Collaboration and Citation Managers (EndNote, Zotero, Mendeley)
(last updated: 06/21/2024)
Collaboration (sharing citations and documents) is possible when using citation managers, but one must be careful. Emailing a Word document to a collaborator, and having that person add, delete, or revise citations on that document, is not a best practice. Some citation programs work with Google Docs, making collaboration easier. This document provides some tips on collaboration when using citation managers.
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EndNote
In EndNote, you have a couple of options. You can export a Word document sent by a collaborator using the “travelling library.” Each formatted citation in your Word document is saved with field codes that embed reference data in the document. The paper contains a "Traveling Library" of references cited. Because reference data is kept with each formatted citation, you can collaborate with other authors on a paper without each author having the same EndNote library.
The reference data saved with each citation includes all fields except Notes, Abstract, and Figure.
Note: Do not unformat your document if you do not have the original references in your libraries. Unlike formatted citations, unformatted citations require that you have the corresponding EndNote libraries open in order to format references.
To export references from a Word document to an EndNote library:
1. Open the document in Word.
2. From the Tools menu, go to the EndNote submenu, and then select Export Traveling Library. From the EndNote tab, select Export to EndNote, and then select Export Traveling Library.
3. On the Export Traveling Library dialog, select either:
(a) An existing EndNote library: Select a library from the drop-down list of available libraries, or click Browse to locate a library.
(b) A new EndNote library: You will be prompted to name and save the new library.
Note: We recommend that you export to a new EndNote library, so you can review the records before adding them to an existing library.
Another option is to use EndNote Online.
There are 2 ways you can share your references using EndNote Online:
You can choose to share your complete EndNote Online library with an unlimited number of colleagues. This allows them to access your library from EndNote desktop (not EndNote Online) and everyone can add to or use the library simultaneously.
You can choose to share only a group of references. This only allows your colleagues to access the references from EndNote Online not EndNote desktop and does not give them access to the rest of your EndNote Online library. See Creating & sharing groups with EndNote Online below. Also see the video on EndNote Online & Word for ways of collaborating on papers.
If you only wish to share your EndNote library (not a document), use Sync. Share your library with up to 100 other people who are using the latest version of EndNote. Caution: Your collaborators have full access to your library, and any changes made are permanent.
To establish this collaboration:
Sync your library
Click File > Share
Enter the email addresses of your collaborators' accounts
Click Invite
Click Close
To access a library shared with you:
Click Accept on the email sent from the library's owner
On EndNote, click File > Open shared library
Select the email address of owner of the shared library
Click Open
To sync your library across your own multiple devices, see Sync your library on multiple devices on Setting up and backing up your EndNote Library
Sources:
https://researchsoftware.com/manuals
https://kemh.libguides.com/c.php?g=200836&p=1321256
https://kemh.libguides.com/c.php?g=200836&p=1321288
Zotero
One advantage of using Zotero with Google Docs is that multiple people can collaborate on a single document -- inserting and editing citations -- without being in a Zotero group. However, if someone cites an item from their personal library, only they will be able to update the metadata for that item. We recommend creating a group library that allows all collaborators to change cited item metadata.
It is not necessary for all collaborators to have the Zotero connector installed, but without it they will see active citations in the documents as URLs.
Sharing citations is easy in Zotero using Groups.
With groups, you can:
- Share your own work or sources you have discovered with others who are working in related areas.
- Collaborate with colleagues, publicly or privately, on ongoing research.
Creating Groups
There are two ways to create Zotero groups.
- You can click on the “New Library…” icon located next to the New Collection icon in the top left corner of the Zotero and choose “New Group…”.
- You can also click the “Create a New Group” button on the groups landing page on zotero.org.
Groups can be private or public, depending on your needs. Private groups may be the best for workgroup collaboration:
Private Groups
- Private groups provide a means of collaboration among group members without creating any public face for the group online.
- Only group members and users invited to join the group are able to see the group’s page.
- Private groups are completely hidden from group searches. They are not shown on members’ public profile pages and will not appear in search engine results.
- If administrators enable file sharing, group members can access and share files in addition to references.
Public, Closed Membership
- Closed-membership groups are useful for creating a controlled group environment with a public presence. This allows a group to publicly present its work and sources, or develop new membership in a controlled fashion.
- Anyone can view the group page, but the only way to join the group is by invitation or by requesting an invitation.
- If the group has a library, administrators can choose to show or hide the library from non-members.
- If administrators enable file sharing, group members can access and share files in addition to references.
Public, Open Membership
- Open public groups are useful for the broadest discussion and collaboration.
- The group page is public, and anyone who wants to can join instantly.
- If the group has a library, administrators can choose to show or hide the library from non-members.
- Open public groups do not allow file sharing.
Document collaboration with Zotero is best done using Google Docs. When working collaboratively on a document, you and your coauthors should avoid inserting or editing citations at the same time. The Zotero Connector has mechanisms in place to prevent document and citation corruption from concurrent citation editing, but due to technical limitations they do not provide perfect safety.
If you're planning a collaborative project it is recommended that you use a group library, which not only makes it easy to collect and manage materials but will also allow all collaborators to change cited item metadata (authors, title, date of publication, etc.). And, folks will all be able to add citations to the Google Doc if a shared group is the source of these refernecs. (If someone cites an item from their personal library, only they will be able to update the metadata for that item. This is not recommended).
Sources:
http://guides.lib.berkeley.edu/zotero/googledocs
https://www.zotero.org/support/groups
https://www.zotero.org/support/google_docs
Mendeley
You can share your working document with other colleagues who are also using Mendeley. This allows them to add their own work and provide citations as necessary.
Anyone opening a working document which contains Mendeley citations will need to have Mendeley desktop installed and have any cited references present in their library. If they are missing a cited reference, they will be prompted to add the missing item.
You can avoid this situation when collaborating by only citing papers that are shared with a group of which all parties are members. Simply choose the appropriate group from the dropdown menu in the Citation Editor and ensure any papers you intend to cite are also added to this group.
Share references using Groups: Groups allow you to create and join teams of like-minded people. Whether you're joining colleagues working on a specific project, a professor wanting to distribute a reading list to a class or looking to join a worldwide discussion on a particular discipline, Mendeley Groups can help you achieve your goals. Private groups allow you to share the full text of PDF documents you add to the group. This allows other group members to look at exactly the same materials as you - which is very useful when working together on a project.
Mendeley Desktop offers a number of additional features which allow you to work directly on the same papers at the same time as your collaborators.
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