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BRILLs Editorial Manager (EM) Manual for Editors

Table of Contents
Introduction ........................................................................................................................................................................ 3 1. Getting Started ........................................................................................................................................................... 3 1.1 Logging into Editorial Manager ...................................................................................................................... 3 1.1.1 Retrieving and Resending Access Codes ....................................................................................................... 3 1.2 Menu Bar and Navigation ................................................................................................................................ 3 1.3 Register New User: Adding People to the Database .................................................................................... 4 2. Search Functions........................................................................................................................................................ 4 2.1 Search Submissions .......................................................................................................................................... 4 2.2 Search People..................................................................................................................................................... 5 2.2.1 Accessing a Persons Account Details ........................................................................................................ 5 2.2.2 Proxy Mode: Doing Things on Someone Elses Behalf ............................................................................ 6 2.2.3 Merging Duplicate People Records ............................................................................................................ 6 3. Editors Main Menu ................................................................................................................................................... 7 3.1 New Submissions Requiring Assignment / Direct-to-Editor New Submissions ..................................... 7 3.1.1 Authors Name and Green D behind the Authors Name...................................................................... 7 3.1.2 View Submission ........................................................................................................................................... 8 3.1.3 Manuscript Details: Overview of Manuscript Data and Current Status ............................................... 8 3.1.3.1 Storing Editorial Notes and (De-)Activating Submission Flags .................................................... 8 3.1.4 Manuscript History: Overview of Status History and Correspondence Archive ................................ 9 3.1.5 File Inventory: Access to Manuscript Source Files and Companion Files ........................................... 9 3.1.6 Edit Submission: Making Changes to the Manuscript and/or Metadata ............................................. 9 3.1.6.1 Edit the Submission Data Only ......................................................................................................... 10 3.1.6.2 Edit the Submission (and Rebuild the PDF) ................................................................................... 10 3.1.7 Send Back to Author ................................................................................................................................... 11 3.1.8 Remove Submission.................................................................................................................................... 12 3.1.9 Assign Editor/Assign to Myself ................................................................................................................ 12 3.1.10 Redirect to Other Editor ........................................................................................................................ 12 3.1.11 Send Email ............................................................................................................................................... 13 3.1.12 Linked Submissions: Creating Groups of Manuscripts ..................................................................... 14 3.2 Revised Submissions Requiring Assignments / Direct-to-Editor Revised Submissions ...................... 15 3.3 New Assignments ............................................................................................................................................ 15 3.3.1 Inviting Reviewers ...................................................................................................................................... 15 3.3.2 Uninvite/Unassign Reviewers: Cancelling Review Invitations and Assignments ........................... 17 3.3.3 Uploading Attachments ............................................................................................................................. 18 3.3.4 Submitting a Decision ................................................................................................................................ 19 3.3.4.1 Notify Author: Sending the Decision Letter to the Author ......................................................... 20 3.3.4.2 Rescinding a Decision ........................................................................................................................ 21 3.3.4.3 Set Final Disposition: Finalizing the Process for Accepted, Rejected and Withdrawn Mss ... 22 3.3.4.4 Initiate Rebuttal: Allowing Revision for a Rejected or Withdrawn Manuscript ...................... 23 3.4 Submissions with Required Reviews Complete.......................................................................................... 23 3.5 Submissions Requiring Additional Reviewers ............................................................................................ 24 3.6 Submissions with One or More Late Reviews ............................................................................................. 24 3.7 Submissions with Active Discussions........................................................................................................... 24 3.7.1 Initiate Discussion: Starting Up a Forum Discussion ............................................................................ 24 3.7.2 Participating in a Forum Discussion ........................................................................................................ 25 3.7.3 Concluding a Forum Discussion ............................................................................................................... 26 3.7.4 Accessing Comments on a Closed Forum and Reactivating a Discussion .......................................... 26 3.8 Reviewers Invited No Response ................................................................................................................. 27 3.9 View All Assigned Submissions..................................................................................................................... 27 3.10 View All Assigned Submissions Being Edited ............................................................................................. 27 3.11 Submissions Out for Revision........................................................................................................................ 27 3.12 All Submissions with Editors Decision........................................................................................................ 28
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3.13 All Submissions with Final Disposition ....................................................................................................... 28 3.14 My Assignments with Decision ..................................................................................................................... 28 3.15 Linked Submission Groups ............................................................................................................................ 28 3.15.1 Removing Papers from a Linked Submission Group......................................................................... 29 3.15.2 Adding Papers to a Linked Submission Group ................................................................................... 29 3.15.3 Deactivating a Linked Submission Group ........................................................................................... 29 3.15.4 Reactivating an Inactive Linked Submission Group ......................................................................... 29 3.16 Send Reminder Letters ................................................................................................................................... 29 3.16.1 Author Reminders .................................................................................................................................. 30 3.16.1.1 Author Revision Status Report .................................................................................................... 30 3.16.1.2 Author Revision Reminder Report.............................................................................................. 31 3.16.1.3 Authors Invited No Response Report ...................................................................................... 31 3.16.1.4 Author Invitation Status Report ................................................................................................. 32 3.16.2 Reviewer Reminders .............................................................................................................................. 32 3.16.2.1 Reviewer Invited No Response Report .................................................................................... 32 3.16.2.2 Reviewer Reminder Report .......................................................................................................... 33 4. Proposal Menu: Inviting Authors .......................................................................................................................... 34

