Member Portal Organization Admin Guide

This guide is for staff at organizations who are using the ORCID Member Portal to add information to the ORCID records of researchers affiliated with their organization.

Access the member portal

Organization owner

One user from your organization must be designated as the organization owner. This user can then add/delete additional accounts for other users at your organization.

An ORCID staff member must create the organization owner account. When this account is created, the organization owner will receive an email prompting them to activate their account. The link in the activation email is valid for 24 hours. If you do not receive the email or the activation link is no longer valid, please contact [email protected]   

Activating your account and accessing the portal

1. Click the link in the activation email to set a password for your account
   
2. Sign into the member portal with your email address and password at https://member-portal.orcid.org
3. To edit your name, email address or password, click ‘Account’ in the upper right corner
   

Add users (organization owner only)

The organization owner can add additional users to the member portal to help provide support to their organization.  The option to add new users can be located under the Administration menu ‘Manage users’ 

1. Click the ‘Manage users’ option from the Administration menu
2. Click the button ‘add user’ in the top right corner

3. Enter the email address, first and last name. Your organization name will be automatically populated and is not editable. Only check Organization Owner if you are transferring ownership which will result in you losing access to manage users in the future. You will be returned to the homepage if you complete this action. 
4. When this account is created, the new user will receive an email prompting them to activate their account. The link in the activation email is valid for 24 hours. If the user does not receive the activation email or if has expired then you can click the ‘resend activation email’ button against their user which will trigger another activation email to be sent

Delete users (organization owner only)

The organization owner can also delete users from the member portal once access is no longer required or they have left the organization.  Again this option can be located from the Administration menu ‘Manage users’ 

1. Click the ‘Manage users’ option from the Administration menu
2. Locate the relevant user that you would like to delete from the portal

3. Click ‘Delete’ and you will be prompted with a confirmation  message

4. Click ‘Delete’ again. The user has now been removed from the list of your organization’s users. 

Transfer organization ownership (organization owner only)

The organization owner can transfer organization ownership to a new or existing user.  The option to add new/edit users can be located under the Administration menu ‘Manage users’ 

1. Click the ‘Manage users’ option from the Administration menu
2. Click the button ‘add user’ in the top right corner (only if the user is new)

3. Enter the email address, first and last name. Your organization name will be automatically populated and is not editable. Check ‘Organization Owner’ to transfer ownership. You can check this box for an existing user if required if you are transferring ownership to a user of the portal that is associated with your organization
4. Click ‘Save’
5. You will be asked to confirm that you want to transfer ownership

6. Click ‘OK’
7. You will be returned to the homescreen with no access to the administration menu option

Add affiliations to the portal

Bulk upload CSV

1. Create a CSV file with the following fields for each affiliation you wish to add to ORCID. Field names must be included as headers. See Resources section for example file.

Column name	Description	Validation Rules
email	Email address of the researcher this affiliation belongs to	Required. Must be a valid email address Ex: [email protected]
affiliation-section	ORCID record section that this affiliation should be added to	Required. Must be one of the following values: – employment – education – qualification – invited-position – distinction – service
department-name	Name of the department	Optional. 4000 characters maximum. Ex: Biology
role-title	Role/title/degree	Optional. 4000 characters maximum. Ex: Associate Professor
start-date	Start date of the affiliation	Optional. ISO 8601 date, with at least a year specified, and at most day of month. Ex: – 2019 – 2019-02 – 2019-02-20
end-date	End date of the affiliation.	Optional. ISO 8601 date, with at least a year specified, and at most day of month. Ex: – 2019 – 2019-02 – 2019-02-20
org-name	Name of your organization	Required, 4000 characters
org-country	Country that your organization is located in	Required, iso-3166-country
org-city	City that your organization is located in	Required, 4000 characters
org-region	Region that your organization is located in	Optional, 4000 characters
disambiguated- organization- identifier	Persistent identifier for your organization, from one of the supported sources GRID or RINGGOLD,	Required  Ringgold Ex: 5228 GRID Ex: grid.455335.1
disambiguation- source	Source of the identifier used in the disambiguated- organization- Identifier field	Required. Must be one of the following values: GRID RINGGOLD
url	URL for a resource about the affiliation, such as this researcher’s contact page in your organization’s directory	Optional, Ex: https://info.orcid.org/orcid-team/

2. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
3. Click Import affiliations from CSV, choose the CSV you created in step 1 and click Upload (it may take a few moments to process the file)
   http://member-portal.orcid.org/assertion
4. The affiliations you uploaded will appear in the list on https://member-portal.orcid.org/assertion
   

Add affiliations manually

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click Add affiliation, enter the affiliation data and click Save
   

3. The affiliation will appear in the list on https://member-portal.orcid.org/assertion
   

Download & send permission links

In order to add data to ORCID records, record owners first need to grant permission to your organization by clicking a personalized link. To facilitate this, the member portal provides personalized permission links that correspond to the affiliation items you’ve added to the portal. 

1. Click Member Tools > Add affiliations (or visit https://member-portal.orcid.org/assertion)
2. Click Download permission links to generate a CSV file containing the email address and personalized permission link for each unique user you’ve added an affiliation item for (as identified by email address). Note: Links are only generated for affiliations with status “Pending” and “User revoked permission”.  Also, if a user has multiple affiliations, only 1 link will be generated.
   

3. Send links to users via email using a mail merge tool to embed the link for each user into an appropriate email template. See Granting permission (researcher view) for the steps that researchers need to complete after receiving the email.
4. After a user (identified by email address) clicks the link to grant permission, all affiliation items associated with that user will be added to their ORCID record and the status of those affiliation items in https://member-portal.orcid.org/assertion will appear as “In ORCID”. The user’s ORCID iD will appear next to their name and the “Modified” date will be updated to reflect the date/time that time was added to the user’s ORCID record.
   

If a user denies access or an error occurs when attempting to update a user’s ORCID record, the Status column will be updated accordingly. See Affiliation Status for details.

If for any reason you need to resend the authorization link to one user then you can copy the link to your clipboard from within the researchers affiliation. 

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Find the users affiliation within the portal
3. Click ‘View details’ 
4. Click ‘Copy to clipboard’ 

Edit affiliations

Edit affiliations manually

You may need to edit an existing affiliation if the affiliation has ended, or if there is a mistake in the data. 

Important! If the user has a new affiliation with your organization (such as a position change) do not edit the existing affiliation to reflect the new position. Instead, update the end date of the existing affiliation and add a new affiliation with the new position title.

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click the Edit button beside the relevant affiliation
   
3. Edit the data as needed and click Save
   
4. If the affiliation status is “In ORCID”, the affiliation will be updated on the user’s ORCID record within a few minutes. If the status is “Pending”, the corrected affiliation will be added to the user’s record if/when they grant permission. 

Editing Affiliations via CSV upload

If you have a number of affiliations to update then you can use the CSV upload.

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click ‘Download affiliations for edit’ to generate a CSV file of all your current affiliations within the portal. The file that is produced contains a unique affiliation ID for each entry, please do not edit this ID.
3. Amend the data for the affiliations that require an edit. This could be correcting inaccurate data or adding end dates.
4. Click Import affiliations from CSV, choose the CSV you created in step 2 and click Upload (it may take a few moments to process the file)
   http://member-portal.orcid.org/assertion
5. Relevant affiliations will be updated in the portal and in ORCID (if already exist).

Delete affiliations

Deleting affiliations with status “In ORCID”

Deleting an affiliation with status “In ORCID” from the Member Portal will also delete it from the user’s ORCID record. This action should only be taken in rare cases:

Case	Should I delete the affiliation?
There are data errors in an affiliation	NO. Edit the existing affiliation to correct the data as described above in Edit affiliations
A user is no longer affiliated with my organization	NO. Edit the existing affiliation to add an end date as described above in Edit affiliations
An affiliation was added to a user’s record in error (ex: the affiliation is for another person)	YES
A user did not begin a position as planned	YES

Deleting affiliations with status “Pending”, “Error” or “User denied access”

Affiliations with status “Pending”, “Error” or “User denied access” have not been added to ORCID, therefore deleting them only removes data from the Member Portal and does not affect the user’s record.

