 late in the afternoon and for others it might be just the midday. So anyways I hope you enjoy a coffee or a tea as part of this coffee lecture. So my name is Paloma Marina Raipa and I work at Orchid as engagement manager for Global Consortia. The Austrian Consortium is one of the consortia I work with and here you have also my contact details if you need anything from me either via email or social network and today we're covering integrating Orchid in repositories and create systems. So let me first of all begin with the overview of what I'm planned to talk today and of course you can use the Q&A section during the whole presentation and also at the end the way you prefer. So first of all we're going to provide a brief overview of Orchid then in general some ideas about integrating with Orchid and we will then be a bit more precise with integrating with Orchid in repositories and then increased systems and for each of those cases I'm going to provide some examples as well of institutions that have already done it and we will have I hope plenty of time for Q&A at the end. So I assume that most of you are familiar with Orchid but an apologies if I'm repeating information that you already know but for those of you who aren't that familiar with Orchid, Orchid is an independent not for profit organization which is open to participation by all both researchers and also organizations and the registry was launched in 2012 so 12 years ago and currently we work only sustained by the fees of our member organizations everything that we do is guided by our values and funding principles and Orchid is also community governed by a board of directors that are elected and representatives of our membership and community this year we have a strong presence from Ukraine also South Africa and Latin America, Colombia and Chile joining our board so we are very happy about that as well again you probably are familiar with Orchid's mission but the main idea is to enable transparent and trustworthy connections between researchers and their contributions, affiliations and other activities by providing a unique persisting identifier for individuals that's the Orchid ID and individuals can use the Orchid ID as they engage in research, scholarship and innovation activities remember that the Orchid ID is only for researchers so institutions can't have an Orchid ID but institutions can use the API integrating with Orchid as I'm going to discuss in a couple of slides. Orchid in general Alliance provides three main services the Orchid ID as mentioned the unique persistent identifier for researchers then the Orchid record or Orchid profile if you prefer that is the page where we have the information about the researcher connected to the Orchid ID and this includes employment, education, funding, peer review, research outputs and other metadata so don't understand please the Orchid record as only a list of publications it is more than that and then we have the APIs as well as the services that support all our communities of practice to enable interoperability between the Orchid record and the system of a member organization and here is where we are discussing the integration part currently the adoption is worldwide so we have users in almost every single country on the planet and currently we have more than 8 million active records which means IDs that have been used in the past year and also member organizations in 77 countries including 27 national consortia and a regional consortium in Latin America and in total we have more than 5000 systems that are integrated correctly using the member API researchers are always in the center of what Orchid does which basically means that researchers are going to always share their ID in a secure way so that then the different institutional systems or publisher system profiles or funder systems can connect and via or using other persistent identifiers for institutions for outputs for funding the information is going to be connected and this is where the magic happens and when things go automatically after those permissions and securely sharing of the ID a very common question as well is that okay researchers are in the center and everything is researcher controlled but what happens with data quality if we rely on the on researchers so we basically aim to balance these two things and we've established a list of different controls and ways to basically achieve these on the one hand researchers control their own record and there's they set their visibility settings and priorities and and and all preferences and organizations after researchers authentication can only update the information that was added by that organization they can't modify information added by others and when it comes to data quality apart from a list of terms to prevent misrepresentation and procedures in order to avoid or even delete false data and spam then we also need to consider data quality as something that accumulates over time so the more data is added to the orchid registry in a trustworthy manner or a validated manner the the better the quality of that data is going to be so whenever you are adding data to the orchid registry please add it in the quality that you would like that data to be read for a flowback into your system so now let's go actually to the topic of this coffee lecture which is integrating with orchid as mentioned integrations are key to the writing value from orchid but let's clarify a bit what an integration is and what we're talking about when we refer to integrations so an integration is a way to connect the orchid registry with an institutional system using the orchid API when I mentioned institutional system I'm also referring to publishing system, thunder system, profiling etc an integration requires always the users authentication and it can be done also with the public API when it comes to authentication and when it comes to read data and if the organization is using the