Editorial Manager - Tutorial for Authors TABLE OF CONTENTS

Transcription

1 AUTHOR TUTORIAL

2 TABLE OF CONTENTS QUICK OVERVIEW, 3 GETTING STARTED, 3 REGISTERING, 3 Duplicate registration, 3 LOGGING IN, 4 CHANGING YOU PERSONAL INFORMATION, 4 SUBMITTING A MANUSCRIPT, 5 Select article type, 5 Enter Title and Short title, 5 Add/Edit/Remove Authors, 5 Select section, 6 Submit Abstract, 6 Enter Keywords, 6 Select classifications, 6 Additional Information, 6 Enter comments, 6 Suggest reviewers, 6 Oppose reviewers, 6 Attach Files, 7 File Ordering Mechanism, 7 Changing the Submission Item Label after the file is uploaded, 8 COMPLETING AND APPROVING YOUR SUBMISSION, 8 View submission, 8 Edit submission, 8 Approve submission, 8 Remove submission, 9 TRACKING THE PROGRESS OF YOUR SUBMISSION, 9 SUBMITTING A REVISED MANUSCRIPT, 9 Starting your revision, 9 Download Files, 9 Submit revision, 9 Respond to Reviewers, 10 Attach files, 10 ARTWORK QUALITY CHECK, 10 Displaying Artwork Quality Results, 10 EXSTYLES REFERENCE CHECK, 11 COMPLETING YOUR REVISION SUBMISSION, 11 View Decision, 12 DECLINE TO REVISE, 12 REINSTATE A DECLINED REVISION, 12 LOGGING OUT, 12 2

3 QUICK OVERVIEW In order to use Editorial Manager you need to be a registered user. Editorial Manager is a role based system, and your view and access permission will depend on the roles set up for you by the Journal Office. Here we offer a Tutorial for Authors. Should you have different roles, please also refer to the Tutorials available for those roles. GETTING STARTED Open your web browser to the journal s website and click on Online submission. Here you will find preliminary information which you should read before you start. REGISTERING Click Register on the main navigation menu at the top of the screen and enter your first name, last name and address. DUPLICATE REGISTRATION The system will check to see if you are already registered in the database. If your address is found you will be given the option of receiving an containing the Username and Password to the address already in the system. If you have already registered with a different address, please do not register again. Simply log in and change the old address by clicking Update My Information. After the system check, the Registration Page appears. Enter your personal information as required. Fields marked by asterisks (*) are required and cannot be left empty. You must also select your Personal Classifications (areas of expertise); at the bottom of the form you must pick a preferred username in order to access the Editorial Manager system. When you are satisfied with the information you have provided, click the Continue button at the bottom to proceed. A Registration Confirmation page will appear, letting you double-check your name and e- mail address. If all is correct, click the Continue button at the bottom of that page in order to complete your registration. Once you have completed the registration process, please check your for a confirmation 3

4 of your username and password. If you do not receive an , please notify the Editorial Office for assistance. LOGGING IN Once you have received a notification from the Journal Office containing your username and password, you can start to use the system. Go to the Journal s Online submission page and from the navigation menu at the top of the screen click on Login. Enter your username and password in the appropriate fields. Click on the tab labeled Author Login. This will display the Author Main Menu. CHANGING YOU PERSONAL INFORMATION You may change your password at any time, but you must first be logged in to the system. From the main navigation menu at the top of the screen (see below) select Update My Information and follow the system indications. 4

5 SUBMITTING A MANUSCRIPT Once you have successfully logged in, the Author Main Menu will be available for you. It will link you to the folders below: To submit a new manuscript, click on Submit a Manuscript to begin the submission process. You will be guided through the steps below. When you have completed each step, click Next to move forward or Previous to make changes to the steps before. If you are unable to complete the submission process, your data will not be lost. You can access your unfinished submission in the Incomplete Submissions list on your Author Main Menu. You should always check the Instructions to Authors available on the Journal s website before your submit a manuscript. SELECT ARTICLE TYPE Enter the title of your manuscript choosing from the drop-down menu. ENTER TITLE AND SHORT TITLE Enter the title and then the short title of your article in the space provided. ADD/EDIT/REMOVE AUTHORS Enter the names of other people who authored the manuscript. You are automatically considered the Corresponding Author. Do not re-enter yourself in the list of authors. You may choose another author as the Corresponding Author, but this person must be a registered Editorial Manager user. If you do assign someone else as the Corresponding Author, the system will send the manuscript to their account while the PDF is built and send all s to that person, including 5

