Editor Tutorial - from Aries Systems Corporation

142 Pages·2014·12.42 MB·English

Tutorial for Editors

Version 17.0 | Q2 2021

Copyright © 2021 | Aries Systems Corporation

This document is the confidential and proprietary information of Aries Systems Corporation, and may not be disseminated or copied
without the express written permission of Aries Systems Corporation. The information contained in this document is tentative, and
is provided solely for planning purposes of the recipient. The features described for this software release are likely to change before
the release design and content are finalized. Aries Systems Corporation assumes no liability or responsibility for decisions made by
third parties based upon the contents of this document, and shall in no way be bound to performance therefore. Editorial Manager
is a registered trademark and the property of Aries Systems Corporation.

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Table of Contents
Registration and Submission with ORCID ................................................................................................... 5
Login with ORCID......................................................................................................................................... 7
Role Families and Copying Existing Roles during Configuration ............................................................ 8
Single Sign-on via ORCID ............................................................................................................................. 8
Hide Preferred Method of Contact During Registration ........................................................................... 10
Proxy as User after Proxy Registration ..................................................................................................... 10
Switching Between Roles .......................................................................................................................... 11
Using the ‘Go to’ Drop-Down to Access Other Publications and Search Pages ....................................... 11
Multi-Language Toggle .............................................................................................................................. 12
Time Zone Display ..................................................................................................................................... 12
‘Editor Main Menu’ .................................................................................................. 12
Searching People and Managing People Records ...................................................... 14
‘Search People’ .......................................................................................................................................... 14
Searching for People ............................................................................................................................. 14
Rules for Entering Text in the Value Field ............................................................................................. 15
Proxy Permission ....................................................................................................................................... 15
People Based Correspondence History ..................................................................................................... 16
People Flags .............................................................................................................................................. 16
Managing People Records – Update My Information .............................................................................. 17
User Information ....................................................................................................................................... 17
Assigning Users an Editor, Reviewer, or Publisher Role ........................................................................... 18
Editorial Board Designation ...................................................................................................................... 18
Editor Description Field ............................................................................................................................. 18
Personal Information ................................................................................................................................ 18
Areas of Interest or Expertise ................................................................................................................... 19
Select Personal Classifications .................................................................................................................. 19
Select Personal Keywords ......................................................................................................................... 20
People URLs can be Part of a People Record ........................................................................................ 21
Registration Questions .............................................................................................................................. 21
Alternate Contact Information ................................................................................................................. 22
People Notes Field in People Record ........................................................................................................ 23
Detailed People Notes .............................................................................................................................. 23
Ability to Send Username/Password from a User’s Record ................................................................. 25
Search Submissions .................................................................................................. 26
Advanced Criteria ...................................................................................................................................... 27
Help with Submission Searching ............................................................................................................... 27
Search on Submission Flags ...................................................................................................................... 28
Sharing Saved Search Definitions with Other Users ................................................................................. 28
Search Submissions by Manuscript Notes ................................................................................................ 30
Simple Submission Search......................................................................................................................... 30
Editor ‘To Do’ List ..................................................................................................... 31
Additional Links Which May Be Available on the Main Menu.................................................................. 32
New Submissions Requiring Assignments ................................................................................................ 32
‘Send Back to Author’ ........................................................................................................................... 32
‘Remove Submission’ ............................................................................................................................ 33
‘Editorial Submissions in Progress’ ........................................................................................................... 33
‘Revised Submissions Requiring Assignments’ ......................................................................................... 33
‘Submissions Needing Approval by Editor’ ............................................................................................... 33
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‘Submissions Edited and Sent to Author for Approval’ ............................................................................ 33
‘Submissions with Active Discussions’ ...................................................................................................... 33
‘New Invitations’ ....................................................................................................................................... 33
‘My Assignments with Decision’ ............................................................................................................... 33
‘My Assignments with Final Disposition’ .................................................................................................. 34
Preprint DOIs ............................................................................................................................................. 34
Managing Editor Assignments .................................................................................. 34
The PowerGrid .......................................................................................................................................... 35
