great :-)
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