6 one asking them to approve the manuscript for final submission to the office. To approve the manuscript and send it to the journal, log in as the new Corresponding Author or ask the new Corresponding Author to view and approve the submission. Other Authors do not need to be registered with the system in order to be listed. To change the order in which authors are listed, click the up or down arrows next to each name. This moves that author one step up or down in the order. The Author at the top of the list is automatically designated as the First Author and does not have to be the Corresponding Author. To change the Corresponding Author, enter that author s name and click the checkbox next to Please select if this is the corresponding author. If the person you entered is not registered with Editorial Manager, you will be unable to designate him/her as the Corresponding Author. If this person is registered with Editorial Manager, you will be asked to enter his or her username as confirmation. SELECT SECTION Choose the section in which you manuscript belongs from the drop down menu. SUBMIT ABSTRACT Enter the abstract in the space provided; you may copy and paste from your typewritten manuscript. ENTER KEYWORDS Enter each keyword separated by semicolons. SELECT CLASSIFICATIONS A new window will open which will list the classifications used by the Journal. You may select as many classifications as appropriate for your manuscript. When you have completed your choice, click Submit to close the window and Next to proceed further. ADDITIONAL INFORMATION Use this section to enter mandatory information the Journal requires. ENTER COMMENTS Use this section to enter any additional information you may wish to submit to the Editorial Office. These comments will not appear with your manuscript. Do not paste your cover letter in this space. SUGGEST REVIEWERS You may be required by the Journal to suggest potential reviewers for your manuscript. In this case, you should supply names and contact information ( ) for your review candidates. Required field are marked with (*). When you are finished, click the Add Reviewer button to submit additional reviewers. Click Next when you are ready to move to the next step. OPPOSE REVIEWERS You may also indicate to the Journal Office which Reviewer you would rather not send your manuscript. Provide all necessary contact information. When you are finished, click the Add 6

7 Reviewer button to submit additional reviewers. Click Next when you are ready to move to the next step. ATTACH FILES You will be asked to attach all the files associated with your submission. For each item you want to upload: a) Choose the Item from the dropdown menu. Items marked with an asterisk (*) are required. b) Enter a Description in the text box. You must enter a number label for your figures in the Description box, i.e. Figure 1a. Locate the file on your hard drive using the Browse button c) Click Attach This File to upload the file (uploading may take several minutes for larger files). As each item from the drop-down menu is attached, the name of the file will appear at the bottom of the screen in order of upload. To change the order of the items according to requirements, click the up and down arrows next to each file (see below) to move the item up or down a step in the manuscript. You may attach files to their submission that have been compressed (i.e. zip files). This allows Authors to upload several files at once, rather than having to upload one file at a time. It also enables a faster upload of a large single file. The system will automatically unpack or un-zip the file, so that the individual file(s) can be attached to the submission. Uploading a compressed ZIP file Compressed files are any files created by a packing utility, such as PKZip or WinZip. A compressed file may consist of a single file, or multiple files. The primary purpose of zipping or compressing files is to reduce the overall file size, thus facilitating faster transmittal. The following compressed file formats are supported: 1. Zip such as WinZIP 2. tar.gz this is a UNIX file compression utility To upload a compressed file, choose a Submission Item Type from the drop-down list, and upload a compressed file containing one or more individual files. The resulting behaviour varies slightly, depending on whether the zip file contains a single file or multiple files. You can always change the Items and descriptions once they ve been uploaded. Zip File Contains a Single File: The single file is listed in the Attached Files list, with the Item and Description designation made by the user before the file was uploaded. The user then has the opportunity to change the Item and/or Description, and re-order the files (if there are other files already in the list). Zip File Contains Two or More Files: The unpacking process lists all of the files individually. The user must then explicitly select a Submission Item for each file. The Description fields are dynamically populated based on the Submission Items selected, and the user can modify the Descriptions, if desired. The user then has the opportunity to reorder the files. FILE ORDERING MECHANISM File order can be changed by entering numbers in the text box next to each Submission Item. A text box with a number appears next to each file. The files are numbered in the sequence in which they were uploaded. For example, if four files are uploaded, the default value for each Item is 1, 2, 3, and 4, respectively. The user can then change the order of the files by typing 7