Editor Signposting ..................................................................................................................................... 36
Prevention of Duplicate Submissions ....................................................................................................... 37
Action Link Descriptions ............................................................................................................................ 39
‘View Submission’ ................................................................................................................................. 39
‘Details’ ................................................................................................................................................. 39
Changing Author and Reviewer Due Dates .......................................................................................... 40
Discussion Forums – ‘Initiate Discussion’ ............................................................................................. 41
Discussion Topic Templates .................................................................................................................. 47
Automatic Discussion Initiation ............................................................................................................ 47
View Other Author Information ................................................................................................................ 48
View Author Questionnaire Summary .................................................................................................. 50
Transfer Co-Author Questionnaires ...................................................................................................... 51
Attachments ......................................................................................................................................... 51
‘History’ ................................................................................................................................................ 53
Adding External Correspondence to the Correspondence History ....................................................... 54
Adding an Attachment to External Correspondence ............................................................................ 56
Importing External Correspondence in to the Correspondence History ............................................... 57
Submission Flag History ........................................................................................................................ 57
‘File Inventory’ ...................................................................................................................................... 60
Other Functionality Available from File Inventory ............................................................................... 61
‘Edit Submission’ ................................................................................................................................... 62
‘Classifications’ ..................................................................................................................................... 63
‘Notify Editor’ ....................................................................................................................................... 64
‘Send E-mail’ ......................................................................................................................................... 64
Email Autofill for Ad Hoc Letters .......................................................................................................... 66
Inserting System Merge Fields.............................................................................................................. 66
Additional Data in Review Status Columns .......................................................................................... 67
Blinding Editors on Submissions ............................................................................................................... 69
Submitting to the Journal as an Editor ..................................................................................................... 69
Editor Use Only Article Type and Editorial Submission ............................................................................ 70
Assigning and Unassigning Editors ............................................................................................................ 71
Editor Assigns Self................................................................................................................................. 71
Assigning or Inviting an Editor ............................................................................................................. 71
Assign Editor by Chain .......................................................................................................................... 74
Automatically Reassigning the Corresponding Editor Designation...................................................... 77
Unassign Editor..................................................................................................................................... 77
Batch Reassignment of Active Submissions to New Editors ................................................................. 80
Reassign Editor Chain ........................................................................................................................... 82
Replace Editor in the Chain .................................................................................................................. 83
Inviting/Assigning Reviewers .................................................................................... 85
Searching for Reviewers............................................................................................................................ 86
Search for Reviewers Mode .................................................................................................................. 86
Search by Classification Matches Mode ............................................................................................... 87
Search by Personal Classification Mode ............................................................................................... 89
Search for Reviewers Suggested by Author .......................................................................................... 91
Suggest Reviewers Mode...................................................................................................................... 93
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Invite, Assign, Alternate, or Proposed Overview .................................................................................. 95
Reviewer Selection Summary Overview ............................................................................................... 98
Reviewers Search Section ..................................................................................................................... 99
Selected Reviewers Section .................................................................................................................. 99
Alternate Reviewers Section ............................................................................................................... 100
Linking Alternate Reviewers ............................................................................................................... 100
Proposed Reviewers Section ............................................................................................................... 100
Access to Reviewer Declined Reasons ................................................................................................ 101
Other Functions Available on the ‘Reviewer Selection Summary’ Page ............................................. 103
Register and Invite New Reviewer .......................................................................................................... 104
Request Unregistered Reviewer ......................................................................................................... 104
My Suggest Reviewer Preferences ..................................................................................................... 104
My Reviewer Display Preferences ...................................................................................................... 104
Required Number of Reviewers .......................................................................................................... 104
Required Reviews Reset Event ............................................................................................................ 105
Reviewer Comments Can Be Sent to Other Reviewers ....................................................................... 106
