XRDS Editors

EDITORIAL MANAGER (CMS) http://www.editorialmanager.com/xrds

• Please register as an author here. You must be registered as an author first before we can register you as an editor.
• Authors may now submit unsolicited articles. If they are an “invited” author with Chris Harrison’s approval, they may be able to skip the submission process and simply give their article to you for a bypass upload, where the article goes straight into editing without “review.”

CHEAT SHEET INSTRUCTIONS

Here are some quick and dirty instructions to getting through Editorial Manager.

All articles must pass through each of these stages, in this order, for the process to run smoothly. There are two phases, editorial and production:

…Editorial Phase…

1. Author registers
2. Author submits article, or editor proxies for author and submits article
3. E-I-C is notified that there is a submission and must now perform the Technical Check, which just means checking that yes, it’s a valid submission and nothing major is missing.
4. E-I-C pushes the button Technical Check complete.
5. E-I-C assigns an Editor to be the handling editor.
6. Editor agrees to take assignment.
7. Editor “Invites Reviewers,” 2 or more reviewers, one of which can be him/herself. Sometimes, the required number of reviews is 0, in which case, skip to Step 10.
8. Reviewers accept the task.
9. Reviewers read the article and submit their comments.
10. Editor is notified that the required number of reviews are completed.
11. Editor or E-I-C “Submits Editor’s Decision and Comments” of either Accept, Revise, or Reject.
12. If it is accepted, it can now be moved to production.
13. E-I-C pushes the button “Initiate Production.”

… Production Phase…

1. Editor downloads the article
   > go to File Inventory to download it.
2. Editor takes the article from his/her desktop and edits it. Here, editing is the last chance to make any substantive changes to the article.
3. When s/he is done, a new version of the document must be uploaded.
   > Under Action Links, go to “Submit Task” and
   > on the new screen, be sure to, “Upload File” so you can attach the edited version, or “v1- Edited,” which you will see as the only option in the drop-down box.
   > Then “Submit Production Task.”
   Now the Editor can assign copyediting.
   Copyediting comes next. Under Action Links, the editor must Assign Production Task and choose Copyediting. A copyeditor can be selected from the list (*hint: try searching a blank space in the name, and it will pull up everyone who is allowed to accept this task) and assigned to the task.
4. Copyeditor accepts the task.
5. Copyeditor completes the taks. Just like in Steps 1-4, the copyeditor
   > downloads the file (from File Inventory link — and make sure you grabe the v1 -Edited version!),
   > copyedits the file
   > saves the copyedited verion (now it’s v2 – Copyedited)
   > and now has to upload it. So…
   > under Action Links, go to “Submit Task”
   > and on the new screen, be sure to, “Upload File” so you can attach the v2 -Copyedited verion.
   > Then “Submit Production Task.”
   Now the Editor can assign proofreading.
6. For Proofreading, and the steps are the same: Editor Assigns Production Taks; assigned person Accepts the Production Task > downloads file, reads it for any last errors but does not make substantive changes; the person Submits Production Task and uploads the new file, which is FN -FiNal version.
7. From this stage, ACM/Jill Duffy handles the rest.

***UPLOADING A PRE-EDITED STORY DIRECTLY INTO PRODUCTION***

Creating Submissions Directly in Production

Some publications use the EM/PM system solely for production tracking, placing new submissions directly into production.  Editors (with ‘Create Submission’ permission) may enter a submission directly into Production Tracking.  This is done by first searching for the Author record (from the ‘Search People’ link on the Production Tasks menu), clicking the Author name link, and then clicking the ‘Create Submission’ button found on the ‘Search People – Update Information’ page.  You may first need to Proxy Register the Author if they do not already have a record in the system.

When the Editor creates a new Submission using this method, he is presented with three steps to lead him through the submission creation process:

1)Enter Metadata — you’ll be skipping a lot of this!

2)Add/Edit/Remove Authors

3)Attach Files

The fields displayed on the ‘Enter Metadata’ page are the set of fields configured for the selected Article Type as well as date fields required by the system for creating the submission record.  Editors are asked to enter the metadata for the submission, any Other Authors associated with the submission, and are given an opportunity to upload files for the submission.  No PDF is created using this submission method.

To Configure RoleManager: In RoleManager, select the Editor Role you wish to allow to Create Submissions, and edit the role.  Select/check the ‘Create Submission’ permission located in the Preprint Manager section.  Also make sure that the ‘Search People’ permission is also enabled.  These permissions together allow a user to search for the Author Record from the Production Tasks menu and create a new submission from that Author’s record.

