Editorial Manager: Frequently Asked Questions Editor Problems

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1 Contents General Problems... 2 The author s manuscript is not in my main menu... 2 The author said they uploaded the manuscript, so why can t I find the file in my menu?... 2 Author sent file per What can I do with an author s file that was sent to me by ?... 2 Author Notification... 3 Do authors receive notification that their manuscripts were received?... 3 Revised manuscript problems... 3 Revised manuscript submitted as a new file... 3 The author submitted the revision as a separate new file. Now what?... 3 Submission Missing... 3 The author says that they submitted his manuscript via Editorial Manager, but where is it?... 3 Discussion Forum... 3 How do I use the discussion forum?... 3 Person not in Discussion Forum... 4 The person I want to use the discussion forum with is not in the drop-down list. What do I do?... 4 Special Issues...4 Keeping manuscripts together... 4 How do I keep special issue manuscripts together?... 4 Editor Review Problems...4 The reviewer sent me the review by , how do I put it in EM?... 4 Why did I received a please forward for a reviewer?... 4 Review not anonymised... 5 The reviewer signed the document he uploaded. How do I anonymise it?... 5 Send Back to Author... 5 What do I use send back to author for and when?... 5 Send How, and in which cases do I use send ?... 5 Uploading a marked manuscript... 6 How do I to upload a marked manuscript for the author?... 6 Univite Reviewer... 6 How do I uninvite a reviewer?... 6 Editor Decision Problems... 6 Can t find decision link for this paper... 6 Why can t I find the link for this paper I want to take a decision on?... 6 Can t find decision link What step am I forgetting: when I go to "Set final disposition the only choice is "withdrawn"?... 6 Withdraw Manuscript... 6 Last revised on 22 May 2015 page 1 of 8

2 How do I withdraw a manuscript?... 6 Manuscript cleanup in EM, accepted papers... 7 How do I clean up manuscripts already accepted and sent to the journal manager by that are still not at accept in EM?... 7 Editor Copy Edit Problems... 7 Editing an already accepted paper... 7 How do I deal with an accepted paper that still needed to be edited?... 7 Reminder Letters... 7 How do I send reminder letters?... 8 General Problems The author s manuscript is not in my main menu The author said they uploaded the manuscript, so why can t I find the file in my menu? Check the author s main menu via proxy, the paper is probably incomplete/waiting for approval, and has thus not yet been submitted. Author sent file per What can I do with an author s file that was sent to me by ? In such cases you have two options: 1. Ask the author to submit it online themselves. 2. Proxy for the author and submit the manuscript for them. First see if they are already registered in EM, and if need be register the author, but do not send an . To proxy for the author, go to Search People, look up the author by last name, and then in the search results, click on the Author role. This should be highlighted in yellow to the right of the author s name. This will lead you into proxy mode and will allow you to submit the paper for the author. At the end of the submission process, the system will create a PDF of the submission, which will need to be checked and approved. If not approved, the submission will remain on the author s side. Approval is the step after which a manuscript is sent through to you. Should you come across information that is requested that you do not have at hand yet and do not necessarily need at this stage, be aware that the system can generally only check if the required field has text in it, not whether it actually contains the requested information, so as a workaround you could simply add N/A, or a full stop any bit of text will do - as long as something has been entered, the system will let you proceed. The notification s that the system sends will give the author their inlog codes for future use. Last revised on 22 May 2015 page 2 of 8

3 Author Notification Do authors receive notification that their manuscripts were received? Yes, the author receives an automated confirmation of receipt when they submit an article. If a new manuscript is then assigned to another editor, it gets a manuscript number in the system, and that is then also ed to the author. You can see the in the history of that manuscript. Revised manuscript problems Revised manuscript submitted as a new file The author submitted the revision as a separate new file. Now what? Download the revised paper s files, and proxying for the author, upload the files for them as a revised manuscript. Then go back to the new manuscript. In the details screen, note that this is a duplicate of manuscript x. Save this. Then set the final disposition of the new version at withdrawn, and continue with the revised version of the original manuscript, which is now uploaded to the original manuscript number. Submission Missing The author says that they submitted his manuscript via Editorial Manager, but where is it? The author had uploaded the manuscript, but had not yet approved the PDF - approval is the step where the author sends the manuscript over to you. If you proxy for the author, you can do it on the author's behalf, which generates a confirmation of receipt to the author, and the alert to the Editor. The manuscript should now pop up in your main menu as a manuscript awaiting assignment. Discussion Forum How do I use the discussion forum? Go to the Initiate Discussion link for the manuscript in question. Choose the topic; insert the question in the initial comments box. Choose the participants, and tick off their names. Via Discussions you can get suggestions for new reviewer names; give someone access to a manuscript s files; or to reviewer comments. You do not always need or want to also send a letter. This will lead you to a page where you can select the letter template you wish to use, edit it if desired and send out the letters to the participants. The next step ( Set flag ) means that you can turn on a flag, which is a dedicated symbol that if activated, will appear next to the details action link of the manuscript, in this case Discussion Initiated. That is intended to serve as a visual reminder that you have an ongoing discussion for the manuscript. Last revised on 22 May 2015 page 3 of 8

