Zotero Integration
Sync your Zotero library with Academic References for seamless reference management across your desktop, browser, and WordPress site.
What is Zotero?
Zotero is a free, open-source reference manager used by millions of researchers. It:
- Saves references from web pages with one click
- Organizes references in collections
- Generates citations and bibliographies
- Syncs across devices
Academic References integrates with Zotero to bring your entire library into WordPress.
Why Sync with Zotero?
Use Your Existing Library Don’t re-enter references you’ve already collected in Zotero.
Keep Libraries in Sync Changes in Zotero automatically appear in WordPress (and vice versa).
Mobile and Desktop Access Add references in Zotero on any device; they appear in WordPress.
Browser Integration Zotero’s browser connector lets you save references while researching, then cite them in WordPress.
Setting Up Zotero Sync
Step 1: Get Your Zotero API Key
- Log in to your Zotero account at zotero.org
- Go to Settings > Feeds/API
- Click Create new private key
- Give it a name (e.g., “WordPress Academic References”)
- Set permissions:
- Click Save Key
- Copy the key (you won’t see it again)
Step 2: Get Your User ID
On the same Zotero settings page, find your User ID (numeric).
Step 3: Connect in WordPress
- Go to References > Settings > Integrations
- Find the Zotero section
- Enter your User ID
- Enter your API Key
- Click Verify Connection
Step 4: Configure Sync Options
Sync Direction:
- Zotero → WordPress – Import only
- WordPress → Zotero – Export only
- Two-Way – Full synchronization
Collections: Select which Zotero collections to sync. You can:
- Sync all collections
- Select specific collections
- Exclude certain collections
Auto-Sync: Enable automatic syncing on a schedule:
- Every hour
- Every 6 hours
- Daily
- Manual only
How Syncing Works
Initial Sync
The first sync imports all references from selected collections:
- Click Sync Now
- Wait for import to complete (may take time for large libraries)
- Review imported references at References > All References
Ongoing Sync
After initial sync, changes propagate automatically (if auto-sync is enabled):
| Action in Zotero | Result in WordPress |
|---|---|
| Add reference | New reference created |
| Edit reference | Reference updated |
| Delete reference | Reference moved to trash |
| Add to collection | Category assigned |
| Remove from collection | Category removed |
| Action in WordPress | Result in Zotero |
|---|---|
| Add reference | New item created |
| Edit reference | Item updated |
| Delete reference | Item deleted |
| Assign category | Added to mapped collection |
Manual Sync
Click Sync Now to immediately sync without waiting for the schedule.
Collection Mapping
Zotero collections map to WordPress categories:
| Zotero | WordPress |
|---|---|
| My Library | All References |
| Collection A | Category A |
| Collection B | Category B |
| Subcollection | Child Category |
Mapping Options
Auto-Create Categories: Automatically create WordPress categories matching Zotero collections.
Map to Existing: Manually map Zotero collections to existing WordPress categories.
Ignore Collections: Don’t sync collection structure, just import references.
Handling Conflicts
When the same reference is edited in both places:
Last Edit Wins: Most recent change overwrites the other.
WordPress Wins: WordPress changes always override Zotero.
Zotero Wins: Zotero changes always override WordPress.
Manual Resolution: Conflicts flagged for manual review.
Syncing Groups
If you use Zotero Groups (shared libraries):
- Your API key needs Group Access permission
- In sync settings, select which groups to sync
- Group libraries sync separately from your personal library
Note: Group membership and permissions are managed in Zotero, not WordPress.
Sync Status
View sync status at References > Settings > Integrations:
- Last Sync: Timestamp of last successful sync
- References Synced: Count from last sync
- Errors: Any failed items
- Next Scheduled: When auto-sync will run
Troubleshooting
“Invalid API Key”
- Regenerate key in Zotero settings
- Check for copy/paste errors (no extra spaces)
- Verify key has library read permission
“Rate Limit Exceeded”
- Wait an hour before retrying
- Reduce sync frequency
- Large libraries may need initial import in batches
References not syncing
- Check internet connection
- Verify Zotero account has the references
- Check collection mapping
- Try manual sync
Duplicates appearing
- Enable duplicate detection in sync settings
- Duplicates matched by DOI and title
- Slight variations prevent matching
Changes not propagating
- Auto-sync may be delayed
- Try manual sync
- Check sync direction settings
- Verify permissions on API key
Missing attachments
- Zotero file attachments don’t sync to WordPress
- Only reference metadata is synced
- PDFs and notes remain in Zotero
Best Practices
- Start with import-only – Test before enabling two-way sync
- Use collections – Organize in Zotero, sync organization to WordPress
- Regular backups – Export WordPress references before major syncs
- Check duplicates – Review after initial import
- Monitor sync status – Check for errors periodically
Limitations
- File attachments don’t sync (metadata only)
- Notes sync is optional and may have formatting differences
- Tags sync separately from collections
- Deleted items don’t sync from Zotero trash
- Large libraries may take time for initial sync
Next Steps
- Mendeley Sync – Alternative sync option
- Importing References – Manual import alternative
- Categories & Tags – Organizing synced references