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Introduction
This manual is aimed at editors and shows how to use Editorial Manager (EM) for the peer review process of all sorts of journal articles. It contains step-by-step instructions and is illustrated with screenshots where necessary. It has been divided into several sections, all of which are included in the Table of Contents at the beginning of this document. For quick reference, you can simply click on one of the entries in the Table of Contents and you will be led straight to that particular section. Cross-references to other relevant sections have been included in the text where appropriate, in which case clicking on the section number will lead you to the appropriate section. The PDF file also allows free-text searches (CTRL + F in Windows; Cmd + F in Mac). Please note that depending on the workflow for your journal, not all options may currently be available to you. If you have any questions relating to the use of Editorial Manager or wish additional options to be turned on for your journal, you are always welcome to contact our Support Department at EM@brill.com.

1. Getting Started
1.1 Logging into Editorial Manager
You will at one point have received the link to the Editorial Manager website of your journal. If you go to this website, you can log in by entering your access codes into the appropriate fields and subsequently clicking on the role with which you wish to log in (Author, Reviewer, Editor, or Publisher).
1.1.1 Retrieving and Resending Access Codes Should you have forgotten your username and/or password, you can have your access codes resent by clicking on the Send Username/Password link in the login section and then filling out your first name, last name and email address as registered in the database. Click on the Send Username/Password button to have the access codes sent to your email address. Should an author or reviewer contact you with a request to resend his/her access codes, you can look up the person through the Search People link in your main menu (see section 2.2 2.2), click on the name in the search results and then press the Send Username/Password button on the left hand side.

1.2 Menu Bar and Navigation


At the very top of the page, you will find a menu bar, with various options. This menu bar is always visible in EM regardless which page is displayed. The most useful option for editors is the Main Menu link which will lead you back to your editorial main menu, from where you can navigate further. The other links are as follows: Home: Log In/Log Out:1 This leads to the EM homepage where you usually log into the system. Log Out allows you to exit the system. When you are in proxy mode (see section 2.2.2), clicking this link once will allow you to exit the proxy mode and return to your own account. Log In leads you to a login page where you can log into the system. Help: This link opens an extensive Help feature in a new window. In the Editorial Manager Help, you can find detailed instructions on how to perform all possible actions in the system. Note that on the EM homepage (to the right of the login box), you have a direct link available to BRILLs EM Manual for Editors. Register: This link is intended for new users that wish to sign up. Registration need only be done once. You can disregard this link. Should you wish to add someone to the database, use the Register New User links instead (see section 1.3 below). Update My Information: If you wish to make changes to your own personal record (update your contact information, change your username/password, etc.), you can do this here as soon as you have logged on. Journal Overview: This opens the Publishers homepage of the journal (new window).
1

Label changes depending on whether you are or are not logged in.

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Contact Us: Submit a Manuscript: Instructions for Authors:

This should open a new email addressed to the editorial office. This will allow you to submit a new manuscript. If you are logged in as an editor, however, you will need to switch to your Author Main Menu at some point in order to actually submit the article. This link opens the Instructions to Authors as published on the journal homepage (new window).

The drop down menu next to the menu bar allows you to switch between the various roles you have been assigned in the system. If you are for instance logged in as an editor, but want to submit an article of your own, you can simply select Author from this drop down menu and you will be led to your Author Main Menu where you can proceed with submitting the article.

1.3 Register New User: Adding People to the Database


At the very bottom of your Editor Main Menu, you will find a link in the Administrative Functions section, entitled Register New User. This will allow you to add new people to the database. Click on this link, fill out the fields that have appeared on your screen (First Name, Last Name, Email Address) and click on Submit. On the next page, make sure to fill in the Title field and the Country. If you want the new user to be able to review papers for you as well, please select Reviewer from the drop down menu in the User Information section at the top of the page. If you want to enter more contact details (address and such), please click on the Enter More Contact Information button. If you wish to proceed without entering additional details, you may do so either by clicking on the Register User and Send Letter or on the Register Use r and Do NOT Send Letter button. The former option entails that the user receives a notification that he/she has been registered in the system, which includes his/her access codes. With the latter option, the user is registered in the system, but will not receive notification about this. Registering new users can also be done via the Search People menu (see section 2.2) and when you are inviting referees (see section 3.3.1).

2. Search Functions
In EM you can either search for submissions, or for people. Both options are available at the top of your main menu page in the form of clickable hyperlinks.

2.1 Search Submissions


Via the Search Submissions link you can look up all the submissions that are in the system based on a variety of search criteria. The default search criterion is the manuscript number. A manuscript number is assigned very early on in the process and is from that point on included in all correspondence.

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You can, however, also conduct manuscript searches on authors names, article titles, article types, etc. All you need to do is change the criterion in the drop down menu before executing your search. In the value field you can then fill in the manuscript number, authors name or whatever you wish to search for. To execute the search simply press the Search button or use the Enter key on your keyboard. You will then get a list with all manuscripts in the system that meet these criteria. NOTES: If you want to retrieve a list with all manuscripts in the system, set the search criterion to Corresponding Author Last Name, enter a single space into the Value field and execute the search. If you suspect that the search value you have entered may contain special characters (e.g., , , ), please replace the letters that may be special characters with a percentage sign (%; e.g., Garc%a) in order to ensure that the system will return all possible search results. It may well be that you have only been given access to the submissions that were sent to you for processing. In that case, any submissions that have not been assigned to you cannot be found through this search option.

