Configure Proxy Registration

The Proxy Registration feature allows authorized Editors to create a registration for another user (e.g., a Reviewer who is going to be invited to review a submission).

Proxy registration can be done in three areas of the publication's site:

Register New User link appears in the Administrative Functions section on the Main Menu and on Search People pages
Register and Invite New Reviewer link appears on the Select Reviewer results pages.
Register and Invite New Author link appears on Author selection pages when inviting Authors to respond to a proposal or when soliciting commentary on a submission.

The Editor must enter name, email address, and any other information required by the publication. The Editor can assign the new user's role(s) during the proxy registration, which makes the new user immediately available for invitation (to review or contribute).

A letter (associated with the Proxy Register New User event) must be sent to the newly registered user. The letter contains notification of the registration, a system-generated username, and a link to create a password. The registering Editor may send the default letter or customize the letter before sending.

A link in the email notification (using the %PASSWORD% merge field) takes the new user to the Update My Information page to verify contact information, create a password, and complete any additional required registration information. (If the security question feature is enabled, the user goes first to the Registration Questions page to select a security question and enter an answer, and then directed to the Update My Information page.)

Note: Proxy registration cannot be used when an OpenID Connect SSO is enabled for a publication site.

To configure:

Configuration requires assigning permissions (enabling roles to perform the proxy registration), creating letters to go to the proxy-registered user and the publication office, configuring an ActionManager event, and configuring the proxy registration process.

Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:

Proxy Register New Users

To set up the letter, go to PolicyManager > Email and Letter Policies > Edit Letters. The letter templates should include Journal Office Notice of Proxy Registration and Proxy Registration Notice to Registrant. These can be edited, or you may create new letters (click the Add New Letter button). For details on letter configuration, see Create Letters.

Two merge fields are specifically for use in proxy registration letters. (These merge fields should be included only in letters that are not connected to a submission.)

%PROXY_REGISTRATION_OPERATOR% inserts the First and Last Name of the person who performed the proxy registration. For use in the proxy welcome letter, and in a letter to the publication office alerting them to the Proxy Registration.
%PROXY_REGISTRATION_EDITORROLE% inserts the Editor Role of the person who performed the proxy registration. For use in the proxy welcome letter, and in a letter to the publication office alerting them to the Proxy Registration.

To associate the letters to events, go to ActionManager.

For the office letter, find the Letters link for the role(s) to receive this notification. Go to Registration > Proxy Register New User, select the applicable letter from the drop-down menu, and click Submit.
For the new user (Author), go to Author Letters > Registration > Proxy Register New User, select the applicable letter from the drop-down menu, and click Submit. Note: The sending of this letter is optional. To enable the system to require the sending of a letter at the Proxy Register New User Event, contact your Aries Account Coordinator.

For details on associating letters and events, see Link Letters to ActionManager Events.

To configure the proxy registration process, go to PolicyManager > Registration and Login Policies > Configure Proxy Registration. This page features several sections.

Configure Fields for Proxy Registration: Check the box in the Required column next to each field that is required to complete proxy registration. Check the boxes in the Hidden column to hide fields. Fields with neither box checked are displayed as optional. (Recommendation: For security purposes, Editors cannot authenticate ORCID identifiers via proxy, as the authentication process requires a full login to the ORCID website; therefore, it is recommended that the ORCID identifier field not be available to the Editor during proxy registration.)
Classifications and Keywords: Select the appropriate radio button(s) to make them Hidden, Optional, or Required. Designate minimum number (optional).
Customize Proxy Registration Instructions: Enter any special instructions for each event.

When finished, click Submit.

Note: The Configure Proxy Registration page may not be available in PolicyManager for publications with background proxy registration security features enabled.