member API then it is also possible to enable data synchronization with orchids which means basically that the organization can add data to the orchid registry and also read data from the orchid registry and it is very important to remember that an integration is not looking up data in the orchid registry and it is not adding orchid IDs manually or adding information from a bulk file integrations require always the authentication of the user because the authentication part is central in a user control process so whenever we have established authentication between two systems then what is going to happen is that users log into the orchid account to ensure basically that that application connects to the correct orchid ID this is why we also refer to authentication as securely sharing your ID because here you are going to connect the researcher correctly with the corresponding orchid ID then we will have information about who is asking for that authentication process here I've used the example of a nostril institution that connects orchid in their crisis system and then we have some information about which permissions are given or asked so the researcher knows in every single moment what type of information is asked or is going to be modified collected etc here for example we have an integration that is asking to add or update research activities that can be words affiliations peer review etc also nonsensitive personal information such as country or or keywords or other identifiers of that researcher the integration is also asking trust to read trust data and also to get the orchid ID so when we are thinking of integrating with orchids we have basically three ways of doing it the first way is using one of the existing certified service providers we are working with several providers in order to guarantee that they have a an integration with orchid that fulfills orchids best practices some examples here might be the space criss or simple elements or open journal systems then institutions have also the possibility to develop a custom integration particularly if the system that they have internally at the institution is self-developed and is not based on a an existing service provider and then the third option which is available for consortium members is adopting the affiliation manager which is a tool that allows a consortium members to using a CSV file update affiliation education and professional activities data for researchers I'm covering now the very first option which is use a certified service provider this past year 2023 sorry for the lapses we basically relaunch the certification program containing best practices and and for that we focus on four potential workflows that normally our organizations use those are the manuscript submission systems or journal systems research information systems like crisis and repository systems and also grant facility and application management system currently this is the list of our certified service providers and we are working on certifying many more as well if you if you own or would like to have another certified system or you want to learn more about this please reach out to us because we are more than happy to to cover those certifications and the second option is as mentioned developing an integration that is customized this can take a bit more time and effort but we are here to help with the process and the main difference between a custom integration and a service provider is that point one till four we do this directly with the service provider instead of the institution and then in an institution using a service provider can jump directly to the integration with member api credentials while a custom integration we go with the institution through the different steps of talking about integration plans testing in the sandbox server inform about integration best practices and minimum requirements and then also demo the integration in general lines when we've been talking to a member organizations that have developed a custom integration they refer to 45 to 60 hours of technical work including testing from the time they begin preparing the integration until they launch it and finally the affiliation manager which is mentioned is a tool that doesn't require any previous IT knowledge or any programming skills because you're going to work with a with a CSV file and then a tool that is hosted by wicket in the system after uploading the CSV file then you have the possibility to send emails asking for permissions directly from the system researchers will need to grant those permissions the same way we've seen with the authentication phase and then the corresponding affiliation education or professional activity entry will flow to their orchid records and the institution will have the authenticated ID also for effort so now let's focus a bit more on the part about integrating orchid in repositories particularly referring to those best practices that I was talking about earlier which were developed in the context of service providers but actually are applicable for repositories in general so of course we work with these best practices when we talk to service providers for repositories let's say this pays e-prints etc but also if you are developing an integration in your own repository those are guidelines to bear in mind as well basically it is a must that there is a workflow authenticating the authors and contributors orchid IDs so the researcher that is going to interact in the repository then it is very important to collect those permissions as mentioned ideally the system will collect also authenticated IDs for contributors not only for the main author or the first author and then the orchid ID should be displayed in the hosted research output regardless whether that's a publication or a dataset software entry etc and whenever the metadata is sent from the repository to another platform for example from the institutional repository to OpenAir