2.2 Search People


Via the Search People link in your main menu you can access the people database of the journal. Here as well, you can conduct searches on all sorts of criteria, the default one being the persons last name. Simply enter a name (or other information that matches the criterion you have selected from the drop down menu) and click on the Search button (or use the Enter key on your keyboard) to execute the search.

The system will then return all people that meet the criteria you have searched for. When you have a list with search results, you can do various things, such as access a persons account details, proxy for someone or merge duplicate records, all of which are explained below in more detail. Should the person you were looking for not have an account in the system, you can create a new account through the Register New User link at the top (above the User Role drop down menu). NOTES: If you want to retrieve a list with all people in the system, set the search criterion to Author Last Name, enter a space into the Value field and execute the search. If you suspect that the search value you have entered may contain special characters (e.g., , , ), please replace the letters that may be special characters with a percentage sign (%; e.g., Garc%a) in order to ensure that the system will return all possible search results.
2.2.1 Accessing a Persons Account Details All personal names in the search results are in fact clickable hyperlinks.

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By clicking on a link, you will enter that persons database record and will be able to check and, if necessary, amend the data recorded in there, such as contact information for that person, whether or not someone should be labelled as a reviewer, and any other notes that you may wish to record on that person. Anything entered into the People Notes text box at the bottom of this page will also be visible in the search results displayed when you are inviting referees (see section 3.3.1). If you make any changes to the database record, you will need to click on the Submit button at the bottom of the page in order to save the changes. NOTES: In general, letters that are sent out via the system draw their information from this people database. It is thus very important that people are registered correctly. At the very least, the database fields Title, First Name and Last Name should be correct as these are commonly used in both the address and signatures of the various letters. Whenever you see a personal name in the system that is hyperlinked, clicking on the name will give you access to the people notes as well as a variety of other details regarding that person.
2.2.2 Proxy Mode: Doing Things on Someone Elses Behalf In EM, there are four different role families: Author, Reviewer, Editor and Publisher. Per role family, it is possible to have multiple roles (e.g. the Editor family can contain roles such as Managing Editor, Associate Editor, Co-Editor, etc.) and permissions can vary per role. All people in the system by default have an Author role, and depending on what they need to do in the system (only be able to submit articles, or act as a reviewer or editor as well), they may be given more roles. In the search results on the Search People page, you can see which roles someone has been given.

If any of these role names are highlighted in yellow (as shown in the screenshot above), this means that you have the permission to proxy for that person in that particular role. This means that when you click on the role name, you will enter the system for that particular person in that particular role after which you can see and do exactly what that person can if he were to log onto the system. This proxy mode can be very helpful when you need to help someone out; think for instance of a reviewer who has problems submitting his review. If you have the review comments, you can submit the review on the reviewers behalf via proxy. When you are in proxy mode, you will see a yellow banner underneath the menu bar at the top of the page, specifying who you are proxying for. To exit proxy mode and return to your own account, click once on the log out link in the menu bar at the top of the page. NOTES: You can also proxy via the Details link of any manuscript, in which case you can simply click on the Proxy text highlighted in yellow next to the name of the person you want to proxy for (author, editor, reviewer).
2.2.3 Merging Duplicate People Records If you discover that the same person is registered in the system multiple times, you can merge the various records into one, while retaining the history and pending assignments of all records. To do so, simply tick the boxes in front of the people records you wish to merge (no more than 2 at a time) and click on the Merge People Records button at the bottom of the page.

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You will then be led to a new page: Merge Duplicate Users Verify Data. Here you can choose which record you want to keep by clicking on the appropriate Combine and Keep this Record button. This might for instance be the one with the most recent address. The history, pending assignments and any people notes recorded in the other record will be merged into the surviving record.

Once you have clicked on the Combine and Keep this Record button, you will first need to confirm that you indeed wish to merge these two records (click on OK to confirm) and will then enter the letter that will be sent out to the user to notify him/her of the surviving records username and password. If you wish, you can edit the letter, or you can simply send out the default version. The letter will not be sent until you have pressed the Send button.

3. Editors Main Menu


Your Editors Main Menu will allow you to keep track of all papers that are under consideration for your journal and will show you when and what type of further action may be required. Below you will find an overview of the most important links in your main menu.

3.1 New Submissions Requiring Assignment / Direct-to-Editor New Submissions


This section contains all new manuscripts that are yet to be processed by the Editorial Office.2 For those journals where papers are divided automatically between two or more editors, the link is called Direct-toEditor New Submissions. When a manuscript comes in, it is the task of the Editorial Office or receiving editor to screen the new manuscripts for a number of general and journal-specific technical requirements (e.g., check for conversion errors, completeness, proper anonymization, conformation to the journals Guidelines, etc.). If you see that the New Submissions Requiring Assignment/Direct-to-Editor New Submissions link is highlighted (in blue or red), this means that there are new submissions for you to check. When processing new manuscripts you will come across the various options described below.
3.1.1 Authors Name and Green D behind the A uthor s Name If you see a green D ( ) displayed behind the authors name, this indicates that the author has submitted one or more other papers within the last 3 months. If you would like the system to check back further than the default 3 months, please contact the EM Support Department. Clicking on the authors name will open a new window providing a short overview of the authors details, the people notes as well as a list with all papers submitted by this person with this account.
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The term Editorial Office is used here to designate the person who receives all new submissions and distributes them further to one or more editors if necessary. If the Editor in Chief or a Managing Editor for instance receives all manuscripts, this text would apply as well.
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3.1.2 View Submission Click on this link to open the PDF of the submission so that you can check whether all required elements are there. If anything is missing or if the author needs to attend to other technical points, you can return the submission to the authors main menu via the Send Back to Author link (see section 3.1.7 below).

