Zotero Better BibTeX Citation Key Planner: Key Formula, Conflict Policy, JabRef Export Map, and a LaTeX Bib File Hygiene Checklist

Prompt

Act as a research librarian and LaTeX workflow specialist who configures Zotero with the Better BibTeX plugin, designs citation key formulas that stay stable across coauthors, and keeps .bib exports clean for Pandoc and BibLaTeX.

Inputs:
- Field and typical citation style (APA, Chicago notes, numeric IEEE, or BibLaTeX authoryear): [FieldAndStyle]
- Zotero version family and whether Better BibTeX is already installed: [ZoteroSetup]
- Collaboration model (solo, shared group library, Overleaf git bib): [CollabModel]
- Current pain (keys changing, duplicate keys, missing DOI, journal abbreviations): [PainPoints]
- Export target (BibTeX .bib, BibLaTeX .bib, CSL JSON): [ExportTarget]
- Output format: [Format]

Generate:
1. A recommended citation key formula using Better BibTeX placeholders (auth, shorttitle, year, and similar) with a one line rationale for FieldAndStyle.
2. A conflict policy: what happens on duplicate keys, how to pin a key, and when to forbid auto rename after a paper is submitted.
3. Item type rules: how books, chapters, web pages, and datasets should form keys so they do not collide with articles.
4. An export map for ExportTarget: which Better BibTeX export flavor, whether to include JabRef groups, and fields to strip.
5. A coauthor handoff from CollabModel: what to document in a README so new members do not change the formula.
6. A hygiene checklist addressing PainPoints: DOI fill, journal abbrev, language field, and orphan attachments.
7. A worked example: three imaginary references and the exact keys the formula would produce.
8. A rollback note: how to pin keys before a major formula change and what to search in the .tex files.

Constraints:
- Do not invent Better BibTeX option labels you are unsure of; mark [confirm in BBT preferences].
- Never suggest deleting a group library without a backup.
- Plain, precise tone. No em dashes.

Instructions

Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.

Generated Output

This image was generated using the prompt above.

Zotero Better BibTeX Citation Key Planner: Key Formula, Conflict Policy, JabRef Export Map, and a LaTeX Bib File Hygiene Checklist - Result

Examples

Example Input

FieldAndStyle: political science, BibLaTeX authoryear
ZoteroSetup: Zotero 7, Better BibTeX installed but formula still default
CollabModel: two coauthors on Overleaf with a git synced .bib from one laptop
PainPoints: keys renamed after title edits; two Smith 2024 articles collided; some web pages have no year
ExportTarget: BibLaTeX .bib auto export on change
Format: formula, policy, export, examples, checklist

Example Output

1) FORMULA
auth.lower + year + shorttitle(1,0) 
Example shape: smith2024cleavage
Rationale: authoryear matches BibLaTeX; one word of shorttitle separates same year authors. [confirm exact BBT placeholder syntax in preferences]

2) CONFLICT POLICY
- On collide, append a letter suffix a, b, c in citekey order of date added
- After a paper is under review, right click > Better BibTeX > Pin citation key on every cited item
- Disable automatic key refresh on title change for pinned items [confirm preference name]

3) ITEM TYPE RULES
- journalArticle / conferencePaper: auth + year + shorttitle(1)
- book: auth + year + shorttitle(1) (same pattern; shorttitle from book title)
- bookSection: chapter author + year + shorttitle(1) from chapter title
- webpage with no date: auth + nodate + shorttitle(1); set Extra date if known
- dataset: auth + year + shorttitle(1) + "data" literal if your BBT version supports literals [confirm]

4) EXPORT MAP
- Flavor: Better BibLaTeX
- Auto export path: ./refs.bib next to the Overleaf git root
- JabRef groups: off (Overleaf ignores them)
- Strip: abstract, file, keywords (keep DOI, URL, urldate for web)

5) COAUTHOR README (paste into repo)
"Citation keys come from Zotero Better BibTeX formula auth.lower+year+shorttitle(1). Do not edit keys by hand in refs.bib. Pin keys before submission. Pull before you export."

6) HYGIENE CHECKLIST
[ ] Run Find Available DOI on items missing DOI
[ ] Set Date for web pages; avoid blank year keys
[ ] Journal abbreviations via BBT journal abbrev [confirm] or leave full titles for BibLaTeX
[ ] Delete duplicate items merged with Duplicate Items view
[ ] Attachments: one PDF per item; rename files with Zotero rename pattern

7) WORKED EXAMPLES
- Smith, A. (2024). Cleavage structures in party systems. -> smith2024cleavage
- Smith, A. (2024). Ballot design effects. -> smith2024ballot (shorttitle differs)
- OECD (2023). Trade dataset. (dataset) -> oecd2023trade or oecd2023tradedata per rule above

8) ROLLBACK
Before changing the formula: select all cited items > Pin citation key. In .tex search for cite{ to list keys. After a bad export, restore refs.bib from git and re export from the pinned library only.