it is important that the metadata that the authenticated information is passed together with the metadata and then of course writes information to the orchid record whenever possible ideally also best practices for repositories are that data from orchid is used to populate the the repository if that's applicable and also that admins can associate orchid IDs with authors and contributors after the authentication process one example at a you know an institutional level is the disk space integration that's the federal University of Rialandia in Brazil has in this case as you can see here a researcher can connect their orchid ID in the login options so it's the fourth option there and then they are allowed to send permissions to the repository and the repository will write data to the corresponding orchid ID in the particular case of the federal university of Rialandia this data writing is used in order to work with visits and dissertations mainly also other type of outputs but this is one specific case and as you can see in the image down below the source is the federal University of Rialandia in particular the institutional repository these ads are what we call the trust marker and it is part of the trust built over time that I was referring at the beginning basically because whenever we are reading this information we are going to see that it is the university the federal University of Rialandia adding that information therefore we can guarantee that the person actually wrote that thesis in that institution and it is not information that is completely vague or even fake let's move now to the situation with Chris systems following the same pattern we've developed focusing on service providers a set of best practices to integrate orchid in a research information system but if you have your own research information system that is completely self-developed you can also use these as as a guideline for best practices again here we need to have a process to authenticate researchers and collect authenticated orchid IDs and the corresponding permissions the permissions are they are super important because they are going to help and they are going basically to determine whether we are able as an organization to interact with that orchid record or not then the IDs should be displayed ideally data from orchid is going to be used to populate the researcher profiles and discover new researcher activities so reading data from funding entries or from works so that's you have all that information in the corresponding research information system and then as employment or education information to the researchers orchid records and if applicable words and funding awards as well and then ideally here in the in increased systems or research information systems there should be a link to the researcher profile in the research information system to connect to the orchid record and then if possible and if there is this connection internally if you have a visiting researcher that they are allowed to cover this workflow as well and as in the case of repositories administrators after authentication they can also associate IDs with other authors and contributors here to pick an example of the institutional level I'm going to use the space Chris of in this case the at the University of Bamberg in Germany so you see the space Chris interface on the left part and the orchid ID correctly linked and displayed there after the authentication of the author and on the right part you see the entries added first of all and employment with the source our University of Bamberg and then also a conference paper so a piece of work or an output added to the system also the source here is at the University so the data that is asserted employment education and items in the works section and in both cases this trust marker is added a similar process happened for example with the Chris system are pure if you're using pure from Elsevier you will also have the the connection between scope whose ID that's available in the in the pure instance added to the orchid record Chris systems are not exclusively at an institutional level we can also have them at a national level and here I'm showing the example of the Finnish national Chris research research dot fee or at I and basically they also use orchids to facilitate metadata reusability so as part of the researchers profile to the researcher is able to connect securely with authentication the orchid ID and then at the data flow that way as well and they are currently working in order to export data from the research fee to the orchid record as well and our work related to repositories and Chris system doesn't stop here and that's the good part so we keep working to support trustworthy connections between orchid and then institutional and national Chris systems and repositories so we basically have a continuous work with Chris and repository service providers regardless whether the repository is more like a publication repository or it's a data repository we keep working in that direction if we if we talk to open source providers that have global coverage then we also promote the global participation fund so I also welcome you to check the global participation fund because we have funds for for community building but also for technical development focus on open source solutions and tools so this can be of interest for many of you then we also have work with national Chris instances worldwide for example the Peruvian Chris or the Ukrainian Chris or the Norwegian Chris GVA and also if you don't use an existing provider like this space this space Chris OGS it brings etc but you're developing your own solution or you are integrating orchid in your own solution we also keep supporting organizations in that process and with that I would like to thank you all very much I've seen several questions in the Q&A and chat so we have as promised several minutes to cover those actually half an hour which