NOTE: If your journal uses double-blinded peer review (where the reviewer does not know the authors name), note that the PDF that is shown to you as editor will probably differ from the version that is shown to the reviewer. See also section 3.1.5 below for more details.
3.1.3 Manuscript Details: Overview of Manuscript Data and Current Status Clicking on the Details link of a manuscript will open a new window that gives you an overview of all sorts of information about that particular paper and also allows you to store confidential editorial notes.
3.1.3.1 Storing Editorial Notes and (De-)Activating Submission Flags

If you have any comments related to a manuscript that you need to keep track of, please insert them into the Manuscript Notes text box, which you will find about halfway through on the Details page of that particular manuscript. Adding your initials and date at the end of your comment between brackets (e.g., [MJ, 8 MAY 2013]) will allow you to easily reconstruct afterwards who made the comment and when and whether it is still relevant. Before saving the changes, make sure that the Display Manuscript Notes Flag check box immediately above is ticked. Click on the Save and Close button at the bottom of the page in order to save the changes. Once the Details page has closed, you will see a red triangular flag displayed next to the Details link of the submission. This flag indicates that important information is recorded in the manuscript notes. When the notes are no longer relevant, you can untick the Display Manuscript Notes checkbox and save the changes. The triangular flag will then disappear.

When you are ready to accept a manuscript and have notes that are destined for the Desk Editor at BRILL, you can enter these notes into the Production Notes text box. You will find this text box on the Details page of the manuscript as well as on the page where you submit your decision (see section 3.3.4) and on the Transmittal Form (see section 3.3.4.3 below). In addition to the default red triangular flag, your journal may also have additional, custom flags configured, which you can use for a specific purpose (e.g. Copyediting in progress; Queries pending with author, etc.). If you want to display a custom flag for a manuscript, click on the empty flag symbol ( ) next to the Details link, tick the box(es) in front of the flag(s) you wish to display and then click on Submit. The next time you look up the manuscript, the flag(s) you have chosen will be displayed next to the Details link. To deactivate custom flags, follow the same steps but in that case, untick the boxes in front of the flags you wish to remove from the manuscript. If you hover over a custom flag with your mouse, a hover text will appear telling you what the flag stands for. Should you wish any custom flags to be added for your journal, please contact the EM Support Department.

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3.1.4 Manuscript History: Overview of Status History and Correspondence Archive Via the History link you can see what has happened with the manuscript so far and you will also be able to view all correspondence sent via EM. Letters can be opened by clicking on the description (these are hyperlinks) and once displayed, you can also choose to resend them. 3.1.5 File Inventory: Access to Manuscript Source Files and Companion Files The File Inventory gives you access to the source files uploaded by the author. The labels shown in the Item column determine whether or not that particular file will be shared with the referees. Item Types Biographical Note, Title Page, Cover Letter and Supplemental are generally not included in the PDF as made available to the referee. All other item types are visible for the referees. The PDF generated and visible for the editors always contains all of the source files. If your journal uses double-blind peer review, please check this page carefully to ensure that the various files have been uploaded with the correct item type and that the contents of the files that will be shared with referees do not include any clues regarding the identity of the authors.

3.1.6 Edit Submission: Making Changes to the Manuscript and/or Metadata The editor can edit a submission whenever necessary via the Edit Submission link of the manuscript. When you click on this link, you have two options, both of which are explained in more detail below: Edit the Submission Data Only and Edit the Submission (and Rebuild the PDF).

NOTES: Edit Submission is only available while the manuscript is in the hands of the editor, not when the manuscript is in the hands of the author for revision, or once a final decision (accept/reject) has been submitted. [For journals with double-blind review]: When you are at the end of the process and wish to upload a final edited version of the manuscript that should be used for typesetting, note that you can then upload a complete, non-anonymized version of the manuscript as referees no longer have access to the manuscript after submission of their review. You will still need to use the Manuscript (Anonymized)

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label and the system will also still require a separate Title Page document. In the latter case, you can simply retain the original title page. When you make changes to the source files of the manuscript, it is advisable to remove the original versions of those files in order to avoid confusion. If you do want to leave the originals in, make sure to change the Description of those files to DO NOT USE. Any Incomplete Submissions or Waiting for Approval links in your main menu are related to the Edit Submission process and contain manuscripts that require further action. If you do not know why the manuscript was edited in the first place, choose Revert Submission. This will reinstate the PDF that was available in the system before you started editing the submission in the system. Edit Submission will allow you to go in and finish the changes. Approve Submission will allow you to approve the newly created PDF file and release it back into the system.
3.1.6.1 Edit the Submission Data Only

This is the quickest option as you will not need to rebuild the PDF of the submission. Via this option you can make changes to the metadata as supplied by the author. The metadata are those data which are for instance displayed on the manuscript details page (e.g., title, authors names, keywords, abstract, classifications, etc.). The buttons on the left hand side allow for quick navigation through the submission. Simply click on the button of the element you wish to make changes to and make the required changes.