4 All participants to the discussion will find a link in their editorial main menus called Submissions with Active Discussions, which will give them direct access to the various discussions they have pending. Whenever someone posts a new comment, all the participants of the discussion should automatically get an alert so easiest way to send them all a message for the pending discussion might simply be to post a new comment for that discussion... If you wish to use the dedicated flags like Discussion Initiated they can be turned on and off via the grey flag symbol next to the Details action link of a manuscript (click on the flag, tick and untick the boxes as appropriate and click on submit to save the changes): Person not in Discussion Forum The person I want to use the discussion forum with is not in the drop-down list. What do I do? Send an to EM@brill.com, quoting the journal name or acronym and ask to add the person to the discussion forum. Special Issues Keeping manuscripts together How do I keep special issue manuscripts together? Use the Linked submission link, and request a dedicated article type via EM@brill.com. Also let your journal manager know, with the name of the special issue and all details. They will also keep an eye out for these manuscripts. Editor Review Problems The reviewer sent me the review by , how do I put it in EM? Proxy for the reviewer by going to the details screen, and clicking on the yellow proxy link next to their name. Select a recommendation term from the dropdown menu, copy paste any comments to the editor and author fields. If there is an attachment to upload, you can find it under the recommendation term at the top. There is the button Upload Reviewer Attachments. Using Browse, find the file on your computer, and then use Attach this file to upload it. On a Mac, this works slightly differently. Once the file is attached, use Proceed with Recommendation to finish off submitting your review. Why did I received a please forward for a reviewer? In Editorial Manager, under the search people, go to that person. Change the tickbox referring to how they prefer to receive Editorial Manager requests etc., from postal mail, to . Last revised on 22 May 2015 page 4 of 8

5 Review not anonymised The reviewer signed the document he uploaded. How do I anonymise it? Do NOT tick the Allow Author Access checkbox for the compromised file. Instead, copy and paste the comments from the attachment into the Comments to Author field of your decision (may not always be possible depending on what type of attachment you have plain text should work fine, though). Otherwise, download and edit the file, and then upload it back into the system using the Upload Revised File link or by using the Upload Attachments button. Then activate your version for sharing with the author. If shared, the file will not be made available until after you have put in an official decision and notified the author about it. Send Back to Author What do I use send back to author for and when? When a manuscript comes in that still needs correction before it goes for review, be it for language correction, journal style correction, or anonymisation, you can use the Send Back to Author link to send it back to the author so they can do this. A sort of revision, before the review process. Send How, and in which cases do I use send ? The Send action link allows you to send ad hoc letters at any time. These do not affect the workflow in the system whatsoever and are in that way comparable to s you d send from your own mailbox. When you click on Send , you can choose a letter template the Custom can be sent to anyone and will let you attach files from your own computer as well as from EM. When you send a message through EM, a copy is automatically saved in the correspondence overview found in the History action link of the manuscript. Customize will lead you into the letter, which you can then edit as necessary. Insert the address of the recipient manually (cc yourself if you want to) and attach any files before sending. - to ask for an update on a manuscript which already has a number. - to send the reviewer s copy of the PDF file. The top section allows you to pick up files from your computer (Browse -> select -> add this file). The bottom section allows you to attach files from EM (Add Files from Submission Inventory) if no files are displayed, click on the + symbol shown in the section header. The Reviewer Version of the system PDF should be the blinded version that is generally available for download on the reviewer s end. The Submission Files are the source files (should be an editable Word file) which you can also find under the File Inventory action link for the manuscript. It is a matter of ticking the boxes for those files that you wish to attach to your and then clicking on Proceed. That should lead you Last revised on 22 May 2015 page 5 of 8