is great so thank you very much for the interest thank you so much for the moment that was excellent let's maybe start with Q&A then we'll address a question in a chat so the first one is from Sergio the affiliation certifying option for affiliated institutions can relate with Roar is a Roar integration yeah so thank you very much Sergio for the question actually Roar research organization registry for those of you that are that aren't familiar with Roar is the identifier that we use in order to assert affiliations so if an organization has an integration with orchid and they would like to write affiliation data regardless if they are using the affiliation manager or if they are using their own integration then the identifier to use is Roar also if you don't have a Roar ID for your organization you can register it is completely free of charge and if a researcher goes to the orchid record and wants to add their own affiliation manually also the information data is based on Roar so what we do at the moment is every three weeks we read the data from Roar so if a new Roar ID is created we include that into the data that we display same with updates in Roar imagine that we have an institution and the name is in Spanish but in Roar is in English so it's this plain let's say instead of Universidad de Buenos Aires Buenos Aires University then researchers aren't able to find that correctly then it is updated in Roar and then we update that in our system as well. Thank you very much. And Iransu is asking is this phase 7 going to be one of your service providers for the member API? Yes when would it be working? This phase 7 in the version 7.3 and onwards is already or better say it was certified in the previous version of the certification so currently the same workflow as I was describing applies there are some details to be improved and if I'm not mistaken they are going to be improved during this year so that this phase 7 works completely under the new certification program but yes so if the institution is using this phase 7 they can completely move forward and there are there is plenty of documentation about this phase 7 so the integration with ORCID and this phase 7. So then Maureen is asking do you have specific certification providers? We applied for certification to their CTS so if we are interested in the integration of ORCID ID is the CTS certification? Maureen I'm not sure about this CTS certification so if you can write me an email about the case specifically the my email address is the core trust seal okay sorry so the core trust seal is separated from the ORCID certification and as part of the core trust seal there is no reference to to ORCID the core trust seal is basically for trustworthiness in repositories in general lines and the ORCID certification might or might not be included as part of that as part of that repository so if you want to have an integration in ORCID and your and your repository that's a separated workflow so it's not related you can have an integration with ORCIDs and not being a core trust seal certified or the other way around as well or you can be both Maureen Absolutely then Isabel is asking if we are not an ORCID member institution could our Dispaced Chris repository read information from researcher ORCID records? The answer is yes so Dispaced Chris as well as Dispaced works with both the member API and the public API so the only thing you will need to do is generate the credentials for the public API and then researchers are going to be able to share the ID with authentication and then you will be able to read public information as well so the answer is yes the thing that you won't be able to do is write data to the ORCID records but you will be able to read information There is also a follow-up question from Maureen maybe we should address that why we haven't switched to another topic yet my question is what do you consider certified repository So here what we are certifying is not the repository what we are certifying is the integration so how that repository is working with ORCIDs and the API so the criteria are the ones that I was mentioning so then as mentioned the repository platform can be trustworthy and a certified repository platform but might not have an ORCID integration so what we are certifying with ORCID is the the integration so that interaction via the API not the repository per thing Thanks a lot and the next question is is it possible to make the connection between the ORCID content and the Chris persistent and auto sync that also gives one the permission and then the systems can communicate new content both ways anytime like it seems to be available between ORCID and data side crossref currently will it it will it only be one time sync between systems launched at the time of the also action the answer here it it depends so this basically depends on how that connection is established what we have seen with several integrations with ORCID is that either the system the the Chris system or the repository when there is new information they send this new information to to the ORCID record following more or less as you are mentioning in the question the same pattern as data side or crossref when they auto update or what we've also seen is that the the platform either the Chris system or the repository establishes a period of time for a batch upload so every month or every two weeks or every two months depending on how it is configured new information is added to the ORCID registry if available ideally it would be on a synchronization basis so whenever the system has new information it is added to the to the ORCID record but yes so the answer is it is possible but depends on the configuration of the platform excellent I see a follow-up question and that so the the other way around bringing new ORCID content into the Chris same procedure so there are some systems that read the ORCID record with a regular activity let's say every month or