8 in a new order and clicking the Update File Order button. For example, if the last Item you uploaded should appear first, simply type a 1 next to the file, and Update the file order. You won t have to renumber all the others, the file will automatically be bumped to the top, and all other subsequent files will be pushed down one. When all Items have been attached, click Next at the bottom of the page. At this point, you will see the summary of the files you are sending to the Journal Office, and can make sure that everything you want to include is listed. A message will prompt you if you ve left out any of the required items of the submission. CHANGING THE SUBMISSION ITEM LABEL AFTER THE FILE IS UPLOADED If you are uploading a Figure, but did not select the Figure Item from the Item dropdown box, then the Item label would be incorrect. The Item column in the list of attached files has drop-down boxes for each file, so the Submission Item can easily be changed after the file has been uploaded. When you have completed loading your attachments, click Build PDF for my Approval. A message will appear on the screen thanking you for your submission. Your manuscript will now be found in the Submissions Waiting for Author s Approval in your Author Main Menu. To complete the submission process you ll need to make one final approval before the Editorial Office receives your submission. COMPLETING AND APPROVING YOUR SUBMISSION Before your submission is sent to the Journal Office, You must first approve it. Go to Submissions Waiting for Author s Approval to bring up a table containing all of your manuscripts that are waiting to be viewed and approved. Once the PDF version of your manuscript has been created by the system (this may take a few minutes once you have uploaded your files or as long as minutes depending on the size of files), you will see a set of links in the Action column (far left). VIEW SUBMISSION You must click View Submission to view the PDF version of your submission before submitting it to the office. (If you do not have Adobe Acrobat installed on your system, simply click the Get Acrobat Reader icon at the bottom of the Submissions Needing Approval menu and follow the instructions from Adobe s web site). Please check to make sure all files have been loaded correctly. If text appears garbled, please increase your View to Zoom at 150%. If this does not resolve the problem, make sure you have the latest version of Adobe Acrobat. EDIT SUBMISSION If you need to make changes to your submission, select Edit Submission. This link will bring you to the same interface you used when you first submitted the manuscript. You can remove or add files at the Attach Files portion of the submission if you need to change anything. If you do make changes, you must then rebuild the PDF file and approve it. APPROVE SUBMISSION Once you are satisfied with your submission and are ready to send it to the journal office, click Approve Submission. When you approve your submission, it will be filed in the Submissions Being Processed list in your Author Main Menu. 8

9 Please note that unless you approve your submission, it will not be sent to the Journal Office. REMOVE SUBMISSION You may also choose to remove your manuscript from the system by selecting Remove Submission. You can always remove your submission and start over if you experience problems. Once you have approved your submission, you will automatically receive an acknowledgement by and you will find it in the Submissions being processed folder in your Author Main Menu. TRACKING THE PROGRESS OF YOUR SUBMISSION Once your manuscript has been submitted to the Journal, you can track its progress by viewing your submission in the Submissions Being Processed list. You will be notified when the Journal has made a decision. You can send an to the Editorial Office at any time using the Send link. SUBMITTING A REVISED MANUSCRIPT When you are asked to Revise your manuscript you will be notified by and your submission will move in the folder Submissions needing revisions in your Author Main Menu page. Each Journal has different requirements which will be clearly outlined in the revision letter and in the Instruction to Authors. Please always refer to these in preparing your revision. The View Submission link allows you to see the PDF of the most recent version of the submission. STARTING YOUR REVISION The Submit Revision link provides access to the Submit Revised Manuscript interface that leads you through the submission process. DOWNLOAD FILES This allows you to download any of the source files that make up your submission if you do not have the version that was submitted to the office. Click on File inventory to access the list of files associated with your submission. SUBMIT REVISION 9

