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Institutional and Central Administration

Open Manuscript Studio now separates personal scholarly identity, institution membership, institution administration, and OMI central administration into distinct authorization planes.

This separation is intentional: administrative authority does not imply access to manuscripts, reviews, editorial decisions, or other scholarly content. Content access remains governed by the manuscript/workspace and publishing-workflow permission models.

Authorization planes​

Personal Studio account​

A Studio account is the durable identity used across browser, desktop, and mobile clients. It can have password and federated sign-in methods, personal profile information, and one or more institutional memberships.

Institution membership​

Each membership connects one Studio account to one institution and carries one of three roles:

  • MEMBER — ordinary institutional affiliation;
  • ADMIN — institution administrator;
  • OWNER — institution owner with authority over owner-level role changes.

Institution data such as the organization name and ROR identifier is shared. Department, position, institutional e-mail, connected institutional identity, and default-affiliation state belong to the membership rather than to the durable personal account.

A user may belong to multiple institutions, while one membership can be selected as the default affiliation.

OMI central administration​

Central administration is stored separately from institution membership. A central administrator has either:

  • ADMIN — cross-institution operational administration;
  • OWNER — central administrator management in addition to normal central administration.

An institution OWNER is not automatically a central administrator, and a central administrator is not automatically a member or owner of any institution.

Institution administrator sign-in​

Institutional deployments can expose a dedicated institution-administrator sign-in mode while using the same Studio account.

Password administrator sign-in is accepted only if the authenticated account has an active ADMIN or OWNER membership.

Federated administrator sign-in can use configured Google, Microsoft, or institutional OpenID Connect providers. After the external sign-in completes, Studio verifies the institutional administrator context on the server before accepting the administrative session.

ORCID is intentionally not an institution-administrator credential. ORCID remains a personal scholarly identifier and author identity mechanism.

Institution administrator bootstrap​

Managed institutional deployments may define an initial institution and administrator allow-list:

INSTITUTIONAL_NAME=
INSTITUTIONAL_ROR_ID=
INSTITUTIONAL_ADMIN_EMAILS=

The e-mail allow-list alone does not grant ownership. Automatic initial OWNER provisioning requires the matching Studio account to have a linked OIDC or SAML identity. Password-only accounts are never promoted automatically.

Central administrator bootstrap​

The first central administrator can be bootstrapped with:

CENTRAL_ADMIN_EMAILS=
INSTITUTION_API_TOKEN_TTL_DAYS=365

As with institution bootstrap, the allow-listed account must already have a linked OIDC or SAML identity before it can become the initial central OWNER.

This prevents a password-only account or an e-mail-address match from silently obtaining cross-institution administrative authority.

Central administration capabilities​

The human central-administration API is exposed below /api/central-admin and supports:

  • central administrator context;
  • institution list, creation, updates, activation and disabling;
  • central administrator management (OWNER only);
  • institution administrator assignment and removal;
  • institution Admin API credential creation and revocation;
  • administration audit-log retrieval.

The application exposes these controls in Account settings only for users with a central administration grant.

The implementation protects the last central OWNER and the last institution OWNER from accidental removal or demotion.

Institution Admin API​

Institutions can also receive machine credentials for automation. These credentials are bound to exactly one institution and use explicit scopes.

Raw tokens use the form:

omi_ia_...

The complete token is returned only once when it is created. Studio stores only a SHA-256 hash, together with a non-secret prefix for identification, expiry/revocation state, and usage metadata.

Initial scopes are:

institution:read
members:read
members:write
integrations:read
integrations:write

The first v1 machine endpoints are:

GET   /api/institution-admin/v1/context
GET   /api/institution-admin/v1/members
PATCH /api/institution-admin/v1/members/:membershipId/role

Machine credentials cannot assign, remove, promote, or demote OWNER roles. Ownership changes require a human institution owner or central administrator.

The integrations:read and integrations:write scopes establish the authorization boundary for institution-scoped integration administration. Individual integration endpoints can be added without expanding a credential beyond its institution.

Audit model​

Administration actions are recorded in append-only audit events. Depending on the action, an audit record can include:

  • human administrator or institution API credential;
  • institution;
  • action name;
  • target type and target identifier;
  • non-secret action metadata;
  • client IP address when available;
  • creation time.

Passwords, raw API tokens, OAuth secrets, manuscript text, and provider secrets must not be written to the administration audit log.

Security boundaries​

The administration architecture follows these rules:

  1. Institution roles and central roles are stored separately.
  2. No administrator role grants manuscript/editorial-content access by itself.
  3. Federated identities are keyed by issuer and subject rather than mutable display names.
  4. Initial privileged bootstrap requires a linked OIDC/SAML identity in addition to an e-mail allow-list.
  5. Institution API tokens are institution-bound, scope-bound, expiring/revocable, and stored only as hashes.
  6. The machine API cannot alter owner roles.
  7. Central and institution last-owner protections prevent accidental administrative lockout.
  8. Administrative actions are auditable without storing secrets or scholarly content.

Relationship to deployment modes​

The same Studio client code can operate against personal or institutional deployments. Deployment mode selects server-managed external-service credentials and the institutional administration surface; it does not change the OMI manuscript model or document portability.

See Studio deployment modes for credential routing and deployment-level configuration, and Studio implementation status for the current reference-implementation maturity snapshot.