Modify Reviewer Deadlines ................................................................................................................ 106
Visibility of Reviewer Statuses ............................................................................................................ 106
Editor Access to Reviewer PDF ........................................................................................................... 107
Modify Manuscript Classifications .......................................................................................................... 111
Making a Decision .................................................................................................. 111
Early Decision for New Submissions ....................................................................................................... 111
View Reviews and Comments ................................................................................................................. 111
Reviewer Questions ................................................................................................................................ 112
Completing Terminated Reviews ............................................................................................................ 115
Individual Reviewer Comments to Authors ............................................................................................ 116
Submit Editor’s Decision and Comments ................................................................................................ 118
The Editor Form .................................................................................................................................. 118
Rating Manuscripts by Reviewers and Editors Overview ................................................................... 121
Manuscript Rating Card ..................................................................................................................... 121
Rescinding a Decision .............................................................................................................................. 122
‘Notify Author’ – Sending the Decision Letter to the Author.............................................................. 123
Decision Letter Attachments .............................................................................................................. 124
Draft Decisions.................................................................................................................................... 124
Modifying Editor Decisions ................................................................................................................. 126
‘Set Final Disposition’ ......................................................................................................................... 126
‘Linked Submissions’ ........................................................................................................................... 126
Creating a New Linked Group ............................................................................................................. 127
Adding a Submission to an Existing Group ......................................................................................... 129
Linked Submissions Page .................................................................................................................... 130
Letter to the Editor Functionality – Linked Submissions..................................................................... 133
Invited and Commissioned Papers .......................................................................... 134
Initiating and Managing Commentaries ................................................................................................. 134
Initiating a Commentary .................................................................................................................... 134
Search for Authors Menu.................................................................................................................... 136
Initiating and Managing Proposals ......................................................................................................... 138
Custom Invited Proposal Numbering .................................................................................................. 138
Proposal Menu as Default Menu ........................................................................................................ 138
Initiating a Proposal ........................................................................................................................... 138
Proceed and Build PDF........................................................................................................................ 141
Proceed with no PDF........................................................................................................................... 141
Assign to Myself and Invite Authors ................................................................................................... 141
Inviting or Assigning Authors for a Proposal ...................................................................................... 142
Search for Authors Mode.................................................................................................................... 143
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Author Invitation Statistics ................................................................................................................. 144
Additional Author Invitation Statistics ............................................................................................... 145
Search by Personal Classifications Mode ........................................................................................... 147
Sending Author Invitations ................................................................................................................. 149
‘Author Selection Summary’ page ...................................................................................................... 149
Assign Authors .................................................................................................................................... 150
Alternate Authors ............................................................................................................................... 150
Automated Author Un-invite .............................................................................................................. 151
Register and Invite New Author/Select as Alternate .......................................................................... 151
View Related Submissions .................................................................................................................. 152
Search Proposals ................................................................................................................................ 153
Setting Final Disposition on Proposals ............................................................................................... 154
Reports .................................................................................................................. 154
Enterprise Analytics Reporting (EAR) ...................................................................................................... 154
Kudos .................................................................................................................................................. 155
Bibliometric Intelligence Analysis ........................................................................... 155
checkCIF Integration............................................................................................... 155
Reminders ............................................................................................................. 158
‘Send Batch E-mail’ ................................................................................................................................. 158
Exclude Users from Batch E-mail Reminders .......................................................................................... 158
‘Send Reminder Letters’ .......................................................................................................................... 158
Automated Reminders – Overview ......................................................................................................... 159
Automated Author Reminders............................................................................................................ 160
Automatic Reviewer Reminders Report ............................................................................................. 161
Quick Facts about Automated Reminders .......................................................................................... 162
Publication Charges Waiver Processing ................................................................... 163

