AUTHOR TUTORIAL. Please submit any feedback to v

Transcription

1 AUTHOR TUTORIAL Please do not print this document as it is subject to continuous revision. The latest version will always be available here: Please submit any feedback to v ACCESSING THE ONLINE SUBMISSION SYSTEM MAKING YOUR SUBMISSION FORM-FILLING DATA UPLOADING FILES PREPARING YOUR MANUSCRIPT FOR UPLOAD UPLOAD YOUR SUBMISSION VIEW SUBMISSION EDIT SUBMISSION REMOVE SUBMISSION TRACKING THE PROGRESS OF A SUBMISSION THE REVISION CYCLE - SUBMITTING A REVISED MANUSCRIPT VIEW SUBMISSION FILE INVENTORY VIEW ATTACHMENTS CORRESPONDENCE REVISE SUBMISSION SEND REINSTATE A DECLINED REVISION VIEW DECISION (COLUMN HEADER NAME) INVITATIONS TO SUBMIT (PROPOSALS) VIEW PROPOSAL VIEW INVITATION LETTER AGREE TO SUBMIT DECLINE TO SUBMIT SEND SUBMITTING IN RESPONSE TO AN INVITATION APPENDICES DEEP LINKS WITHIN S COMMUNICATING WITH THE EDITORIAL OFFICE FOLDERS ACTION LINKS VIEWING YOUR SUBMISSION AUTHOR SOFTWARE REQUIREMENTS Author tutorial Page 1

2 1 Accessing the online submission system If you are want to make a submission to any RCN Publishing journal, you will first need to register onto the online submission system if you are not already registered. This can be reached via the read our author guidelines link that s available on the home page of each journal website. For details of the Author Registration process and of how you can find out if you have already been registered on the system, please read the document NS Author Login and Updating My Information : A link to this document is also available as a link from the registration page of the system. Also, either if you have mislaid or forgotten your username and password or if you think you may have already been registered onto the system you can use the Send Username/Password link on the login page to get them sent to you by . 2 Making your submission To make a submission you will need to be in the Author role. For most users this will be the only role that is available to you but for others you may have to select it from the Role dropdown list: As you need to be logged in to the system to make a submission, it will know who you are and consequently you ll not need to fill in any of your own details. Otherwise, there are two main parts to the process: Filling in online forms Uploading files What is important is that the right information is loaded into the right place during the submission process. 2.1 Form-filling data For this you will need a range of details, notably: Those of other authors Keywords Abstract For more details on exactly what is required please go to Upload your submission on page Uploading files The submission system will expect to receive from you three different categories of file: Manuscript Figure Table Whilst there is no restriction on the file-type you can upload for each, data associated with each and the way in which each is handled by the system is different. For details of the uploading process go to page Author tutorial Page 2

3 2.3 Preparing your manuscript for upload The online submission system will accept a variety of different document file formats. A complete list of which file formats are acceptable are available here: The manuscript should NOT contain either: Or any information that is entered into forms any information that will identify you or your other authors. Therefore the following will need to be removed from your document: Your name and those of any other authors Keywords Abstract Word counts Extraneous comments Note: You may well want to save your own copy of your manuscript with everything in it but note that it s essential that when making changes to the submitted version, you do so by downloading the version held on the system. Use your own version as the copy from which you upload the Title, Abstract and Keywords Author tutorial Page 3

4 2.3.1 Anonymising your document As well as ensuring that your name and that of any other authors is not available within the visible text of your document you must ensure that it is not visible in the hidden metadata associated with the document (MS Word will by default pick up the name of the author of the document from the PC on which it was created). In MS Word 2007 this is done by removing the document properties. 1) Go Office Button>Prepare>Inspect Document 2) Ensure all options are checked and click on [Inspect] 3) Click on [Remove All] as many times as is necessary and then [Reinspect] Author tutorial Page 4

5 4) Once you have checked that all is clear click on [Close] 3 Upload your submission 1) Ensure that your current role is Author. 2) If you are not already on the Main Menu page click on <Main Menu> to go there. 3) Start to go through the upload screens by clicking on <Submit New Manuscript> link Author tutorial Page 5

6 4) Select the article type (ask the Editor if there is doubt and, if necessary use the <Article-if in doubt use this one> article type. 5) Click on [Next] to move to the Enter Title screen 6) Enter the <Article Title> and a shortened version of the title as the Short Title complying with the word and character count limits (20 words and 25 characters respectively). The Short Title is the means by which the article is referenced in the subject line before it is assigned a Manuscript Number Author tutorial Page 6

