New to Zotero & existing Dropbox user - how best to set Zotero up?

anaonthebeach
Sorry for the many questions, I am not very technically minded and am trying to set this up correctly from the outset.

I have been using Dropbox for work/photos and research library so I can access them from multiple locations.
I have just discovered Zotero for reference management and am now trying to figure out the best way of linking the two together so I do not have to duplicate the Dropbox Library into Zotero. And I know Zotero has a syncing facility of 100mg but my library is much larger and it seems pointless having everything in two places.
The only way I can see is: drag my existing pdfs into Zotero -> fetch metadata to create parent -> create link to location in DP folder -> delete pdf in Zotero.
I assume this would mean the size of the library on Zotero would then be very small when synching as no actual pdfs would be stored within.
Is this correct? Is there an easier way? Will this enable me to make changes to the library from other computers as long as everything is synced on both Dropbox and Zotero?

If that would work / is the best way to do it - would I need to / want to set the location of Zotero files to be in Dropbox as per other threads? If the answer is yes, I have seen issues with conflicts - how can I best avoid those?
Would it be better not to use Zotero syncing at all - just have everything located within Dropbox? I am not sure if this would impact using Zotero from another location.

An alternative would be for me to transfer my entire Dropbox contents now to another service that is more compatible? I was looking at mobileme although I have seen from other posts that there can be issues there too...
So what would the ultimate solution be for someone who wants a single location for all their docs, and a Zotero library for the research part?

Many thanks
  • adamsmith
    some issues here.

    1. Zotero has two different syncing operations. One syncs the data (i.e. the information in the fields and notes of all Zotero items)- this one is always free, regardless of the size of your library. The other one syncs the attached files - that one is only free up to 100mb. File syncing can be turned off independently of data syncing.

    2.
    I assume this would mean the size of the library on Zotero would then be very small when synching as no actual pdfs would be stored within.
    Is this correct?
    almost - as for "very small", see 1.

    3.
    Is there an easier way?
    yes. Under the green plus, select "Link to File" - you can select multiple files from their dropbox location at once (I recommend not doing more than 25 at once). Zotero will store the links, not the files.
    Use retrieve metadata on those files. --> done.

    4.
    Will this enable me to make changes to the library from other computers as long as everything is synced on both Dropbox and Zotero?
    that depends a little - is the file-path to drobpox the same on all computers? Then the answer is yes. If not, the links will only work on the original computer. See here for a longer discussion and a proposed solution in Zotero.

    In either case you can change and sync all Zotero information.

    5.
    If that would work / is the best way to do it - would I need to / want to set the location of Zotero files to be in Dropbox as per other threads? If the answer is yes, I have seen issues with conflicts - how can I best avoid those?
    No. you don't. The whole point of using links rather than stored files is not to avoid large amounts of data to sync with Zotero (after all you can turn that off) but to avoid those conflicts. If dropbox syncs the Zotero data folder, there is always going to be a risk of database corruption. The best advice I can give is to not do it. You don't want the safety of your data to rely on you always paying 100% attention and doing everything right.

    6.
    An alternative would be for me to transfer my entire Dropbox contents now to another service that is more compatible?
    no, not worth it. The problem is independent file-syncing in general, not dropbox specifically (that's just the most common example).

    Before you do all this, at least consider some other reasons you might (depending on your needs) go with Zotero file syncing:
    a) it allows you to share files with others through groups
    b) it allows you to access the files in your library online from any computer on the zotero.org page by clicking on "My Library"
    c) it allows you to sync your files across different operating systems - e.g. if you work on a Mac at home and a PC at work.

    If none of these are relevant considerations for you, your solution should be fine.
  • anaonthebeach
    Thanks very much - I can't believe I missed the quick link creation! Will check the file paths per your recommendation & have unchecked the 'sync automatically' button in prefs until I finalise the solution. Some more questions - I hope they make sense...

    I didn't specifically ask before: if I reopen a neooffice doc with citations on another synced computer, will the links still work too? (assuming the file path aspect is ok)

    Re: "go with Zotero file syncing:
    a) it allows you to share files with others through groups
    b) it allows you to access the files in your library online from any computer on the zotero.org page by clicking on "My Library"
    c) it allows you to sync your files across different operating systems - e.g. if you work on a Mac at home and a PC at work."

    I want to check I understand the pros/cons properly:
    (assuming file path aspect works ok) My solution means I can share, access online from any computer, sync across operating systems via Dropbox with links/other refs (books/web pages not in dropbox) via Zotero by keeping the sync on + only using links to pdfs.
    Con: on non DP/Z set up computers can access just the pdf - no properly ref'd info will be seen.
    Pro: can limit links to reference-able pdfs, whilst they live with other docs I am editing/pics etc in same folder.
    I will need to keep my filing structure identical on both to easily keep track of the diff types of files.
    Am I missing anything?

    My needs are basic: researching/writing using my home mac & macbook in Uni/fieldwork + occasional home PC for analysis. In case of forgetting my laptop, use Uni PCs => I can upload amends/pdf files to Dropbox, email myself the google scholar links & add to Zotero later on.
    Uni PC profile might let me add Zotero plug-in/Dropbox but I doubt it...

    A couple of other questions have come up that I could do with your help on:

    1) This link says you can use a flashdrive to take the whole library with you using portable version of firefox - http://uiuc.libguides.com/content.php?pid=57241&sid=419146
    If you make changes onto the version on the flashdrive, can you then use it as the primary version to sync back with the version on the computer/laptop?
    As Dropbox also has a portable version for flashdrives, would it be possible to have the entire set up replicated on the flashdrive too? (I assume you would need the same file-path again?).
    [Am thinking about an instance where you need access to all files, wanted to make lots changes to files/refs + use a public computer.]

    2) If I kept pdfs in Zotero - does it work fine with a pdf reader such as Skim (saving the notations etc)? (firefox is set to use Skim).

    3) I could stop downloading pdfs altogether by linking to the journal refs directly online where there is the option to read them as html.
    Pro: less clutter.
    Con: can't annotate them using Skim.
    But I am currently accessing using UniA proxy and leave mid Sep to start at UniB - would the link would stop working at that point?

    Many thanks once again
  • adamsmith
    about the pros and cons of zotero sync versus drop-box. Mostly, you have that right - the only part I'm not clear what you mean is "sharing" - with Zotero file sync and Zotero groups you can just put an item with its attached files in a group and other group users can sync to get the entire "package" - i.e. data plus file. Many people don't need this, but e.g. if you teach a seminar this is a very nice feature, so just pointing it out.

    Also "across Operating systems" - that's my point - I don't think that will work:
    I don't think the links can ever be the same across operating systems - the link to the dropbox folder will look different from Mac and Windows pretty much no matter what you do.

    for your questions
    1) In general yes, but I don't know much about the portable Firefox/Zotero version - so don't take my word for it.

    2) In general yes - it depends where skim saves annotations, but if you can see these annotations in another pdf reader (e.g. adobe) that means they're saved as part of the pdf file and they sync along with the file.

    3) I wouldn't recommend it - this also takes away Zotero's ability to full-text search attached and linked pdfs and you might not want to have to rely on always having internet when accessing an article.
    And yes, the links might break - it depends on whether they are saved with or without the proxy setting in Zotero: If you see the links as jstor.org.yourlibrary.edu/xxxx then they will break.
  • anaonthebeach
    By 'sharing' I meant on dropbox, but that would be without the references - I work alone so it won't be an issues. I see your point re OS. Will give skim a go.
    Thanks very much for the prompt help.

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