After you've registered for a Zotero account and gotten yourself all set up (see the "Getting Started" tab above), you can create or be added to a Group Library.

Creating a Group

1. Go to Zotero.org
2. Log in (top right corner of the page)
3. Go to the "Groups" tab
4. Click "Create a New Group"
5. Choose if the group will be Public or Private.

Adding people to a Group

1. Go to Zotero.org
2. Log in (top right corner of the page)
3. Go to the "Groups" tab
4. Under the name of group you want to add members to, click "Members Settings."
5. Under "Member Invitations," click the "Send More Invitations" link.
6. Put new members' email addresses in the box separated by a comma or one in each line.

The larger your group or longer-term your project, the more these practices will matter!

Setting up the structure

 

Storage:

Have a group member with a Zotero membership create the library to maximize storage.

Inbox:

• Create a designated "inbox" space to collect items before processing.
• Use a personal Zotero library or a subfolder as an inbox.
• Alternatively, use a tag to identify new items for processing.

Folder Workflow Notes:

• Create a standalone note in the main Group library to outline the group's workflow.
• Define how tags, folders, and "related" items are used.

Tag Dictionary:

• Create a standalone note named "_TagDefs" to define tags.
• Apply every tag to this note for easy reference.
• Update this note whenever you create a new tag.

Folder Content Notes:

• Create a standalone note in each sub-folder to describe its purpose.

Automatic Tags:

• Uncheck the "Gather subject headings from databases" option in Zotero Preferences to avoid clutter.

Number of Tags:

• Limit the number of tags and folders to maintain organization.
• Aim for a balance that groups items meaningfully without overwhelming the system.

Workflow Tags: 

• Use tags or folders to track procedural steps like "needs ILL" or "follow up."

Saving/organizing items

 

Fix Zotero Record:

• Verify and correct any metadata errors, such as capitalization, spelling, or data inaccuracies.

Get PDF:

• Manually download and drag in PDFs if Zotero fails to automatically retrieve them.
• Configure Zotero to streamline full-text retrieval.

Rename PDF:

• Rename PDFs from parent metadata to improve organization and avoid generic filenames.

Share Zotero Record to Subfolder:

• Share a single item with multiple subfolders to avoid redundant copies.

Use the Related Function:

• Utilize the "related" function to link related items, such as different versions of a work or citations.
• Establish a shared understanding of how to use the "related" function to maintain consistency.