every two weeks they read the the API just to check whether there is new information or not and others what they do is establish a webhook notification so basically whenever there is new information on the ORCID record the system receives a notification indicating that there is new information available and then the system sends that's that call to ORCID to read that information thanks a lot and the next one maybe too technical for this meeting but in symplectic ORCID carries the nodes field over to the BipTec citation in the ORCID record is there any way we can alter the BipTec citation elements to exclude the nodes or do we just need to go through all the nodes and remove any information that we don't want displayed in ORCID I am not entirely sure about the answer for this question so basically symplectic elements as a service provider should offer the possibility to correct the information you're sending to an ORCID record but that might be something as it looks like in a specific case that might be something we need to look at with more detail so Mel if you can send me an email with the with the situation then we can explore it because right at this moment I don't really visualize exactly the the process you're referring to thank you and the next one is we use ORCID IDs in our CRI system and we would like to push our records to ORCID are there any guidelines or recommendations on which level researchers should give their consent in our system for the ORCID expert for example should we ask for publication type or for each entry in our system or does ORCID recommend pushing all entries to ORCID let me briefly share back my screen because I can answer this a bit better with the authentication page being displayed so just a second okay so when a system asks for permissions what researchers are going to be presented is something like this as mentioned so the permissions are asked for every research activity as you can see here in the first line add update your research activities and this includes works all work types all affiliations oral funding all peer review etc so in the case you are mentioning there is no specific guidelines saying we prefer only this type of work type or this type of affiliation this is up to the institution to decide and of course you're more than welcome to talk to us about exactly your plans and what do you want to do in general lines ORCID is a platform where all the metadata can be included so we don't recommend that you only add a type of work or a type of affiliation if you have information about publications if you have information about data sets software artistic performance etc everything is is welcome it is true that some institutions create kind of an intermediate interface for the researcher on their own to select which information they would like to add to an ORCID record because sometimes they might have I don't know maybe a conference abstract they don't want to have publicly available so that's an option for the institution but from our point of view every single output information is more than welcome thanks a lot next one is from isabel is there a user group where I can ask questions about the use of public api in this space crease yes I can what I can do is sharing the link to our api user group or maybe Fran can add that in the chat for everyone to have it we have a public user group for the api let me it is there it is added right now in the chat and you're more than welcome to join that group and of course interact with the community about the integration and the use of the public api we don't support the public api directly but we use always that that group and then when it comes to the this space crease configuration per se that should be the lyricist community that is the host of this space who works with with that thanks a lot then Guldkin is asking is it possible to make full testing before institutional membership data synchronization etc with our crease system yes it is not only possible it is even something that I strongly recommend that that you test as much as you can yes so the sandbox testing server is available for everyone regardless if you're a member or not and you only probably Fran can help me adding the link here in the chat as well you only need to request sandbox credentials and and begin testing you don't have to be a member for that thanks a lot that's excellent there is a question is there a possibility of uploading a cv to my orchid account for the metadata to be updated there is no way to update a cv but what it is possible is if you have all your publications or outputs in a bi-tech file you can upload the bi-tech file on the interface directly and and then all your publications are going to be completed but not a general cv thank you then there is another question hi Palomo many thanks for all the information you shared may ask you the following in case we would like to set up a production member api to pure a short description of our client application is needed the related orchid FAQ page says this text will be displayed on the asterization screen with question mark I come to your integration users a short description of integration is required for us it's not clear who will see the short description the orchid user who'd like to synchronize their data or we as labor variants let me use a screen sharing again to answer this question as it is probably easier for for everyone and a bit more visual so if I'm not mistaken and if I understood the question correctly I'm just sharing right now my screen this is the sandbox api credentials form but it will be the same for the member so the only thing is the sandbox doesn't appear here so this question if I'm not mistaken refers to this short description of your client application am I correct yes so in this case this is only a description of the application in this case a criticism based in pure that we use for internal purposes to understand a bit more what