docs: enhance documentation for ROR support in institution and project creation

Author: whomingbird

help/user-guide/adding-admin-items.md

@@ -23,5 +23,24 @@ To create a profile, choose Profile from the Create menu at the top of the page.
 To create an Institution, choose Institution from the Create menu at the top of the page.
 
 The title and country are required, and the title must be unique to SEEK. It is recommended that you provide as much detail as you can. Once created you can also provide a logo or picture by clicking change picture under the picture on the right of the Institution page.
+You can also add a department to an institution.
+
+Institutions can also be linked to the [Research Organization Registry (ROR)](https://ror.org/). 
+
+Three Ways to Add Institutions:
+
+1. **Use the name search field when creating a new institution.**  
+   Search for the organization and select the correct match to automatically populate its basic details and store its ROR identifier.
+
+![Institution name search](images/user-guide/ror/ror_institution_name.png)
+
+
+2. **Enter a known ROR ID directly.**  
+   If you already know the institution’s ROR ID, you can enter it to automatically retrieve and fill in the associated details.
+
+![Institution id search](images/user-guide/ror/ror_institution_id.png)
+
+
+3. **Add an institution without a ROR entry.**  
+   If the organization does not appear in ROR (and therefore has no ROR ID), simply leave the ROR field blank and complete the standard manual fields.
 
-Institutions can also be linked to the [Research Organization Registry (ROR)](https://ror.org/). Use the ROR search box to look up the organization while creating it and select the correct entry to automatically populate the basic details and store the ROR identifier. If you already know the ROR identifier you can enter it directly. When the organization is not listed in ROR you can leave the field blank and continue with the standard manual fields.

help/user-guide/create-a-project.md

@@ -40,7 +40,7 @@ You next need to define the Project. At a minimum a title is required, but you c
 
 ![Define Project]({{ "/images/user-guide/create-project-define-project.png" | relative_url }}){:.screenshot}
 
-## Defining your Institution
+### Defining your Institution
 
 When the Project is created, you will automatically become a member along with its administrator.
 To become a member you also have to describe the institution (or affiliation) that you are associated with in relation to this Project. It doesn't have to be the same Institution as other Projects, and it is not unusual for it to be different.
@@ -49,9 +49,11 @@ Start to type the name of your institution, and existing options will be display
 
 If describing a new Institution only the title is required, but you can also provide details about its website, city and country. You will also be able to edit and add additional information afterwards.
 
-There is also support for the [Research Organization Registry (ROR)](https://ror.org/). Use the ROR search field to find your Institution and select the matching entry to auto-populate the organization details and capture the ROR identifier. If you already know the identifier you can add it directly. When the organization is not listed in ROR you can leave the field empty and continue manually.
+There is also support for the [Research Organization Registry (ROR)](https://ror.org/). Use the ROR search field to find your institution and select the matching entry to automatically populate the organization details and capture the ROR identifier. If you already know the identifier, you can enter it directly. When the organization is not listed in ROR, you can leave the field empty and continue manually.
 
-![Define Institution]({{ "/images/user-guide/create-project-define-institution.png" | relative_url }}){:.screenshot}
+If the institution you searched for already exists locally, it will appear under **Institutions saved locally**. Otherwise, it will be listed as a new **institutions fetched from ROR**.
+
+![define_institution](images/user-guide/ror/ror_project.png)
 
 ### Approval step