Set Up and Use ORCID Integration

Configuring the Open Researcher and Contributor ID (ORCID) integration connects SmartSimple to the ORCID API so administrators can import ORCID records to user profiles and manage ORCID funding data. SmartSimple uses version 3.0 of the ORCID API for this integration. Setting up the integration requires Global administrator access in SmartSimple. For field definitions and mapping values for ORCID funding records, see ORCID Funding Field Definitions and Mapping.

Who: Global administrators configure the ORCID integration. Users connect and import their own ORCID record, and internal staff or reviewers view ORCID data on user profiles.

When to Use the ORCID Integration

Use the ORCID integration when:

• Users need to authenticate their ORCID iD so SmartSimple can import an accurate ORCID record to their profile.
• Staff or reviewers need to view a user's research activity, such as funding and works, directly on the user's profile.
• An application form or progress report form needs to pull researcher data from ORCID, which SmartSimple stores in JSON format.
• Staff need to add or update funding records in a user's ORCID record based on a workflow, such as a change in grant status.

↑ Back to top

Configure the ORCID API Connection

Setting up the ORCID API connection involves three steps: creating an integration key in SmartSimple, completing the ORCID Member API application using the values from that key, and returning to SmartSimple to finish the key with the credentials ORCID issues. Complete the following sections in order.

Create the ORCID Integration Key in SmartSimple

To start the ORCID integration key in SmartSimple:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Integrations tab.
2. Locate the Services Settings section, and click Integration Key Management.
3. Click the New Integration Key [+] button.
4. Select ORCID from the Type drop-down menu.
   • This screen displays the Home Page URL and the Redirect URL that are copied into ORCID.

↑ Back to top

Complete the ORCID Member API Application in ORCID

Each SmartSimple instance requires its own ORCID Member API application.

To finish the ORCID Member API application on ORCID's site:

1. Locate the Home Page URL and Redirect URL on the integration key in SmartSimple. 
   • The Home Page URL identifies the SmartSimple instance. For example, use a URL such as https://alias.smartsimple.com. This is the URL used to access the SmartSimple instance.
   • The Redirect URL is the callback page for the SmartSimple instance. For example, use a URL such as https://alias.smartsimple.com/links/orcid/callback.jsp. This URL differs for each SmartSimple instance since it must match the URL used to access that instance.
2. Copy the Home Page URL and the Redirect URL into the corresponding fields in the ORCID Member API application.
3. Refer to the ORCID API application for more information.

Once ORCID approves the application, it issues a Client ID and Client Secret, which are entered in SmartSimple.

↑ Back to top

Finish the Integration Key in SmartSimple

To finish the integration key set up, return to the ORCID integration key created in SmartSimple:

1. Click the Client ID field, and enter the Client ID from the ORCID API application.
2. Click the Client Secret field, and enter the Client Secret from the ORCID API application.
3. Click the ORCID ID Field, and add the user custom fields that will store the ORCID iD.
4. Click the ORCID JSON Data field, and add the custom field to store the raw data of ORCID profile pulled from ORCID in JSON format.
5. Locate Import ORCID Data, toggle the relevant option on, and then click Save.

↑ Back to top

Enable the ORCID Tab on User Profiles

SmartSimple imports a user's ORCID record to a profile field, storing the data from ORCID in JSON format.

To enable the ORCID tab in SmartSimple:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
2. Locate the General Setting section, and click Standard Fields.
3. Click ORCID, and update the configuration to permission the applicable roles and statuses.

It is recommended to include instructions and messaging on the Profile Main tab. Sample templates for this messaging are available.

↑ Back to top

Configure Roles for ORCID Import

Enabling ORCID import for a role gives users with that role the option to import their ORCID record on their profile.

To enable ORCID import for a role in SmartSimple:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
2. Locate the General Settings section, and click Roles. 
3. Click the edit [pencil] icon for the role that needs ORCID import enabled.
4. Toggle Enable ORCID Import on.

