SCHOLARONE ABSTRACTS SPEAKER MANAGEMENT

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1 SCHOLARONE ABSTRACTS SPEAKER MANAGEMENT TABLE OF CONTENTS Select an item in the table of contents to go to that topic in the document. OVERVIEW OF SPEAKER MANAGEMENT... 2 ACCESSING SPEAKER MANAGEMENT... 3 CREATING MESSAGE (INVITATION) TEMPLATES... 4 CREATING TEMPLATES... 6 MANAGING INVITATIONS...7 PREPARING TO SEND S... 7 SENDING S... 8 CUSTOMIZING THE GRID... 8 FILTERING... 9 SELECT YOUR TEMPLATES...10 SEND SET INVITATION CLOSE DATE...11 EXPORT TO EXCEL...11 SENDING REMINDERS ACCEPT AND DECLINE CONFIRMATION S Document Version 2.0 Page 1

2 USE GET HELP NOW & FAQS As a Admin, one of your greatest help tools is ScholarOne s Frequently Asked Questions tab on our help site, Get Help Now. Our FAQs provide immediate answers to common user questions. In addition, Get Help Now offers downloadable guides (such as this one), video tutorials, and the ability to Create a Case to get assistance from our support group. We recommend that you bookmark our help site and visit often. OVERVIEW OF SPEAKER MANAGEMENT Once your program has been scheduled and finalized, you may begin using the Speaker Management tool to invite your presenters and hosts to attend your meeting. The Speaker Management system allows you to create custom invitations, create targeted s to hosts and presenters, presenters and hosts, and track invitation responses. Presenters and hosts receive the designated invitation , log in to their account, and accept/decline the invitation. They may view their formal Invitation from their Message Center. Document Version 2.0 Page 2

3 ACCESSING SPEAKER MANAGEMENT The Speaker Management tool is located in the Session Center under Invitations & s. First, select the Session Tab and then select Session Admin. Invitations & appear in the left hand menu under Sessioning. We will continue to refer to this section as Speaker Management, but note the link will read Invitations and s. The Speaker Management grid has three main sections: Manage Invitations, Message Templates, and Templates. The Manage Invitations tab provides the Admin with the ability to presenters and hosts, the ability to select which invitation template each host and presenter sees in their Message Center, and the ability to track individual invitation responses. You may also send reminders and notifications via the Manage Invitations grid. The Message Te mplates tab provides the Admin with the ability to create customized invitation templates. Message and Invitation are synonymous terms in the Speaker Management tool. There is no limit to the number of invitation templates that may be created. The Templates tab provides the Admin with the ability to create customized templates for hosts and presenters. There is no limit to the number of templates that may be created. Document Version 2.0 Page 3

4 CREATING MESSAGE (INVITATION) TEMPLATES Message templates are customized Invitations. The invitations are viewable by the presenter or host in their Message Center (they must first log into their account on your meeting site). The host or presenter will note their accept or decline within the Message Center. Often an Admin will want to create several different invitation templates geared toward different types of hosts and presenters. For instance, you may want to have certain information in a presenter template and different information in a host template. You may also want to have a different message for Oral versus Poster presenters. Click on the Message Templates tab to begin creating your invitations. Then select Create New Template. First give the message (invitation) template a Name and Subject. These are descriptive fields only and are not visible to the presenter or host. Use the Data Tags and Rich Text Editor options to create your customized template in the Body section. You may also use HTML coding to insert a header or footer image from your Society or Association. To switch to HMTL, click on Source Edit icon in the top left portion of the template body. If configured, you may also choose to add Custom Questions to an Invitation Template. Click on the Custom Question Group dropdown to select the custom questions to include in the Invitation. Document Version 2.0 Page 4

5 NOTE: If the Invitation has custom questions required to be answered, the Invitation will have a status of Incomplete Accept until the questions are completely answered. Here is a sample Invitation Template which employs both Data Tags and Rich Text Editing: Here is an example of how a Message (Invitation) appears to the presenter or host. Document Version 2.0 Page 5

6 CREATING TEMPLATES templates are customized s that request the presenter or host to login to your meeting site to view their Invitation (Message) in the Message Center. Reminder s and notification s will also be available in their Message Center. Click on the Templates tab and then click on Create New Template. You will begin by indicating whether the is an invitation, reminder, or notification type . Then give the template a descriptive Name and complete the To, From, and Subject lines. Create the Body of your using the Data Tags. Each template should include login information for the presenter or host. Below is a sample template. Document Version 2.0 Page 6