7 Note that the title of the document should be entered in sentence case and that within MS Word 2007 there is a neat utility that will do the conversion for you and consequently avoid any typing errors: Highlighted text to convert and then select the desired format: Thus PATIENT ORAL MUCOSA CHART TRIAL will become: Patient oral mucosa chart trial 7) Add and co-authors Author tutorial Page 7

8 8) Enter co-author details and chose to either [Submit] or to [Submit and Add Another Author] Please be aware that your co-authors will be sent s containing a link that will ask them to confirm their co-authorship and acceptance of our Publisher s Agreement and so it important that their addresses are entered correctly. Your submission cannot be published without this acceptance from all co-authors. Note: it is possilbe to designate someone other than the person making the submission as the corresponding (person to whom communication is addressed) author when adding other authors and should you wish to do this please contact us Author tutorial Page 8

9 9) The Authors can be reordered into any order by changing the order numbers and cliking on the [Update Author Order] button. 10) Click on the Edit link if you want to change an Author s details or make him/her the corresponding author. 11) After going back to the Add/Edit/Remove Authors page, click [Next] to be taken to the Submit Abstract page. 12) After pasting in the Abstract within the defined word-limit, click on [Next] to go to the Enter Keywords screen where at least one Keyword is required Author tutorial Page 9

10 13) Click [Next] to go to the Additional Information screen and answer the questions there. Note: When using MS Word the word count is visible on the status bar at the bottom of the window. To get the word count for just part of the document, select just that section of the document Author tutorial Page 10

11 14) Click on [Next] to go to the Enter Comments screen where you may add any comments that you d like to make available to the Editor into the text box. 15) Click on [Next] to go to the Country of Origing screen where you should select the country in which the submission was authored. 16) Click [Next] to go to the Attach Files screen where you can upload the prepared version of the manuscript and any other material, reordering and labeling it as required. Note: To replace an already uploaded file you need to remove the existing file checking the checkbox in the Select column and then clicking on the [Remove] button. Note: Editorial Manager will not allow another file with the same name as one that already exists to be uploaded Author tutorial Page 11

12 17) Once all the submitted files have been uploaded click on the [Build PDF for my Approval] button. 18) The following message will then be displayed and you will need to click on the <Submissions Waiting for Author s Approval> to go to the page on which you can approve the submission. Note: You will be sent an reminding you that a PDF has been built and awaits your approval. Note: The actual process of building the PDF may take several minutes, depending on the size of files and outstanding PDF building activity Author tutorial Page 12

13 19) To begin with the Submissions Waiting for Approval by Author page may look like this: But the page will intermittently refresh itself and a few moments later the <Action Links> link will appear. When the hover over <Action Links> to reveal the popup menu or alternatively, click on the [+] symbol to permanently expand the menu. The menu options avaialable at this point are 3.1 View Submission Allows you to view the PDF version of a submission. You may choose to make alterations to a submission such as spelling corrections, description changes, extra graphics, etc. this can be done by then selecting Edit Submission. If there was a problem creating the PDF, there will be a message in the PDF explaining what may have caused the problem. You must view the PDF before it can be approved Author tutorial Page 13

14 3.2 Edit Submission Will take you to the same interface that was used when initially submitting a manuscript. You can remove or add files at the Attach Files portion of the submission if anything needs to be changed. If any changes are made, a new PDF file will need to be built. Once the you have viewed the PDF, you will need click Approve Submission to send it to the Editorial Office. Note that as soon as you have clicked on Edit Submission you will have to go through the Build PDF, View PDF and Approve Submission cycle. 3.3 Remove Submission Lets you remove a manuscript from the system (the Manuscript will never be received by the Journal). You can always remove a submission and start over if desired 20) Approve the submission in three steps (see below): 1) click on <View Submission> to download the PDF. This should be viewed to satisfy yourself that everything is in order and that nothing has been missed out. 2) Check the I accept check box which indicates acceptance of the Publisher s Agreement 3) Click on the <Approve Submission> link A view of the PDF downloaded for approval: 21) Click on the [OK] button of the dialog to finally approve the Submission Author tutorial Page 14

15 22) Click on the <Main Menu> link to take you back to the Author s main menu: where you will that the <Submissions Being Processed> number has incremented by 1: 3.4 Tracking the Progress of a Submission Once the you have made your submission you will not longer be able to change it. This ensures that only the version you have submitted exists in the system and is being dealt with by the Editors. You can follow the progress of you submission by clicking on the <Submissions Being Processed> link. At this point you may do just three things: View Submission You may look at the PDF of what you submitted Correspondence An archive of any s that have been sent to you or from you about the submission Send From this link you can access a number of templates that will allow you to correspond with the Journal about your submission Author tutorial Page 15