this integration is about but it's not related to something that is going to be used for researchers authenticating in your system or for any other purpose it is basically only to understand the type of request we are we are receiving excellent and we also have some questions in the charts when you started your presentation you were explaining a difference between lookup and synchronization and Guido was asking I don't understand the difference between the lookup and synchronization synchronizing requires lookup thank you for for that question so when I refer to an integration it is always including these authentication part and then I'm referring to synchronize information for that orchid record in particular so you get the authentication you get the permissions and then you are allowed to read information from that orchid record and also write information to that particular orchid record where what I'm referring to what I'm referring to when I speak about lookup is the possibility to simply search on the orchid registry or pick the public data file and update or upload in a bulk all that data to your system or enter the name of the researcher without an authentication and read all that information into your system that's that's the part about lookup that I'm referring to without the authentication process thanks a lot then Janeric wrote that Norwegian institutions could get in touch with him if they have questions about national integration and then thank you for correcting the name so I I said it wrong I said gva and it is nva the the national Norwegian crisis system and Paul is asking for sharing a contact because I would like to ask for a training for the consortium members yeah so my email address is is there but it is also added to the first slide of the presentation so given that we are sharing the slides you can definitely write me a message and there is a question in a q&a florian is asking can integrated crease request appearance on the search and link list in the orchid profile work section so here these are two separated things one is the is a search and link and another thing is an institutional integration so the search and link is not open to every single institution or every single repository integration it is open to certain type of platforms so for example platforms that have a national or an international coverage let's say at the moment cross red or or scopus or the german national library etc so the the search and link wizard is not a section opened for every single crisis system in any case we are finishing some guidelines for search and link results as well following the pattern that I've mentioned for repositories and crisis so there might be the case that the particular integration you're referring to actually qualifies for a research sorry for a search and link wizard but this is not something for every single integration with orchid excellent guido is also saying maybe it's not the scope of the session but in case you know how many pharma companies have orchid integrated when dealing with external and internal scientists and I don't have all the data I know that open pharma has worked very closely with orchids using orchid for for researchers related to their field but there are a couple of colleagues of mine working more with the pharma industry so I hope that we can provide more details about that soon for the time being is open pharma and they have been super supportive of orchid as well thank you so much I don't see any other questions so if you will still have questions colleagues you you have maybe a couple minutes more to answer let's see Gultikin is asking could you share with us what kind of benefits an institutional research you may have from orchid institutional membership from university management saying that orchid membership is free for researchers why do we need to become a member that's a very good question actually so it is true for researchers the orchid idea is for free however if you want as an institution to interact with the orchid record then and write data to the orchid record then an institutional membership is required basically the main point is to be able to add those trustworthy data to orchid records and the validated information with that also the visibility of the institution is increased as the as the source of that information is going to be the institution then we also have several types of reports for member organizations in order to be able to monitor better the information that is added to the orchid record the the researchers that are connected to that institution etc so but also if you would or if you want to communicate more with your member sorry with your management at an institution we have also a page specific for universities and research institutions that i'm adding here in the chat where you're going to see other benefits as well detailed and and maybe this helps with conversations with your with your management thank you so much and there are also many thank you messages in in the chat and yes you will receive a link to slides after this session thank you so much paloma it was written in the chat that you are a great speaker and indeed you explained everything very very clear and so thank you all for for listening of course the slides are going to be shared i will share with Irina the last version and she will be able to share that together with the recording and of course i'm available for for questions if you need them and yeah i hope you enjoyed thank you so much and thanks a lot christian martin from for helping to organize this session it was excellent then wishing everyone a good day evening morning whenever you are and expect an email from me with a link to slides and recording in case you want to share the recording with your colleagues thanks again for joining and spending this hour with us it's very very useful thank you so much stay well everyone have a very nice rest of the day bye thank you bye