In order to save the changes to the submission, first click on the Attach Files button on the left and then click on the Submit button on the bottom of the Attach Files page. NOTE: If you make changes to the Article Type, this may affect the answers given by the author in the Additional Information section. It is therefore advisable to make a copy of the original authors answers before changing the article type.
3.1.6.2 Edit the Submission (and Rebuild the PDF)

This option allows you to make changes to both the metadata and the PDF of the submission. The buttons on the left hand side allow for quick navigation through the submission. Simply click on the button of the element you wish to make changes to and make the required changes. If you only want to make changes to the source files of the submission, you can go straight to the Attach Files page.

Download those source files that need to be edited (note: if you do not want to make immediate changes to the submission in EM, you can also download the source files through the File Inventory link of the manuscript; see section 3.1.5), make changes where necessary and save the edited files to your desktop. Then first remove the original source files from the submission by ticking the Select checkbox(es) belonging to the appropriate files and subsequently clicking on the Remove button. You will need to upload all edited files individually: For each file, select the appropriate item type (e.g., manuscript, title page,
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figure, etc. [to be selected from the drop down menu]) and amend the description if necessary. Via the Browse button you can select the appropriate file, after which you can upload the file by clicking on Attach this File. When uploaded successfully, the file will appear in the list with attached items at the bottom of the page. When all replacement files have been uploaded, you can rebuild the PDF by clicking on Next, Next and Build PDF for my Approval.

The manuscript can now be found in the Submissions Needing Approval by Editor link in your main menu. Once the PDF has been built, the action links will appear and you can view the newly built PDF of the submission via the View Submission link. Please check the PDF carefully to ensure that the edited files are all included and there are no conversion errors. If necessary, you can edit the submission again until the PDF is satisfactory. Should you wish to undo the changes you have made and restore the version as originally submitted by the author, click on Revert Submission. If the PDF is okay, click on Approve Submission and OK. This will send the paper back to the folder from where you started editing the submission.

3.1.7 Send Back to Author If you need the author to make changes (in case of missing items or other technical problems with the submission that need to be resolved), you can return the submission to the authors main menu for further editing via the Send Back to Author link.

Clicking on this link will lead you to the Send Back to Author Select Letter page. Make sure that the AUTHOR: Please Edit Submission letter is selected from the drop down menu and then click on the Customize link at the right hand side of the page.

This will lead you to the letter that will be sent to the author. This letter is fully editable, but at the very least you will need to indicate what changes need to be made by the author. Clicking on the Send Now button will send out the letter and return the manuscript to the Authors Main Menu.

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When the author has finished editing the submission and returns the paper to the editor, it will reappear in the editors (Direct-to-Editor) New /Revised Submissions Requiring Assignment folder. NOTES: This option to return a manuscript to the author for further editing is only available while the submission is still in the (Direct-to-Editor) New /Revised Submissions Requiring Assignment folder. If you want the author to revise the content of the manuscript and you want to be able to compare the revised version with the previous version, you will need to submit a formal decision instead of using the Send Back to Author option. In order to be able to submit a decision (see section 3.3.4 3.3.4) or to send manuscripts out for review (see section 3.3.1), you will always need to assign the manuscript to yourself or another editor first (see section 3.1.9).
3.1.8 Remove Submission If a paper has just been submitted by the author to the Editorial Office, the Editorial Office has the option to remove the submission from the system. This option should be used in extreme cases only. This option could for instance be used in cases where the same paper is submitted multiple times.

NOTE: If the editor wishes to reject the paper based on content or form, he should rather first assign the paper to himself (see section 3.1.9), after which he can take a Reject or Out of Scope decision (see section 3.3.4).
3.1.9 Assign Editor/Assign to Myself If the Editorial Office has checked a new or newly revised submission and decides to proceed with the paper (e.g., send it out for review or take a decision), he will first need to assign the manuscript to an editor. This can be done via the Assign Editor link.

NOTES: For workflows with multiple editors where some or all decisions of subordinate editors need to be formally approved by an overseeing editor, all new papers should first be assigned to the overseeing editor. The overseeing editor can then assign another editor for that particular manuscript if he deems this necessary. The editor with active responsibility for that manuscript will be called the handling editor. For workflows with multiple editors where the new submissions are divided automatically between the various editors, the receiving editor will always need to assign the manuscript to himself in first instance (via the Assign to Myself link), after which he will have the possibility to send the paper on to another editor for further processing via the Assign Editor link. See also section 3.1.10 on redirecting a paper to another editor.
3.1.10 Redirect to Other Editor If the receiving editor feels that one of the other editors is more suited to deal with the paper, and the receiving editor does not want to be kept in the loop for that particular paper, he should reroute the paper to another editor via the Redirect to Other Editor link.

NOTES: This option is only available for workflows with multiple editors where new submissions are divided automatically between the various editors.
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This option will only available as long as a paper has not yet been assigned to an editor. At this point it is only possible to redirect the manuscript to another receiving editor.
3.1.11 Send Email The Send Email link allows you to send ad hoc emails that are not connected to any specific action in EM. You could for instance use this to send a query to an author. If configured for your journal, you can also attach files to these ad hoc emails, which will then be sent as regular email attachments. Click on Send Email, select the appropriate letter from the drop down menu, then fill in an email address if necessary and make changes to the letter where appropriate.