↑ Back to top

Map the ORCID Funding Fields

Each ORCID funding field is mapped to a SmartSimple Level 1 field on the specific UTA/module before funding data can be pushed to ORCID.

To map the ORCID funding fields in SmartSimple:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Connectivity tab.
4. Locate the Service Settings section, and then click ORCID Funding Field Mapping.
5. Select the corresponding SmartSimple Level 1 field from the drop-down menu for each required ORCID funding field.
   • Fields marked with a red asterisk are mandatory.

For the full list of ORCID funding fields, their accepted values, and the corresponding Level 1 mapping, see ORCID Funding Field Definitions and Mapping.

↑ Back to top

Create the ORCID Funding Push Task

Pushing funding data to a user's ORCID record requires a workflow task type configured on the Level 1.

To create the funding push task in a Level 1 workflow:

1. Create a new task type in a Level 1 workflow named Push Fund Data to Users ORCID Record. This task can be added to an existing workflow.

↑ Back to top

Import an ORCID Record to a User Profile

When a user logs into their portal without having previously imported an ORCID record, a message on the portal instructs them to navigate to the ORCID tab on their profile to connect their account.

Connect to ORCID

To connect the profile to ORCID:

1. In SmartSimple, navigate to the ORCID tab on the profile. Instructions on this tab introduce ORCID, explain why access is being requested, and describe how the data will be used.
2. Click Create or connect your ORCID iD.
   • A new ORCID window opens for the user to create an ORCID account or log in to an existing one, using OAuth to authenticate.
3. In the ORCID window, enter the ORCID account credentials, and then click Authorize access.
4. Click Continue to import your ORCID data.
   • The data is refreshed automatically, and a thank you message appears. The user can close the ORCID window at any time. The ORCID iD is stored in the field designated in the integration key configuration, and the imported data is stored in JSON format in the same configuration.

↑ Back to top

Manage the Imported Record in SmartSimple

To manage the imported record in SmartSimple:

1. Click Re-Import ORCID Data at any time to refresh the profile with updated ORCID data. The Last Imported date updates when the refresh finishes.
2. Click Unlink Account, and then confirm the prompt. The ORCID record information is removed from the ORCID tab immediately.

↑ Back to top

Imported ORCID Data on the Profile

The profile displays an overview of the imported ORCID record, including a count of funding types and works, with details of each listed below. Funding records that do not include a year or amount are excluded from the chart, and a message notifies the user when this occurs. An ORCID iD icon appears at the top of the page next to the profile name on the ORCID tab. The icon links to the user's public ORCID record and displays the ORCID iD and the date it was last imported.

↑ Back to top

View Another User's ORCID Record

Internal staff and other roles with permission to view a user's profile can see the user's ORCID data on the ORCID tab. If the user has not yet connected an ORCID account, the tab displays a message indicating that the account is not connected. The user must log in and authenticate their own iD before the record can be imported. After the user connects and imports their ORCID record, staff with profile access can view the imported ORCID record on the same tab.

↑ Back to top

Add or Update a Funding Record in ORCID

Adding or updating a funding record requires an authenticated ORCID iD, and the user must have granted permission for SmartSimple to make updates to their ORCID record.

To add or update a funding record in ORCID:

1. Add the applicable data to the Level 1 funding record fields in SmartSimple.
   • ORCID verifies the Funding Agency Identifier Link against the CrossRef list.
   • Not every field on the Level 1 record is required for the ORCID funding record.
2. Select the applicable contributor role from the drop-down menu for each Level 1 Contact. ORCID supports the following roles: lead, co-lead, supported-by, and other-contribution.
3. Trigger the workflow in SmartSimple to send the funding information to ORCID.
   • SmartSimple sends the data to ORCID, where it populates the user's ORCID record.

For the full list of accepted contributor role and field values, see ORCID Funding Field Definitions and Mapping.

↑ Back to top