Adding Work Items
Adding Work Items
This guide describes how an organisation’s Technical Contact or designated Organisation Administrator(s) can write works to ORCID records using the Intembeko ORCID Hub. It describes file construction and upload, and editing/updating of records. If your anticipated Hub use differs from the scenarios in the guide please contact us for assistance. Prior to using the Intembeko ORCID Hub, your organisation must be onboarded to the application. If your organisation is not listed on the Hub’s home page, your organisation’s ORCID Technical Contact should request an invitation to onboard. Onboarding involves being authenticated in the Hub, using the Hub to obtain API credentials for your organisation from ORCID, and entering these into the Hub.
Types of works allowed in ORCID records
’Works’ is the generic term used by ORCID to describe research outputs. A large range of outputs is recognised and listed by ORCID here.
| Field | Description |
|---|---|
| Invitee first name (required) | Person to whose ORCID record you are writing |
| Invitee last name (required) | Person to whose ORCID record you are writing |
| Invitee email address (required) | Person to whose ORCID record you are writing |
| Invitee local identifier | A local identifier – e.g. one used by your internal system. |
| Title (required) | The title of the work |
| Subtitle | The subtitle, if relevant |
| Translated title | The title as translated, if relevant |
| Translated title language | Language of the translated title |
| Journal title | This is the title of the main body that the work is a part of – can be journal title, book title, conference title etc. Note that ALL variations are captured under the term ‘journal title’; do NOT change the name of this header. |
| Type (required) | The type of work – for example: journal-article; book-chapter. Must be one of ORCID’s accepted types found in https://members.orcid.org/api/resources/worktypes |
| Publication date | Year, year and month, or year, month and date |
| Description | A short abstract or description of the work. ORCID recommends keeping this below 200 words as this data is not always read by systems that connect with ORCID. |
| Citation type | Citations may be fielded as in RIS, BibTex (preferred by ORCID) – or may be textual (APA, MLA, Chicago) |
| Citation | The content of the citation in one of the formats allowed, e.g. BibTex |
| URL | An external link to the work |
| Language | Language used in the work |
| Country | Country of publication |
| External ID Type (required) | The external ID type of the work; for example a DOI, ISBN etc. Must be one of ORCID’s accepted identifiers found in https://pub.orcid.org/v2.0/identifiers . If you are unable to assign a DOI or ISBN you can use ‘source-work-id’. |
| External ID relationship (required) | (json or yaml file must be used if more than one external relationship identifier is included) SELF (e.g. if your ‘external ID type’ is, for example, a DOI for a journal article). You can also have a PART_OF identifier relationship such as the ISSN of the journal in which the article ispublished). A SELF identifier is mandatory. |
| External iD Value (required) | This is the identifier value, i.e. the ISBN of a book or the DOI of an article, or your internal sourcework-id. |
| Identifier URL (external ID URL) | The url that an identifier resolves to. ORCID will auto-populate if an identifier type is recognised. |
| Contributors (json or yaml file only, if more than one contributor to be included) | Describes the role of the contributor. Can be: author / assignee / editor / chair-or-translator / co-investigator / co-inventor / graduate-student / other-inventor / principal-investigator / postdoctoral-researcher / support-staff(Hyphens are essential) |
| Contributor-sequence | Can be ‘first’ or ‘additional’ only |
| PUT code | Use the PUT-Code if you wish to update an item. The code can be obtained by exporting the task from the Hub once the entry is written to the ORCID record. By writing information using a PUT code the row of information in your fileoverwrites the specified item in the user’s ORCID record rather than creating a new entry. |
Using the Hub to write works to ORCID records
Uploading files and activating them in the Hub generates email to your researchers and contributors, inviting them to give your organisation permission to access their ORCID record.
Uploading files to the Hub
If the researcher(s) have not already given you permission to read from/write to their ORCID records, perhaps from you writing an affiliation entry to their record, then prior to uploading and activating your file in the Hub, and according to your organisation’s normal communications procedures, you should contact them in advance to let them know that you intend to write works information to their ORCID records. You must explain that they will be receiving an email from the Intembe ORCID Hub, and the date on which you intend to upload your file. By doing this, your research community will be expecting the Hub’s email and be less likely to delete it as spam. To upload ‘works’ file to the Hub log-in and go to
Tasks >Upload works …upload your file…>activate all This will either
- send an invitation to those people whose ORCID records you wish to write to (Figure 5) OR
- if the researchers have already given your organisation permission to act on their ORCID records, the works record will immediately be written, with your organisation as the source of the information.
Editing records using the Hub’s web-form feature
You can edit information written to ORCID records in the Hub directly using the web-form features.
Any information can be edited while the task is still active, but some edits can also be made after the
task has expired.
If the task is still active in the Hub, navigate to it via