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Creating a Zotero account and installing the Zotero client

  1. Create an account with Zotero at zotero.org/user/register. Note: Lastpass will not popup and ask to save the password, so save it beforehand!
  2. Login.
  3. Go to the Netherlands eScience Center group on zotero.org/groups.
  4. Click Join. Be aware that a group administrator needs to grant you access to the group so it may take a while, depending on people's availability.
  5. From here on out, use the offline client. Download it from zotero.org.
  6. Install Zotero.

Configure Zotero client

Once the Zotero application is running:

  1. Go to Edit/Preferences/Sync

  2. Enter username & password -> OK

  3. Click the sync button:

    sync-button

  4. Netherlands eScience Center should appear under Group Libraries.

General workflow for adding items

Make sure the item you want to add has some sort of identifier such as a DOI or a URL; without it, whatever you're adding is just hearsay.

  1. Synchronize with the Zotero server.

  2. On the left-hand side, select the Miscellaneous folder (or, you could try to find a more appropriate folder, but know that that won't matter for anything related to the Research Software Directory -- it does not use the folder structure from Zotero, just the items that are in it).

  3. Click the Add by identifier button.

    add-by-identifier

    Fill in your item's DOI, e.g. 10.5281/zenodo.1299523

  4. Wait, you're not done yet! Verify that the metadata in the Info tab is correct, as follows:

    1. In the right-hand panel, select the Info tab
    2. Verify that the Item Type (top of the list) is correct.
    3. For some Item Types, you need to fill in Type as well (see the list below).
    4. Verify that any names have been entered correctly, for instance in the Author or Programmer fields. A person's first name and last name each have their own input field. You can switch between single and two field entry by pressing the small button next to the names. Name particles (de, van der, etc.) should be included in the lastname so for Jan de Groot use lastname de Groot.
    5. Verify that the dates have been entered correctly. Use a single date (don't use date ranges). Because dates are tricky, Zotero shows a string such as y m d or d m y next to each date, to show how it has interpreted each number.

  5. If everything looks good, synchronize with the Zotero server again.

Item type-specific information

Below is a list of output we would like to keep track of, with a short description. Pick the one that best describes your output, and fill out the metadata required. By default Zotero shows a much larger list of metadata, use your judgment to fill out the other fields as necessary.

If you have an item that doesn't fit, please open an issue here and we'll figure it out and update this document.

Software

You don't need to add Software items to Zotero. We keep track of our software output via the Research Software Directory. If you have a software package that you want to add, use the Research Software Directory's Admin interface as explained here.

Papers

If you have a DOI, use the 'Add by identifier' button, and check that the Item type in the Info tab is correct.

Datasets

If you don't have a DOI for the dataset yet, make sure to upload a copy of the item to Zenodo, FigShare or an other place that provides a DOI. Set Item Type to Web page, and set the item's URL to https://doi.org/<yourdoi>.

Conference poster or presentation slides

Use Item Type Presentation, set the field Type to either Conference Poster or Conference Presentation. Note that you need to upload the poster or slides to Zenodo, FigShare, or some other place that provides a DOI. Since Zotero does not have a DOI field for Presentations, use the URL field for this purpose (e.g. https://doi.org/<yourdoi>).

Workshop, lecture, or demonstration

Use Item Type Presentation, set the field Type to Workshop, Lecture, or Demonstration.

Report

For items that have not been peer reviewed, such as internal reports, white papers, etc., use Item Type Report. Make sure to upload a copy of the item to Zenodo, FigShare or an other place that provides a DOI. The item's URL should point to https://doi.org/<yourdoi>.

Thesis

A PhD, Master, or Bachelor thesis. Set Item Type to Thesis and fill in Bachelor, Master, PhD in the Type field.

Other types

Please choose the most appropriate type from Blogpost, Book, Book Section, Interview, Magazine Article, Newspaper Article, Podcast, Radio Broadcast, TV Broadcast, Video Recording, Webpage. And make a best effort attempt at filling out the other metadata on the Info tab.