ORDS How-To 01: Get started using the ORDS

1. About this guide

This document is the first in a series of How-To guides for the Online Research Database Service (ORDS). It will tell you how to log in to and to register for the ORDS system.

Please note that the ORDS is now in the process of being wound down. From 1 June 2017, the service will cease to be supported by the University of Oxford. We therefore strongly recommend that the ORDS is not used for new projects. Please contact the Research Support team to discuss alternative options.

Contents

1.1. Definitions

Please note that logging in to the ORDS and registering to use the ORDS are separate processes.

  • Logging in to the ORDS is the process of gaining access to your ORDS account by entering your username and password. You will do this every time you use the ORDS system.
  • Registering to use the ORDS is a one-off process which adds your details to the list of registered ORDS users. You need to do this only on the first occasion that you use the ORDS.

2. Logging in to the ORDS

To start using the ORDS system, you will need to log in using a username and password. The credentials you use will vary depending on your status.

2.1. Members of the University of Oxford and virtual card holders

For members of the University of Oxford, logging in to the ORDS is done via the SSO (single sign-on) service. This system is used for a variety of other electronic services throughout the University of Oxford, including WebLearn, OxCORT, and various electronic library resources. The same username and password will also be used to access your Nexus email account.

Virtual University card holders also have SSO credentials, and hence can also log in by the same means.

To log in using SSO, go to the ORDS login page: https://app.ords.ox.ac.uk/

Click the Log in using SSO button.

ORDS login screen

You will be prompted to enter your University of Oxford SSO username and password. When you have done this, click the Login button, then click the Continue button on the confirmation page that follows.

If this is the first time you have used the ORDS system, you will now be prompted to register – see section 3 below for further details.

If you have already registered, you will be taken to the ORDS welcome page.

2.2. Members of institutions which are part of the UK Access Management Federation

People who are not members of the University of Oxford can be given access to ORDS projects – if, for example, a database hosted on the ORDS is part of a multi-institution research project.

However, please note that a non-Oxford ORDS user cannot be the owner of an ORDS project. Thus each ORDS project will need to have at least one Oxford member.

If you are not a member of the University of Oxford, but are a member of another higher education institution which is part of the UK Access Management Federation, you can log in to the ORDS using this system.

To log in this way, go to the ORDS login page: https://app.ords.ox.ac.uk/

Click the Log in via UK Access Management Federation button.

ORDS log in screen

You will be taken to the UK Access Management Federation page.

UK Access Management Federation dialogue

Start typing the name of your institution, and a list of options will appear. Select your institution from the list. You will then be able to log in using your username and password. (If you need assistance with this, please contact your home institution.)

If this is the first time you have used the ORDS system, you will now be prompted to register – see section 3 below for further details.

If you have already registered, you will be taken to the ORDS welcome page.

2.3. Other users

People who are not members of the University of Oxford can be given access to ORDS projects – if, for example, a database hosted on the ORDS is part of a multi-institution research project.

However, please note that a non-Oxford ORDS user cannot be the owner of an ORDS project. Thus each ORDS project will need to have at least one Oxford member.

If you are not a member of an institution which is part of the UK Access Management Federation, you can request a virtual University card, which provides an SSO (single sign-on) username and password. You will then be able to log in following the instructions in section 2.1 above.

If you need a virtual card, the owner of the ORDS project you wish to access will need to request one for you. Instructions and the application form for virtual access can be found on the University Card: Authorising Applications web page (SSO login is needed to access this page). The completed form needs to be counter-signed by the relevant departmental/college administrator.

Once a virtual card has been acquired, a non-Oxford email address can be associated with the card. This can be done via the IT Services Self Registration service (SSO username and password needed to access this page). The associated email address should be used when registering for the ORDS. See section 3 below for further details of the registration process.

3. Registering for the ORDS service

If you have not used the ORDS before, then when you first log in, you will be prompted to register. This adds your details to the list of registered ORDS users.

When the registration form appears, enter your name as you wish it to appear within the ORDS system. Also enter your email address. This should normally be the email address associated with the credentials you used to log in to the ORDS. For members of the University of Oxford, this will usually be your Nexus email address.

In some cases, you may find that your name and email address have been completed automatically. If this happens, you can simply check that they are appearing correctly, or edit them if necessary.

ORDS registration form

When you are happy that your name and email address are correct, click the Register button.

This will trigger a confirmation email, which will be sent to the email address you have just entered. That email will contain a link that will allow you to verify your ORDS account.

ORDS registration confirmation email

Click the link. You will be taken to the ORDS welcome page, and should see a message confirming that your account has been verified. You are now ready to start using the ORDS.

If you do not receive the email, it may be worth checking your spam or junk mail folder (to ensure that you can receive notifications from ORDS in the future, you may also wish to add ords@it.ox.ac.uk to your email program’s whitelist, or list of approved senders). If you have not received the message after an hour or so, please contact the ORDS help desk by emailing ords@it.ox.ac.uk.

4. What next?

You may want to have a look at some of the later guides in this series. For a full list, visit the ORDS documentation home page.

You can also find out more about the ORDS service by visiting the ORDS home page, http://ords.ox.ac.uk/. If you have specific queries, you can contact the ORDS help desk by emailing ords@it.ox.ac.uk.

 

 

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Written by IT Services. Latest revision 8 August 2016