7 MANAGING INVITATIONS Once you have your templates in place, the next step is to Manage Invitations. You can send s and manage sent s using the Manage Invitations functionality. The Manage Invitations grid shows real time status of all invitations. You can send reminder s and notification s as well. PREPARING TO SEND S Before beginning the process of selecting templates, you must finalize sessions in the Sessions & Events grid. If a session is not finalized, the presenters and hosts will not populate in the Manage Invitations grid. It is important to note that a session or event will become unfinalized if you make any changes to the session. You may need to re-finalize after you update sessions and events. Access the Sessions & Events grid by navigating to Sessioning in the left menu. Select the sessions you want to populate in the Manage Invitations grid and click Finalize Selected Sessions. Document Version 2.0 Page 7

8 Note: Finalized sessions will appear in green highlight. SENDING S Once your sessions and events have been finalized, you can begin the process of sending out the invitation s. The first step is to customize and sort the grid data. Customizing the Grid As with the Session & Events grid, you can configure the columns. To customize what columns appear in the grid, click to the right of any column header to access the column configuration options. Check or uncheck which columns you wish to appear. You can sort the column ascending or descending. A filter option is also available. Note: Use Configure Sort to do a multi-level sort on the grid data. Document Version 2.0 Page 8

9 Filtering You may find it convenient to filter the data. Type your filter criteria in the text box at the top of the grid. You can filter across all columns or by a specific column. Click Clear Filters to bring back all data to the grid. Document Version 2.0 Page 9

10 SELECT YOUR TEMPLATES With the data sorted and filtered, you can now apply your templates in the grid. You can select the templates one by one or apply templates to many records at once. Each record must have an template and a message template selected in order to complete the invitation process. To select an individual te mplate, click in the Assigned Message are template area of a record and choose the correct template from the dropdown. To apply templates to more than one record, use the Choose Template function at the bottom of the grid. Select a Message Template (Invitation template) and an Te mplate. Check the records you want to apply the templates to, and then click Assign Template. Send When you have the templates assigned, the next step is to complete the process by sending the s. First, select the presenter and host records to which you wish to send an by checking the box beside each name. Then click Send at the top of the grid. On the Confirm Send page, you can preview the Message (Invitation) and templates. You can also verify the Recipients. You may also send test s to verify your templates. Enter your address in the Testing section. Document Version 2.0 Page 10

11 When your verification process is complete, click on Send This Group or Send All Groups. SET INVITATION CLOSE DATE In some situations, you may wish to apply a deadline for the presenters and hosts to complete their invitation. Using the Set Invitation Close Date functionality, enter a date and time for the deadline and click Update Date. Click Reset Date to reset to a later date. EXPORT TO EXCEL You may export the Invitation grid data to Excel. Select Export to Excel and then choose to either export all column data or only export displayed column data. Document Version 2.0 Page 11

12 SENDING REMINDERS Sending reminders follows the same steps as your original send. Select the appropriate Reminder Te mplate for each presenter or host, check the desired presenters and hosts and then click Send . You will leave the same message template assigned. ACCEPT AND DECLINE CONFIRMATION S There are four system s in Admin > System s that must be configured. To learn more about s, please reference the Admin Guide located under Get Help Now. Host Invitation Accepted Host Invitation Declined Presenter Invitation Accepted Presenter Invitation Declined Document Version 2.0 Page 12

13 The s are triggered by the particular responses given by presenters and hosts. If there are required questions on the message that are not complete the accept will not trigger until all parts of the message have been completed. Document Version 2.0 Page 13

14 SCHOLARONE ScholarOne, a Thomson Reuters Business, provides comprehensive workflow management systems for scholarly journals, books, and conferences. Its web-based applications enable publishers to manage the submission, peer review, production, and publication processes more efficiently, increasing their profile among authors, decreasing timeto-market for critical scientific data, and lowering infrastructure costs. ScholarOne offers workflow solutions for the submission and review of manuscripts, abstracts, proceedings, books, grants & awards, and production. Supporting over 365 societies and publishers, over 3,400 books and journals, and 13 million users, ScholarOne is the industry leader. FIND OUT MORE ABOUT SCHOLARONE To learn more, visit or contact the office nearest you. S cience Head Offices Americas ScholarOne Philadelphia Europe, Middle East, and Africa London Asia Pacific Singapore Tokyo For a complete office list visit: science.thomsonreuters.com/contact Copyright 2013 Thomson Reuters All rights reserved. Document Version 2.0 Page 14

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