INSPIRE: An easy way to create authors.xml files (beta version)

Here we provide a simple way to create an authors.xml that can be used for any paper to ensure that all authors are properly identified with their INSPIRE and/or ORCID and their correct affiliation automatically. This should be useful for theory papers with a small number of authors.

Just include the authors.xml file with your submission (TeX-source submissions only, this will not work for PDF-only submissions).

Online form (6 steps)

  1. Generate your list of authors from ID numbers. You can use ORCIDS, INSPIRE IDs or email addresses. Be sure to list them in the same order that the authors appear on the paper.

  2. Enter the output from above, after checking it carefully, into the box below to generate your authors.xml file list. The format is:
    given names|family names|INSPIRE ID|ORCID|affiliation_1|affiliation_2 (etc.)
    • Be sure to preserve the number of pipe-separators per line; there should be at least four, more if an author has more than one affiliation.
    • Mistakes in or duplicates of the ORCID or INSPIRE IDs will also cause the script to fail.
    • If ORCIDs are given, there is no need to include the INSPIRE ID as well.
    • Affiliations can either be in INSPIRE-form (e.g. Harvard U.) or address-form (e.g. "University of Oxford, 1 Keble Road, Oxford OX1 3NP, United Kingdom"). The script will try to convert address-form to INSPIRE-form, but it is not perfect, so if you already know the INSPIRE form, it's best to use that.

  3. Save the resulting "authors.xml" file. This file should look like this.
  4. Our affiliation conversion process is fairly good but it is not going to catch everything. It will be obvious in the authors.xml file where to include the INSPIRE form of an institution name as it will say UNDEF:, e.g.
       Faculty of Physics, Ludwig-Maximilians-Universitat, 81679 Munich, Germany
    <cal:orgName source="INSPIRE">
       UNDEF: Faculty of Physics, Ludwig-Maximilians-Universitat, 81679 Munich, Germany
    Just change this to:
       Faculty of Physics, Ludwig-Maximilians-Universitat, 81679 Munich, Germany
    <cal:orgName source="INSPIRE">
       Munich U.
    or you can change it to the INSPIRE-form (Munich U. in the example) in the initial input and re-submit.
  5. If you do not have a collaboration or experiment, the place holders
    can be deleted.
  6. Include the "authors.xml" file with your submission to Your paper should then appear in INSPIRE with all the affiliations on it and all the authors in their correct profiles.

Thank you for using authors.xml!

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Last updated: 2019-04-09