If you wish to attach files, click on Add/Change Attachments and on the next page, tick the boxe s in front of those files that you wish to attach. The Browse button will allow you to select files from your hard drive (click Open and then Attach This File to confirm the file selection). In the Add Files from Submission Inventory Section you can select a System PDF (= the file that is available under View Submission for either the editor or the reviewer) and/or one or more Submission Files (= the source files of the manuscript). Once you have selected all relevant files for attachment, click on Proceed. This will return you to the letter. Click Preview and Send and then Send Email and Close to send the letter.

NOTES: If no files are shown underneath Add Files from Submission Inventory, click on the + symbol in front of the section header. This will then change to a - symbol and you will then be able to view and select the various files available in EM. Make sure when you select files for attachment that the total file size of the attachments is no larger than 4-5 MBs. Otherwise, you run the risk of the email not being delivered to the recipient.
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3.1.12 Linked Submissions: Creating Groups of Manuscripts EM allows you to make groups of papers. You may wish to create a group for each issue and gradually add papers to that group, or you may have a number of papers that you want to publish together, but may not yet have decided in which issue they should be published. Creating groups of manuscripts can be done by using the Linked Submissions feature. Per article, you will find a Linked Submissions hyperlink at the bottom of the Action links column. By clicking on that link, you can add that particular paper to an existing group, or you can create a new group and subsequently add the paper to the new group.

When you click on the Linked Submissions link, you will be led to the following page:

If you want to add the paper to an already existing group, you can immediately select the correct group from the drop down menu and click on the Add to Group button and then click on OK. If you need to create a new group, first click on the Create a New Group button, fill in a name and then click on Submit. The newly created group will automatically be selected in the drop down menu and all you need to do to add your manuscript to the new group is click on the Add to Group button.

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Once you have added a paper to a group, the page will refresh and then show you which group you have added the paper to and all papers that are currently included in that group:

When you return to the submission, you will see that a little green icon has appeared next to the Linked Submissions hyperlink: . This symbol indicates that the paper is part of a group. For more information on how to add and remove papers when accessing a Linked Submissions Group via your main menu, please see section 3.15.

3.2 Revised Submissions Requiring Assignments / Direct-to-Editor Revised Submissions


This link contains all manuscripts for which the author has just submitted a revised version. As with the new submissions, you will need to check the revised submissions to ensure that they are in order before proceeding with the paper. If the submission is in order, you can assign it to an editor for further handling (see section 3.1.9 on how to assign a manuscript to an editor). For more information on how to process newly received submissions, see section 3.1. NOTE: If you need to approve of some or all decisions of other editors, you will always need to assign the manuscript to yourself first. Then, if the paper should be handled by one of the other editors, you assign it on to that particular editor for further processing. If you forget to assign yourself to the manuscript first, the papers will still be returned to you for approval, but you will then find them in another folder in your main menu (All Submissions with Editors Decision instead of All Submissions with Required Reviews Complete) and the system will not record a separate decision in your name.

3.3 New Assignments


When a paper has been assigned to you for further processing, it will appear in your New Assignments folder. Should you wish any of these to be handled by another editor, you can assign it to that particular editor (see section 3.1.9) after which it will disappear from your Editors To Do List. For papers that are in your New Assignments, you can also directly Invite Reviewers (see section 3.3.1), or submit a decision (see section 3.3.4). NOTE: Depending on your workflow you may or may not have the option to assign an editor.
3.3.1 Inviting Reviewers Editorial Manager allows you to attach 2 types of reviewers to a submission:

(a) Invited Reviewers: these are reviewers who are invited immediately.
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(b) Alternate Reviewers: these are reviewers that are queued for invitation, which means that whenever one of the invited reviewers declines to review or is taken off the manuscript by an editor (uninvited/unassigned), one of the alternate reviewers will then be invited automatically and the process will continue without your having to invite a new referee every time someone declines to review. Click on the Invite Reviewers link of a manuscript to go to the Reviewer Selection Summary Page, which shows which reviewers have been invited so far and what their current status is. If no reviewers have been invited to date, the Invited Reviewers and Linked Alternate Reviewers as well as the Alternate Reviewers sections will be empty. At the top of this page, you can also see how many reviews are required for this particular article. If need be, you can change the number of required reviews by clicking on the Change link, after which you can amend the number and click on Save and Close to effect the changes.

To invite reviewers, click on the Go button in the Reviewer Search section. If you want, you may change the search criteria in the drop down menus before clicking on the Go button. You can for instance, search for classification matches, for reviewers suggested by the author, or search the entire database, rather than only the reviewer database. On the next page, you enter the last name of the person you wish to invite into the Value field. Searching by last name is the default option, but you may also search for a reviewer by a different search criterion, such as first name, email address, personal keywords, etc., in which case you simply change the search criterion in the drop down menu on the left. If you want to look up more than 1 person, you can do so by filling in more value fields. You can execute the search by clicking on the Search button (or the Enter key on your keyboard) and the system will then show you all the people who match your search criteria. The search results include an overview of all sorts of journal specific statistics that may be relevant for an editor when deciding whether or not to invite someone, a.o. how many times that person has reviewed before, whether he has any other reviews pending, how long he generally takes to review, whether he is a board member, etc. Should the person you were looking for not be present in the database, you can register and invite them via the Register and Select New Reviewer link (available both at the top and the bottom of the page).

