Auto-fill Co-author details if they have an existing account

Describe the problem you would like to solve
Co-author data has to be added manually which is time-consuming and prone to errors

Proposed Solution
When adding co-authors to a submission, search by e-mail address for already existing accounts and add the user data (name, affiliation, ORCID iD etc) into the “Add Contributor” form.
If no user can be found, provide an option to enter the data manually.
An email can then be sent to the co-author with a link to confirm their co-authorship.


  • makes submission process easier and faster

  • less prone to typos

  • co-authors that already have an OJS account with an authenticated ORCID iD do not have to go through the authentication process again with each submission (faster confirmation of co-authorship with a confirmation-link sent in an email)

  • long-term:

    • opens the possibility to introduce centrally collected ORCID iDs, e.g. via institutional sign-in (Shibboleth) which means even less work and authentication processes for authors

Up for discussion

  • since user data would be displayed to anyone who is submitting, this might run into GDPR issues? (solution could be a consent form upon user registration)

Hi @lenare,

An invitation-based feature is planned for OJS/OMP/OPS 3.5 as part of the GDPR compliance work that our friends in the CRAFT OA project are undertaking (thanks TIB and the Federation of Finnish Learned Societies.

Essentially the primary author will be able to suggest co-author metadata, but in the process they’ll have to enter an email or ORCiD for that co-author. Based on that contact information, the co-author will receive an invitation to have their data added to the submission, and they’ll be able to confirm/revise the data before that happens.

Alec Smecher
Public Knowledge Project Team

Thanks @asmecher, that’s good news!
Is there already a branch or issue I could follow and (if my time allows) contribute?

Hi @lenare,

It’s not its own specific issue, but it’ll be implemented as part of these two:

Alec Smecher
Public Knowledge Project Team


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