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click the Delete button beside the relevant affiliation
   
3. Click Delete again when prompted
   
4. If the status of the deleted affiliation was “In ORCID”, it may take several minutes for the affiliation to be removed from ORCID.

Delete affiliations via CSV

If you have a number of affiliations that you need to delete then you can use the CSV upload.

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click ‘Download affiliations for edit’ to generate a CSV file of all your current affiliations within the portal. The file that is produced contains a unique affiliation ID for each entry, please do not edit this ID.
3. Remove all the data in columns A-P, which should just leave the unique affiliation ID in column Q
4. Click Import affiliations from CSV, choose the CSV you created in step 2 and click Upload (it may take a few moments to process the file)
5. All affiliations that were included in the upload that just had the unique affiliation ID included would have been deleted from the portal and the users ORCID record if applicable. 

Download report

You can download a report including the details and status of affiliation you’ve added to the Member Portal.

1. Click Member Tools > Affiliation Manager (or visit https://member-portal.orcid.org/assertion)
2. Click Generate report
3. A CSV file will be generated and downloaded to your computer. Sample output:
   

Affiliation Status

Status	Description
Pending	The user has not taken any action (ie: they have not clicked the permission link)
In ORCID	The user has granted permission, and the affiliation item has been successfully added to their ORCID record.
Pending retry in ORCID	The user has granted permission but the affiliation has not yet been added or updated to their ORCID record. This status will be seen for a short while when an error occurred that had been manually fixed.
User denied access	The user clicked the permission link, but chose not to grant permission to update their ORCID record. The affiliation item was not added to the user’s ORCID record.
Error adding to ORCID	A system error occurred either during the process of granting permission or updating the user’s ORCID record. Raw output of the error message will also be displayed; you can send this to ORCID support for help troubleshooting.
Error updating in ORCID	A system error occurred during the process of updating the affiliation in ORCID. Raw output of the error message will also be displayed; you can send this to ORCID support for help troubleshooting.
User deleted from ORCID	The user has deleted the affiliation from their record. You cannot perform any edits. If you would like to add the affiliation again a new affiliation will have to be added in the portal
User revoked permission	The user has removed your organization from their Trusted Organizations lists, therefore you no longer have permission to update their record. You can request permission again by downloading permission links and sending the corresponding link to the user or using the copy to clipboard functionality

Granting permission (researcher view)

1. Click the link/button in the email that you received from your institution
2. You will be redirected to the ORCID signin/register screen. 

Note: If you previously granted your institution permission to update your ORCID record, you do not need to take any further action and you will see the following message:

3. If you have an ORCID account, sign in. If not, click Register now.
   Note: The email address associated with your ORCID account does NOT need to match the address that the email with the permission link was sent to.
4. After signing into ORCID or creating a new account, you will be presented with a screen prompting you to grant your institution permission to update your ORCID record.
   
5. If you would like your institution to update your ORCID record with your affiliation information, click Authorize; if not, click Deny.
6. If you clicked Authorize, a success message will be displayed:
   

If you clicked Deny, an error message will be displayed and you will have another opportunity to grant permission:

7. If you clicked Authorize, your ORCID record will be updated with affiliation information provided by your institution.

Your institution may choose to update this affiliation or add additional affiliation information to your ORCID record in the future. If you no longer want your institution to have access to update your ORCID record, you can remove access in the Trusted Organizations section of your ORCID account settings. 

Researcher FAQ

Who should I contact if the affiliation data added to my record is incorrect?

Please contact the designated ORCID support contact at your organization. This should be listed in the permission request email that you received.

I’ve already added my [ORGANIZATION NAME] affiliations to my ORCID record – how should I manage these duplicates?

At this time, it is not possible to merge affiliation items from different sources in your ORCID record. We suggest keeping the item(s) that list your organization in the “Source” field, as these are regarded as more “authoritative” by other systems that use ORCID data for purposes such as pre-populating forms (for example, manuscript submission and grant application forms).

Resources

Sample affiliations CSV file: affiliations.csv