Registration and Login
Registration and Submission with ORCID

Users may not only retrieve their ORCID record but also their name and contact details from their ORCID
record. Users who select this option will experience the standard ORCID authorization interaction, giving
Editorial Manager (EM) permission to read information from their profile.

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The Author is taken to ORCID sign-in.

The Author grants permission for ORCID to push their information to EM registration.
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If the data are available and not set to private in the ORCID record, the following fields will be populated
in EM:
• Given/First Name
• Family/Last Name
• E-mail Address
• Position
• Institution
• Department
• City
• State or Province
• Country
• Keywords (if configured as a Registration Field)

Corresponding Authors can be required to have an authenticated ORCID record before they can submit,
which must be configured in PolicyManager.
Login with ORCID

Click on LOGIN on the navigation banner to reach the Editorial Manager Login screen (see below). Some
publications also have the login box on main page. Enter the assigned username and password into the
appropriate fields.
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Underneath the username and password are four buttons labeled as shown:

Each box represents one of the four role families that EM uses to define the different levels of activity and
permissions available to users associated with the publication. Select Editor Login to be brought to the
Editor Main Menu.

Each role family will provide the end user with a menu that covers permitted activity on the publication. It
is possible for one user to have a role from each of the four families. By default, every user has the role of
Author, which is the only role within the Author family. Each user has only one username and password,
which is required to access different role menus.
Role Families and Copying Existing Roles during Configuration
It is important to note that existing roles may be copied when configuring user roles. It is possible to
modify the permissions for new roles rather than starting from scratch in configuring each role. A ‘Copy’
link appears next to each role in RoleManager. The following configured settings are copied to the new
Editor role: Letters in ActionManager, Editor Form configuration, Bibliographic Searches, Shared Searches,
and Production Tracking assignment capabilities (both Production Tasks and Schedule Group Tasks).

In addition to copying roles, it is also possible to copy Article Types. A ‘Copy’ link appears for each Article
Type and when an existing Article Type is copied, the new Article Type is automatically set to ‘Hidden’ and
the following settings are transferred to the new Article Type:
• All options on the ‘Edit Article Type’ page (including Submission Item parameters and Submission
Item Metadata)
• Review Forms
• Editor Forms and Manuscript Rating Questions
• Additional Manuscript Detail Fields associated with the Article Type

Single Sign-on via ORCID

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Users who have already authenticated an ORCID with the EM user account will be able to login with their
ORCID credentials immediately. First-time Editorial Manager users will have to first authenticate their
ORCID record before successfully logging into EM.

Once Single Sign-on via ORCID is enabled, an ORCID icon will display on the login page. Clicking the icon
will take the user to ORCID to verify their credentials and confirm the ORCID record to use for the login.
Once verified, assuming they have previously authenticated their ORCID record, the user is logged into
EM.

If they have not previously authenticated their ORCID record, EM will ask them to log in (or register)
normally – this will automatically authenticate their ORCID record for that EM login, and they will be able
to log in via ORCID in future.

Note: The user’s ORCID password is never exposed to EM; the user is asked to log into ORCID and
authorize the login then the ORCID site provides EM with the ORCID record to use via a secure channel.

Sample Login page with the ORCID login option

Example ORCID login

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Example ORCID authentication interaction after login

Note: The Editorial Manager information on the ORCID Login page and ORCID Authentication page can
be replaced by your journal's branding. Contact your Account Coordinator for details.

Hide Preferred Method of Contact During Registration
To reduce the burden on journal staff and to reflect the reality that most editorial contact occurs by email,
System Administrators may hide the existing author-specified Preferred Method of Contact throughout
the system. Email becomes the default method of contact. An email address will be required for all new
registrations and must be populated when user account information is updated in EM.

Proxy as User after Proxy Registration
Editors with proxy permission can access the standard yellow-highlighted proxy links on the confirmation
screen immediately following a successful proxy registration of a new user.

Note: This applies to proxy registrations initiated via the ‘Register New User’ link on the Editor Main
Menu and Search People – Search Results. There are no changes to proxy registrations initiated via the
Invite Reviewer or Invite Author workflows.

Sample Proxy Registration Complete Confirmation page – Editor has ‘Proxy for Authors’ and ‘Proxy for
Reviewers’ permissions and the newly registered user was given a Reviewer Role.

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