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If the person(s) you were looking for does appear in the search results, you can simply tick the Inv box in front of the person(s) you want to invite immediately and the Alt box in front of those people you want to use as alternate reviewers and then scroll down and click on Proceed.

You will then be led to a page where you can select the correct invitation letter from the drop down menu, customize the individual letters if necessary and amend the number of days you want to give the reviewer to review the paper if necessary. Click on Confirm Selections and Proceed to send out the invitation letters and add those reviewers selected as Alternate Reviewers to the Alternate Reviewers section. The default invitation letter is REVIEWER: Invitation to Review, but you have two other letters available as well, both intended for revised manuscripts: In case of a revised manuscript, it usually avoids confusion if you alert the reviewer that this is a revised version of which he has or has not reviewed the previous version.

NOTES: Depending on your workflow you may or may not have the option to invite reviewers. You will not be able to invite reviewers if the manuscript has not yet been assigned to an editor.
3.3.2 Uninvite/Unassign Reviewers: Cancelling Review Invitations and Assignments To cancel a review or an invitation to review, look up the manuscript, click on the Invite Reviewers link and then click on the Unassign/Uninvite link next to the name of the reviewer that you wish to take off the manuscript.

You will then need to send out the accompanying letter to the reviewer as usual, you can view and edit the letter by clicking on Send Custom Letter; otherwise you can choose the option Send Default Letter.
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3.3.3 Uploading Attachments If you wish to upload files for a certain manuscript for your own reference, or to share with the author, you can do so via the Attachments link that you can find in various locations:

On the Details page of the manuscript:

On the View Reviews and Comments page of the manuscript:

On the Submit Editors Decision and Comments page:

All of these links lead to the Attachments page where you can upload your own file(s), make changes to any review attachments and indicate which attachments should be shared with the author. Click on Upload Attachments to add new files.

This will open a new pop up window where you should first enter a description for the file you want to upload. Then click on the Browse button, select the relevant file from your desktop and click on the Open button in the Browse window to confirm your selection. Then (if you wish to share the file with the author) tick the Allow Author Access checkbox and click on Attach This File.

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When this has been done, a new section will appear at the bottom of the page, entitled Attachments.

If you have more than one file you wish to upload, you can do so by repeating the steps above until all relevant files have been uploaded. When all files have been uploaded, click on the Proceed button at the bottom of the page. This will lead you back to the Attachments page as shown above. This page should now contain an overview of all attachments uploaded for this manuscript. Clicking on the Save and Close button will save any changes. NOTES: If you want to grant authors and/or reviewers access to any of the attachments, but want the file to appear anonymous, please make sure that the document properties of the file do not contain any clues as to the document authors identity and do not include the name in the text of the document nor in the file name. EM automatically cleanses the document properties of PDF and MS Office files, but not for other file types. This cleansed version is available as Sanitized Copy and this is the version that if shared will be accessible to authors and reviewers. Depending on the configuration of your journal, attachments can be uploaded by editors only, by editors and reviewers, or by no one. Please make sure that attachments uploaded by referees are properly anonymized. The Description and File Name are visible to authors and reviewers. If a m anuscript was uploaded by a reviewer, authors and reviewers will only be able to see Reviewer 1, 2, etc. in the Uploaded by column.
3.3.4 Submitting a Decision When you are ready to take a decision on a submission, you can do so by clicking on the Submit Editors Decision and Comments link of that particular manuscript. In order to enter your decision into the system, you will need to select a decision type from the drop down menu at the top of the page (e.g., Minor Revision, Reject, etc.). If the manuscript has been reviewed, the Confidential Comments to Editor and Comments to Author text boxes will be prepopulated with the review comments, otherwise these fields will be blank. You can simply insert your own, editorial comments above the reviewer comments, into the same text boxes and edit the review comments as you deem necessary. Please bear in mind that whatever comments are inserted into the Comments to Author text box will be automatically drawn into the decision letter that will be sent out to the author. This means that you will need to ensure that any comments that are
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relevant for the author are included in the Comments to Author text box and that any reviewer names are deleted from this field in order to ensure that the reviewers identities remain confidential.

If there are any attachments uploaded by editors and/or reviewers, they can be accessed via the Attachments link. On the Attachments page, you can indicate which attachments (if any) should be made accessible to the author and/or reviewers and you can also upload attachments of your own (see also section 3.3.3). When all is in order and you are ready to submit your final decision, simply click on the Proceed button and then again on Proceed. If another Editor needs to formally approve your decision, the second button will be called Submit instead of Proceed and the paper will be transferred to the overseeing editors All Submissions with Required Reviews Complete or All Submissions with Editors Decision folder. If your decisions need not be approved, the second Proceed button will lead you automatically into the decision letter and you will need to notify the author of your decision (see section 3.3.4.1). NOTES: Should you have made a decision in error, the decision can be undone through the Rescind Decision action link (see section 3.3.4.2). For any reject and accept decisions you will also need to Set the Final Disposition in order to finalize the process (see section 3.3.4.3). This cannot be done until after the decision letter has been sent to the author and should in general be done by the editor who has notified the author.
3.3.4.1 Notify Author: Sending the Decision Letter to the Author

As soon as you have entered your decision into the system, someone (either you, an overseeing editor or editorial office) will need to notify the author of this decision. If you have permission to send out the decision letter, you will be led into the decision letter immediately after having submitted your decision.

