Merge pull request #72 from seek4science/copilot/add-documentation-for-ror-support

Document ROR lookup support when creating institutions and projects

Author: PhilReedData

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

@@ -2,24 +2,49 @@
 title: Adding admin items
 ---
 
-These are items that cannot be created by a general user, but can be created by a SEEK administrator, [Project Administrator](roles#project-administrator), or [Programme Administrator](roles.html#programme-administrator)
+These are items that cannot be created by a general user, but can be created by a {{ site.seek_instance.name | default: "FAIRDOM-SEEK" }} administrator, [Project Administrator](roles#project-administrator), or [Programme Administrator](roles.html#programme-administrator)
 
 ## Creating organisms
 
 To create an organism, choose Organism from the Create menu at the top of the page.
 
 An Organism can just have a title, but preferably also include the NCBI taxonomy URI. To make this easier there is an option to search for the organism, and then click the result to automatically add the name and taxonomy URI.
 
-*Note, if you are running your own installation of SEEK, the search is only available if you have [registered with BioPortal](https://bioportal.bioontology.org/accounts/new) and created an API key. The API key needs to be set under the Server Admin area - under Site configuration, Additional settings.*
+{% include callout.html type="note" content="
+  If you are running your own installation of FAIRDOM-SEEK, the search is only available if you have [registered with BioPortal](https://bioportal.bioontology.org/accounts/new) and created an API key. The API key needs to be set under the Server Admin area - under Site configuration, Additional settings.
+" %}
 
 ## Creating profiles
 
-It is possible to create profiles for people that have not registered with SEEK. This is useful if you want to describe and credit members of your Project who are not yet SEEK users. They can adopt their profile later during [Registering](registering).
+It is possible to create profiles for people that have not registered with {{ site.seek_instance.name | default: "SEEK" }}. This is useful if you want to describe and credit members of your Project who are not yet {{ site.seek_instance.name | default: "SEEK" }} users. They can adopt their profile later during [Registering](registering).
 
-To create a profile, choose Profile from the Create menu at the top of the page. The first and last name are required, and also the email address. The email address must be unique to SEEK.
+To create a profile, choose Profile from the Create menu at the top of the page. The first and last name are required, and also the email address. The email address must be unique to {{ site.seek_instance.name | default: "SEEK" }}.
 
 ## Creating institutions
 
 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.
+The title and country are required, and the title must be unique to {{ site.seek_instance.name | default: "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.
+
+### Linking an institution to the Research Organization Registry (ROR)
+
+Institutions can also be linked to the [Research Organization Registry (ROR)](https://ror.org/). ROR is a global, community-led registry of open persistent identifiers for research and funding organizations. If you include the ROR for an institution in SEEK, it will improve research tracking, boost interoperability, and enable better collaboration, making it clear which university, lab, or funder is involved in research, essential for publishers, repositories, and funders to connect researchers to their work accurately.
+
+There are three ways to add an institution or ROR in {{ site.seek_instance.name | default: "SEEK" }}:
+
+One. **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" | relative_url }}){:.screenshot}
+
+
+Two. **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" | relative_url }}){:.screenshot}
+
+
+Three. **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.
+

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.
@@ -49,11 +49,14 @@ 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.
 
-![Define Institution]({{ "/images/user-guide/create-project-define-institution.png" | relative_url }}){:.screenshot}
+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.
+
+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" | relative_url }}){:.screenshot}
 
 ### Approval step
 
 If you are creating a Project within a Programme you administer, then there is no approval step. You will be shown a page to review the details and then create straight away.
 
 Otherwise, an appropriate administrator will be notified by email about your request. They will also be notified directly when using {{ site.seek_instance.name | default: "FAIRDOM-SEEK" }}. The administrator will be shown a page that allows them to quickly review the details and either accept or reject the request, and in either case you will be notified by email.
-