Importing References

Import your existing references from other tools, databases, or bibliographic files. Academic References supports BibTeX, RIS, and CSL-JSON formats.

Why Import References?

Migrate from Other Tools Move your library from Zotero, Mendeley, EndNote, or other reference managers.

Use Exported Database Results Import search results from PubMed, Google Scholar, or library databases.

Collaborate Receive reference lists from colleagues and add them to your library.

Avoid Re-Entry Skip manual data entry for references you’ve already collected.

Supported Import Formats

Format	Extension	From
BibTeX	.bib	LaTeX editors, Zotero, Mendeley, Google Scholar
RIS	.ris	EndNote, Mendeley, most databases
CSL-JSON	.json	Zotero, Citation.js, academic APIs

Importing References

Step 1: Open Import Tool

Navigate to References > Import/Export in your WordPress admin.

The Import/Export interface

Step 2: Choose File

Click Choose File and select your bibliography file.

Supported file types:

• .bib (BibTeX)
• .ris (RIS)
• .json (CSL-JSON)

Step 3: Configure Options

Duplicate Handling:

• Skip duplicates – Don’t import references that already exist
• Import as new – Create new entries even if duplicates exist
• Update existing – Overwrite existing references with imported data

Status:

• Published – Make references immediately available
• Draft – Review before publishing

Default Category: Optionally assign all imported references to a category.

Step 4: Import

Click Import to begin processing.

Step 5: Review Results

After import, you’ll see a summary:

• Imported: Successfully added references
• Skipped: Duplicates or invalid entries
• Errors: References that couldn’t be processed

Exporting from Common Tools

From Zotero

1. Select references in your library
2. Right-click and choose Export Items
3. Select BibTeX or CSL JSON
4. Save the file
5. Import to Academic References

From Mendeley

1. Select references
2. File > Export
3. Choose BibTeX (.bib) or RIS (.ris)
4. Save and import

From EndNote

1. Select references
2. File > Export
3. Choose RIS format
4. Save and import

From Google Scholar

1. Click the “Cite” link under any result
2. Click “BibTeX” at the bottom
3. Save the text as a .bib file
4. Import to Academic References

From PubMed

1. Select articles using checkboxes
2. Click “Save” (below the search box)
3. Choose “Format: RIS” from dropdown
4. Create file and import

From Library Databases

Most academic databases (JSTOR, Web of Science, Scopus) offer export options:

1. Look for “Export,” “Cite,” or “Save” buttons
2. Choose RIS or BibTeX format
3. Download and import

Understanding BibTeX

BibTeX files are plain text with entries like:

@article{smith2020,
  author = {Smith, John A. and Jones, Mary B.},
  title = {Article Title Here},
  journal = {Journal Name},
  year = {2020},
  volume = {10},
  number = {2},
  pages = {42-50},
  doi = {10.1234/example}
}

Tips:

• Each entry starts with @type{key,
• Fields are name = {value},
• Common types: @article, @book, @inbook, @inproceedings, @misc

Understanding RIS

RIS files use two-letter tags:

TY  - JOUR
AU  - Smith, John A.
AU  - Jones, Mary B.
TI  - Article Title Here
JO  - Journal Name
PY  - 2020
VL  - 10
IS  - 2
SP  - 42
EP  - 50
DO  - 10.1234/example
ER  -

Tips:

• Each entry starts with TY - (type)
• Each entry ends with ER -
• Tags are standardized but some sources use variations

Understanding CSL-JSON

CSL-JSON is a structured format:

[{
  "type": "article-journal",
  "author": [
    {"family": "Smith", "given": "John A."},
    {"family": "Jones", "given": "Mary B."}
  ],
  "title": "Article Title Here",
  "container-title": "Journal Name",
  "issued": {"date-parts": [[2020]]},
  "volume": "10",
  "issue": "2",
  "page": "42-50",
  "DOI": "10.1234/example"
}]

Tips:

• Must be valid JSON (arrays and objects)
• CSL types match citation style requirements
• Often the most complete format

Handling Large Imports

For files with hundreds or thousands of references:

1. Import in batches – Split large files into smaller chunks
2. Use a staging site – Test imports before production
3. Check server limits – Increase PHP memory/time limits if needed
4. Schedule during low traffic – Large imports use server resources

Troubleshooting Imports

“Invalid file format”

• Check file extension matches content
• Ensure file isn’t corrupted
• Try opening in a text editor to verify

“0 references imported”

• File may be empty
• Format may not match extension
• Encoding issues (try saving as UTF-8)

Missing fields after import

• Original source may not have included all data
• Field names may differ between formats
• Fill in missing data manually

Duplicate detection not working

• Duplicates are matched by DOI and title
• Slight title variations prevent matching
• ISBN/PMID variations may cause issues

Import times out

• File too large (split it up)
• Server limits too low
• Try importing fewer references at once

Best Practices

1. Back up first – Export your current library before large imports
2. Test with small batches – Import a few references to verify settings
3. Review imports – Check that data imported correctly
4. Clean up source files – Fix obvious errors before importing
5. Use consistent formats – Stick to one format when possible

Next Steps

• Exporting References – Export your library
• Supported Formats – Detailed format guide
• Zotero Sync – Keep libraries in sync