10 This interface is similar to the Submit New Manuscript interface. You may change any information by clicking the links at the left of the page. RESPOND TO REVIEWERS Please respond to the comments of the reviewers in a formal manner. To save you time online, you should prepare a Response to Reviewers document on your personal computer. You will be able to copy and paste your comments clicking on Respond to Reviewers. You will have access to all Reviewers comments by clicking the View Decision Letter link in you response screen. ATTACH FILES When presented with th]]e list of source files, there is a checkbox displayed to the right of each file. The checkbox must be checked to carry the file over to the new version of the submission. Do not keep original copies of revised files in the manuscript. ARTWORK QUALITY CHECK Most journals require that the figures of your submission will be checked for print-quality concerns upon building the revised PDF. You will need to view the Artwork Quality Checking (AQC) results before you can approve the submission and submit the revision to the journal office. When creating your figures, ensure that the following File Type, Resolution, and Color Mode criteria are met. You can set up your scanner, camera, or other device to create the final image according to these criteria. You should configure these settings before beginning to create your artwork. Your figures will be tested for the following submission criteria. File Type Figures should be submitted as TIF, EPS, or PPT (PowerPoint) files Resolution Images must be submit at 300 dpi (dots per inch) Line-Art must be submit at 1200 dpi (dots per inch) Color Mode Figures to be printed in black & white should be submit in grayscale color mode Figures to be printed in color should be submit in CMYK color mode. Color charges often apply for printing artwork in color. Please refer to the Instructions to Authors for details. If you do not want your figures printed in color, please convert DISPLAYING ARTWORK QUALITY RESULTS After submission files are uploaded and sent to be built into a PDF all Figure files are sent to the Artwork Quality Checking (AQC) tool. From the Revisions Waiting Approval the link View Artwork Quality Results. Click on this link to view the results. 10

11 All files will be listed in the AQC Results, but only those designated as requiring analysis will display any results (e.g., Pass, Pass with Warning, Fail). You may View the PDF, Download individual source files, and View the Artwork Quality Results for each file. When the Artwork Quality Results are viewed a Proflight Detail Report will provide analysis of the file. The Artwork Quality Results will also display specific information regarding any problems with the file as well as possible solutions. If you find problems with your figure files, please address the concerns by making any necessary changes to the artwork files. You can rebuild the PDF, by editing the submission, removing the failed artwork files, uploading new files better suited for production, and rebuilding the PDF. EXSTYLES REFERENCE CHECK Upon revision the system will check all your references. You must make sure all are Validated. If a Reference is not validated you must check it against Pubmed COMPLETING YOUR REVISION SUBMISSION When you have completed checking your attachments, click Build PDF for my Approval. Your revision will now be found in the Revisions Waiting for Author s Approval in your Author Main Menu. To complete the submission process you ll need to make one final approval before the Editorial Office receives your submission. Once you are satisfied with your revision click Approve Revision to send it to the Editorial Office. 11

12 VIEW DECISION The Author can view the Decision Letter by clicking on the link View Decision Letter. DECLINE TO REVISE This link is used when you decide not to submit a Revision. Your submission record then moves to the Author s Decline Revisions folder. If this is done in error, you will be able to Reinstate a Declined Revision. REINSTATE A DECLINED REVISION If you accidentally Decline to Revise or Remove a submission you intended to revise, by clicking the Decline to Revise or the Remove links, you should Reinstate the submission, instead of submitting a New Manuscript. Should you decline to review in error, your manuscript will be move to the folder Declined submission of your Author Main Menu. You will be able to change your decision by clicking on the link Reinstate declined decision. LOGGING OUT Once you have finished working on Editorial Manager, remember to log out of the system to close your connection. 12