16 4 The Revision Cycle - submitting a revised manuscript You will be notified by of the Editor s decision. Four decisions are available: Accept Minor revision Major rewrite Reject If you receive an inviting you to revise your submission and your submission will have moved to the <Submissions Needing Revision> folder on the Main Menu page. Click through to see the detail of your submission: From this folder the following options are listed: View Submission, File Inventory, Revise Submission, Decline to Revise and View Decision. 4.1 View Submission Click on this link to see the PDF of the most recent version of your submission. 4.2 File Inventory From the page reached via this link you can download any of the source files that make up the submission. You must use the version of your manuscript that is available via this page as the starting point for your revision. Download it and save it locally (on your PC or network), then amend it and use it to replace the version that exists in the sytem. 4.3 View Attachments If any of the Reviewers or Editors has annotated and/or corrected your manuscript they will have uploaded the modified file to make it available to you on the page reached by clicking on the <View Attachments> link Author tutorial Page 16

17 4.4 Correspondence From this link a history or archive of all the correspondence related to the submission. When this link is clicked, a pop-up window will display all letters sent to or from the Author regarding this submission. Letters are displayed in date order (newest on top), but can be sorted using the standard sort arrows. Any external correspondence ( s that have been sent outside the system but have been added to it by Editorial staff) will be marked with (External) to denote that message as having been added manually. 4.5 Revise Submission This link initiates the process of submitting a revised submission and the following dialog will pop up confirming that you are going to undertake to revise. Note: While the poup implies that you need to immediately press ahead with doing the revision, this is not actually the case. You can click on [OK] and it would be helpful if you were to do so to indicate your intention to undertake the revision and then immediately leave editorial manager. Clicking on [OK] will take you through to the interface that you will have used when uploading your original submission with the only difference being that some of the options may not be visible and/or changeable. See Author tutorial Page 17

18 You can at this point abandon any more work on the revision and, on returning to the Main Menu you will see that the <Incomplete Submissions Being Revised> folder has incremented by 1: You may then revisit the revision process at a later date bearing in mind the deadline to which you will have been asked to work Changing the source files The significant difference between the revision submission process and the original submission process is that you will want to change one or more of the attached files. When presented with the list of source files, there is a checkbox displayed to the right of each file. The checkbox must be un-checked so as not to carry the file over to the new version of the submission: Click [Next] to proceed to the next page, where there will be able to replace the files not carried forward. If any missing files are ones that are in a required category, you will be prevented from completing the submission unless they are present. As when you uploaded your original attachments, it is possible to reorder the files and upload new files. Click Next to go into the PDF build and approval cycle. Decline to Revise Use this link if you decide not to submit a revision. The submission record then moves to the Author s <Declined Revisions> folder. If you ve done this by mistake you ll be able to undo it using the <Reinstate a Declined Revision> link Author tutorial Page 18

19 4.6 Send Click on this link to send an to the Editor or the Editorial Office. 4.7 Reinstate a Declined Revision If you have accidentally clicke on <Decline to Revise> or the <Remove> link, the submission can be reinstated, instead of submitting a New Manuscript by clicking on this link. 4.8 View Decision (column header name) The link in the View Decision column will show the nature of the decision and clicking on that link will pop up the Decision Letter Author tutorial Page 19

20 5 Invitations to submit (Proposals) You will receive any invitations to write and submit pieces to the Journal by . The will contain a brief description of what you are being asked to prepare and a link that will allow you to go straight to the submission system. After loging in using the [Author login] button the Main Menu page will display a <My New Invitations> folder indicating one or more invitations:: Click on the <My New Invitations> link to be taken to the details of the invitation: 5.1 View Proposal This will display a PDF giving all the details associated with the commission that s been prepared by the Editor. Note: If the originator of the proposal has decided not to create a PDF this action item will not be visible Author tutorial Page 20

21 5.2 View Invitation Letter Will display the invitation letter in a popup window: 5.3 Agree to Submit This is a single click link (no confirming popup) that will accept the invitation to submit and send an e- mail to the Editor saying so. 5.4 Decline to Submit This is a single click link (no confirming popup) that will decline the invitation to submit and send an e- mail to the Editor saying so. 5.5 Send From this link you can send an to the Editor requesting an extension to your deadline or on any other matter. 5.6 Submitting in response to an invitation 1) After clicking on the Agree to Submit link you will see this screen from where you can either go to the Main Menu or direct to a list of your accepted invitations Author tutorial Page 21