To Configure PolicyManager: In PolicyManager, go to the ‘Submission Policies’ section and click the ‘Edit Article Types’ link.  Then click the ‘Edit’ link for the Article Type you want to configure.  If you select ‘Hidden’ for any Submission Step, it will not appear on the ‘Edit Metadata’ page.  If you select either ‘Optional’ or ‘Required’, the Editor will see the fields, but will not be required to enter information.  The only information required from the Editor is the Article Type and the Full Title (i.e. the ‘Required’ setting only applies when a submission is being submitted by an Author).

Enter Metadata

The first thing an Editor is required to do after clicking the ‘Create Submission’ button is to select an Article Type for the submission from the drop-down menu (configured by the publication).  The Article Type designation determines which additional fields will be displayed.  This information becomes part of the submission metadata and is displayed on the submission’s ‘Details’ page and in various folders throughout the system.  When the Article Type is selected, the page will refresh to display the configured fields.

The following fields will display on this page anytime a submission is entered using the ‘Create Submission’ button:

• · Title – this field is required.
• · Manuscript Number – the manuscript number may be entered manually, or there is a box that can be checked/selected to have a manuscript number automatically generated for this submission.
• · Revision Number – the default value is ‘0’.  Use the drop-down to select a number from 1-25 if you are entering a revised manuscript.
• · DOI – this field displays if your publication is configured to use the DOI.
• · Initial Date Submitted – this field is populated with the current date upon loading. Edit this field to reflect the initial date this submission was submitted to your publication.
• · Date Revision Submitted – this field is populated with the current date upon loading.  If you select a revision number higher than 0, then this field is available for edit.
• · Final Decision Date – this field is populated with the current date upon loading. Edit this field to reflect the final decision date of the submission that you are entering into Production Tracking.
• · Date Final Disposition Set – this field is populated with the current date upon loading.  You may edit this field; however this will likely retain the current date as this is the date the Final Disposition term is being created in Production Tracking.
• · Submission Target Online Publication Date
• · Target Number of Pages
• · Black and White Image Count
• · Color Image Count

The following fields may display on the ‘Enter Metadata’ page, depending on the Article Type configuration:

• · Secondary Full Title
• · Short Title
• · Secondary Short Title
• · Section/Category
• · Keywords
• · Classifications
• · Abstract
• · Secondary Abstract
• · Author Comments
• · Author Questionnaire – all custom submission questions assigned to the configured Questionnaire display in the designated order.  Each question has a separate row in the ‘Enter Metadata’ form.
• · Region of Origin

Add/Edit/Remove Authors

The Editor may add the names of other people who were involved in the creation of the submission.  Only the Corresponding Author will receive any e-mail notifications from the system.  This information becomes part of the submission metadata and is displayed on the submission’s ‘Details’ page.

The person designated as the Corresponding Author may be changed, but this person must have a People Record in your publication, as he may need to be contacted to complete submission tasks.

Other Authors do not need to be registered with the system, but may be included for the purpose of appearing in the published version of the submission.  A first name and last name are required – affiliation information is not a required entry.  You may also choose to enter an e-mail address for any other authors, though this field is not required.

Editors may designate the order in which other Authors should be listed, including the ‘Corresponding Author’.  After Other Authors have been entered, the list of Authors can be reordered by clicking on the arrows next to each name.  The Author at the top of the list is automatically designated as the ‘First Author’.  The Corresponding Author does not have to be listed first, but rather can appear anywhere in the list (including at the top of the list, as the ‘First Author’).

Attach Files

Submission items may be uploaded on the ‘Attach Files’ page.  The list of possible submission items is displayed as configured for the selected Article Type.  Submission items are not required for the submission when entered using this entry method.

For each Submissions Item, the Editor should:

1) Choose the ‘Submissions Item’ from ‘Item’ the drop-down box

2) Enter a ‘Description’ in the textbox

3) Locate the file on his hard drive using the ‘Browse’ button (you may also upload a Zip file comprised of many files that will then be listed individually)

4) Click ‘Attach This File’ to upload the file (uploading may take several minutes for larger files).  As each file is attached, the Editor will see a list building at the bottom of the screen

The Editor should repeat this process until all items in the submission have been uploaded.  The Editor can see everything he has attached in the list at the bottom of the page.  The items can be re-ordered by the Editor changing the file order and clicking the ‘Update File Order’ button.  When all files have been attached, the Editor clicks ‘Save and Submit’ at the bottom of the page.  A confirmation page will display to the Editor that the submission has been submitted, and is available in the ‘Production Initiated- No Tasks Assigned’ folder.