A publication site can opt to prevent the proxy registration of previously anonymized users without their authorization. When this feature is enabled, the system automatically compares user information entered for a new proxy registration to the stored hashed name and email data of anonymized users by applying the same hashing function to the new data. (Anonymized users' data are securely hashed, are not readable or retrievable by publication staff or Aries staff, and cannot be decrypted.)
Editor roles with the applicable RoleManager permission, Proxy Register New Users, can manually proxy register new users via several links in the system:
If the person being proxy registered has previously requested anonymization, the Editor will see a notification that the proxy registration cannot be completed.
This feature also applies to several processes that perform automatic proxy registrations. When this feature is enabled, proxy registration will be prevented and the Editor performing the action will be notified as described below.
Author List File upload (for invitation to Commentaries and Proposals): The system automatically proxy registers candidates in an uploaded Author List who do not have user records in the publication’s EM database. If an Author candidate on the list was previously anonymized, the Editor will see a system notification identifying the candidate who cannot be proxy registered.
EM-to-EM submission transfer: The system automatically proxy registers the Corresponding Author of a submission on the receiving publication’s site if the Author does not already have a user record in that publication’s database. When a transfer is initiated by an Editor setting final disposition in the Reject and Transfer family, the Author is not presented with the option to select the target publication for the transfer and to authorize registration on that publication’s site. In this case, this prohibition will apply. The Author user will not be registered and the submission transfer will not be completed. The Editor initiating the transfer will see a system notification that the submission cannot be transferred to the selected publication.
Reviewer Finder Service: The system automatically proxy registers a Reviewer candidate when the Editor selects that candidate and clicks the Proceed button on the Reviewer Selection Summary page. Selected candidates will also be proxy registered when the Editor clicks the Go button in the Change Search Type section of the page to carry out a new search. If a Reviewer candidate was previously anonymized, the candidate is not proxy registered. A warning message informs the Editor that the candidate cannot be proxy registered.
Reviewer selection with Proposed Reviewer Import from External Database feature: The system automatically proxy registers all Reviewer candidates returned and lists the candidates as Proposed Reviewers on the Reviewer Selection Summary page. If a Reviewer candidate was previously anonymized, the candidate is not proxy registered and does not appear in the list of Proposed Reviewers. The system sends an error notification to the publication contact email address configured for thi feature that the candidate previously requested erasure.
Go to PolicyManager > Additional Data Policies > Privacy Policy Configuration. Check the box next to the setting, Prevent proxy registration of users who previously asked to be anonymized, and click Submit.s
Note: Enabling this feature will prevent re-registration by proxy only for users who are anonymized after a publication’s upgrade to EM 17.0. The system cannot prevent re-registration by proxy of users whose records were anonymized prior to upgrade.
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