6 back into the letter which you can then send (keep confirming until the system leads you back into your main menu automatically, or gives you an option to return to your main menu. Do keep the total file size in mind, this is a regular ; generally 4-5 MB s should be no problem. Uploading a marked manuscript How do I to upload a marked manuscript for the author? Go to Attachments make sure to tick the allow author access checkbox. Univite Reviewer How do I uninvite a reviewer? Go to the invite reviewer link. Go to uninvite and check which ones need to be uninvited. Customise the letter if need be. Send. Invite new reviewers, if needed. Editor Decision Problems Can t find decision link for this paper Why can t I find the link for this paper I want to take a decision on? Go in via one of the links in your Editor to do list section (e.g. New Assignments) or Search Submissions. You should always be able to take all actions that are available/possible for you for that manuscript at that time. If it still does not have the take decision link, it may not yet be ready for you to do so. You may still have to assign the paper to yourself. If not all the needed reviews are in, go to invite reviewers. If need be, use uninvite to remove reviewers still assigned to the manuscript in question. Correct the number of required reviewers to what you actually have. The manuscript will then move to the Manuscripts with all reviews complete folder, and from there you can take a decision. Can t find decision link 2 What step am I forgetting: when I go to "Set final disposition the only choice is "withdrawn"? The final disposition options accept and reject are unavailable until after you have submitted an accept/reject decision and have sent out the accompanying decision letter. If you only get withdrawn as final disposition option, it means that you still need to submit a formal decision (using Submit Editor s Decision and Comments). Withdraw Manuscript How do I withdraw a manuscript? Throughout the entire editorial process you have a final disposition option called withdrawn. You can use this in such cases. The final disposition options accept and reject are not available until Last revised on 22 May 2015 page 6 of 8

7 after you have taken an accept/reject decision and notified the author, but the withdrawn option can be used at any time. Check that no reviewers are attached to the manuscript, and if need be uninvite them. If you set the final disposition to withdrawn, it is advisable to make a note for your own future reference as to why you did this. This kind of editorial notes can be inserted on your editorial notepad : if you click on the Details action link for the manuscript and scroll about halfway down on the page that opens, you will find a text box called manuscript notes. Here you can make notes for your own reference, e.g., things that you may wish to be aware of before taking any further action. If you make notes, I suggest adding your initials and the date so that you can always easily reconstruct afterwards who made the comment and when (and with that determine whether it is still relevant). Before saving your changes, make sure the Display Manuscript Notes Flag checkbox immediately above the manuscript notes field is checked: this will trigger a little red triangle to be displayed next to the details link of the manuscript this is intended as a visual reminder that you have editorial comments stored for the manuscript. Manuscript cleanup in EM, accepted papers How do I clean up manuscripts already accepted and sent to the journal manager by that are still not at accept in EM? Go into EM, and finish everything off. Customise the accept to the author, that this is only an administrative , and that the paper has already been accepted. Let the journal manager and everyone else know this as well. Editor Copy Edit Problems Editing an already accepted paper How do I deal with an accepted paper that still needed to be edited? If it is to go to a copy editor, if possible, rescind the decision. Use Assign Editor to give it to the copy editor. Resubmit an accept decision when it comes back from the copy editor. Otherwise, go to Details screen. Note that you have sent the manuscript by outside EM to the copy editor, and turn on the copyedit flag. Use send (attach files) to send it to the copy editor. Use edit submission to put the edited files in EM when you have the copyedited version. If final disposition already set: alert DE and handle copyediting via copyedited version to be forwarded to DE via . Last revised on 22 May 2015 page 7 of 8

8 Reminder Letters How do I send reminder letters? You can send reminders to authors, reviewers etc. through the Send Reminder Letters link all the way at the bottom of your main menu. The reminder reports for reviewers are split into two: 1. Reviewer Invited No Response Report: this is for reviewers to whom you have sent an invitation to review, but who have not yet agreed or declined. 2. Reviewer Reminder Report: This is for reviewers who have agreed to review, but have not yet submitted a review (so this is what you are looking for in this case). All reports work in more or less the same way: Click on the link of the report you would like to run Change the parameters in so far necessary. Note that you can all run these reminder reports for all the submissions in the system so if you would only want to see the results for submissions that you are handling, select yourself in the Handling Editor drop down menu at the top of the page. When all parameters are ok, click on Submit. This will lead you to the report results page showing you the individual people who you may need to send reminders to as well as some additional information, such as when the assignment began, how many reminders were sent to date, access to the manuscript details and history links, etc. To send reminders through the system, tick the boxes in front of those people you would like to send reminders to (if you would like to cancel any invitations/assignments, make a note of the manuscript number and name of the reviewer see below for cancellations) Click Send Reminders. You will then need to select a reminder letter template from a drop down menu ( REVIEWER: Invitation Reminder is for reviewers who have not yet agreed/declined; the other letters are for when they have accepted to review but not yet delivered a report). The customize option will allow you to read and if necessary edit one or more reminders before sending. Otherwise, click Send Reminders and Send Reminders Now More detailed information, including some screenshots can be found in the Editor s Manual (accessible through a link to the right of the login box on the EM homepage), section Cancelling reviews or review invitations: if at any point you have lost hope of a reviewer responding or even delivering a review and would like to deactivate the assignment in the system, click on the Invite Reviewers link of the manuscript. You will then see an overview of all the reviewers invited and any alternate reviewers. For the active reviewers (status: invited/agreed) you will have Uninvite or Unassign links at your disposal. These you can use to cancel the corresponding assignment/invitation. Cancellation triggers an to the reviewer, but if you want you can customize this before sending this out. Last revised on 22 May 2015 page 8 of 8