22 2) On the Main Menu you will see the <My Accepted Invitations> folder: 3) Click the <My Accepted Invitations> link to see the detail of your invitation. 4) Initiate the submission by clicking on the <Submit Invited Manuscript>link to be take to the Article Type screen: The Article Type that you have been invited to submit will have been indicated in the Proposal PDF and it is important that you correctly make this selection. 5) Follow the submission process as described in Section 3 above. Once an you have initiated the submission of an invited manuscript, it will move into the regular folders for Submitting and Incomplete just like a regular manuscript Author tutorial Page 22

23 6 Appendices 6.1 Deep Links within s In some of the s you receive there will be links that will take you direct to various locations associated with the system or a submission. These are called deep links. Please be aware that some of these links will log you seamlessly into the system and for them to work you must not already be logged into the system. 6.2 Communicating with the Editorial Office During the review process a Reviewer may wish to contact the Editorial Office. This should be done through Editorial Manager using the Send Action Link: The benefits of using the Send facility are these: 1) A record of the will be held in the system and be visible both to you and other people dealing with your submission 2) The has been preconfigured to go to the right people Should you want your own copy of the please use the CC: box to enter your own address. This link will take you to as screen on which you may select one of a number of templates: Author tutorial Page 23

24 Replace the text in square brackets with your subject and message and the tokens within % symbols will be replace with the appropriate information when the gets sent attachments If an Ad Hoc letter is configured to allow attachments, then the sender of the letter will see a new Add/Change Attachments button on the Customize Letter page. Clicking the Add/Change Attachments button will open a window where files can be uploaded as an attachment from a user s local computer by clicking the Browse button and choosing the file to be added Author tutorial Page 24

25 When the upload is complete, the attached file will display in a grid on the page. When the user is done adding and selecting files, clicking the Proceed button returns the user to the Customize Letter page. The attached files now display above the Add/Change Attachments button. If the user clicks the Add/Change Attachments button again, any files already attached are listed in the file table in the order they were attached. If the user deselects or removes any previously attached files and clicks Proceed on the Attachment Upload page, they are removed from the letter 6.3 Folders The links on the Main Menu page are referred to within this documentation as folders as when clicked on they will take you to a set of documents that all fulfill the criteria indicated by the name of the folder. These criteria are either around the state of the documents or the way in which you are related to them. 6.4 Action Links The things that can be done around each submission are made available in the system via Action Links. Action Links appear either as a pop-up menu: Author tutorial Page 25

26 that appears when you hover over the Action Link hyperlink or as an expanded list of Actions: that appears after you click on the small [+] symbol: You may find it convenient to switch between these views Author tutorial Page 26

27 6.5 Viewing your Submission The submission and all its ancillary files are compiled into a single PDF for the purpose of review. The version of PDF that you will see as the Author will be different to the view that is seen by the Reviewer in that you will be able to see your name and that of your other authors whilst the Reviewer will not. Metadata section On the front page are various items of metadata associated with the submission: Manuscript Number: the reference assigned to the submission within the system. Article type: indicating the nature of the article and determining the reviewer questions that are associated with it. Full Title Short Title: a 25 character title used to identify the submission before it is assigned a Manuscript Number. Abstract Keywords None of the Metadata section is available in immediately editable form to the Reviewer though the Reviewer may copy and paste from the PDF to comment on or modify it. Manuscript body/content The link in blue at the top of the first page of the Manuscript body/content is a link to an editable version of the body/content. Click on this link to download the file to your PC where you may edit and or annotate it. (Please switch on change tracking when doing so. If the document is in.docx format and you are working with earlier versions of MS Word you may need to download a docx converter and install it onto your PC before you can read that file. This is available as part of the Microsoft Office Compatibility Pack that can be reached by googling for docx converter Author tutorial Page 27

28 6.6 Author Software Requirements Authors using Editorial Manager must have Adobe Acrobat Reader (a PDF reader) installed on their systems. If needed, Acrobat Reader can be downloaded at the following address: Difficulties with installing or using this Acrobat Reader should be reported to the publication s IT department for assistance. Adobe also offers a help database for the free Reader at this address: For general Software and Hardware requirements when using EM, please use the following link: A pop-up alert box is displayed if a user accesses the system with an unsupported browser Author tutorial Page 28