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Before you send out the letter, you can still make changes where necessary: You can decide to rewrite the letter and to make changes to the editorial and review comments as displayed at the bottom of the letter. The contents of this text box are fully editable. Please bear in mind that any data shown in between percentage signs (%) will automatically be inserted by the database before the letter is sent. If you click on the Preview Letter button, you will get to see the final letter. You can change the revision deadline at the top of the page (except when you accept or reject a ms). You can change the subject line of the email. You can copy someone in on the decision letter by using the bcc and/or cc checkboxes and email fields. You can modify the decision type (for instance, if you erroneously submitted a revise decision, while the paper should in fact be rejected). If your journal allows attachments, you can decide whether or not to allow the author access to any of the attachments. You can also upload a new attachment and make this available to the author and/or reviewers. If you are accepting the manuscript and have any comments for the Production Editor at BRILL, you can insert your comments into the Production Notes field.

When the letter is ready to be sent out, simply click on the Send Now button and the letter will be sent immediately. NOTES: If for whatever reason, the letter has not been sent after the decision was entered in the system, you will find the paper in your main menu, in the All Submissions with Decisions folder and the submission will have a new action link, entitled Notify Author [not to be confused with Notify EDITOR]. If you click on this link, you will enter the decision letter and can perform the same actions as described above. The decision letter will always need to be sent; if the letter is not sent out, in case of a revision, the author will not be able to upload a revised version and in case of acceptance or rejection, you will not be able to set the final disposition to accept or reject (see also section 3.3.4.3).
3.3.4.2 Rescinding a Decision

There may be cases where you have submitted a decision in error, for instance you may have submitted a decision that was intended for a different submission. As soon as a decision has been taken, a new action link
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will become available, entitled Rescind Decision. If you click on this link, you will be given the chance to undo your decision.

If you rescind a decision before having notified the authors, please choose the option Rescind without Sending Letter. If you have notified the author about your decision, however, please rescind your decision using the option Send Custom Letter (if you wish to edit the letter) or Send Default Letter so that the author will be informed that the decision you have sent them previously was taken in error and should be disregarded. NOTES: Not all editors may have the permission to rescind their decision. In such cases, please contact your overseeing editor or contact the EM Coordinator at BRILL to have your decision rescinded (EM@brill.com). If you had already set the final disposition to Accept, please also ask your Desk Editor at Brill to put the manuscript on hold.
3.3.4.3 Set Final Disposition: Finalizing the Process for Accepted, Rejected and Withdrawn Mss

For all papers where the editorial process has been finalized (i.e. withdrawn, rejected and accepted manuscripts), you must set the final disposition in order to finalize the process in Editorial Manager. Set Final Disposition is one of the default action links displayed for a manuscript. If you click on the link, it will open a pop-up window. Select the appropriate final disposition from the drop down menu (e.g. accept, withdrawn, reject), click on the Proceed button and then on Close (in case of Reject/Withdrawn).

If you set the final disposition to accept, the process will have a few extra steps: After you have selected accept from the Final Disposition drop down menu and clicked on Proceed, you will first be led into the Transmittal Form. This Transmittal Form will be included in the email that will be sent to the Production Editor at BRILL, so please check whether the data contained therein are correct and make changes where necessary. Any comments you may have for the Production Editor relating to the manuscript should be inserted into the Production Notes field. If the Transmittal Form is in order, click on the Proceed button at the bottom of the page.

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The page will then refresh; scroll down and click on the Confirm Accept and Proceed button at the bottom.

Here you will see an overview of the letters that will be sent out, usually this will be at the very least the notification letter destined for the production editor, but there may well be one or more additional notification letters listed here. The individual letters can be edited by clicking on the name of the letter, editing it and saving the changes. When the letters are in order, you complete the final disposition by clicking on the Send button and then on OK.

NOTES: In general, you should always send out the decision letter first before setting the final disposition. The only exception to this rule is papers that are set to withdrawn: the withdrawn option is available throughout the editorial process. As long as no decision has been taken and no decision letter has been sent, you will only have the final disposition option withdrawn. As soon as the decision letter has been sent for accept/reject decisions, the options reject and accept will become available. It is extremely important that you set the final disposition to accept after communicating acceptance to the author as otherwise, the production editor will not receive notification that a paper has been accepted for publication and should be sent for typesetting.
3.3.4.4 Initiate Rebuttal: Allowing Revision for a Rejected or Withdrawn Manuscript

If you have rejected a paper or set its status to withdrawn in Editorial Manager, it may well be that the author asks you to reconsider your decision. In many cases, you may not be persuaded to do this, but in rare cases, you may find that the author has valid arguments and may decide to give him another chance. In such cases, you can look up the manuscript and reopen the revision option by clicking on Initiate Rebuttal. This will reactivate the manuscript and will allow the author to submit a revised version of his manuscript. If you rather prefer to process the revised version under a new manuscript number, you can ask the author to upload the revision as a new manuscript instead, with a reference to the old manuscript number.

3.4 Submissions with Required Reviews Complete


This folder contains submissions for which the required number of reviews as entered at the top of the Invite Reviewers page for those manuscripts (see section 3.3.1) have been submitted. Depending on whether the editor deems these reviews sufficient, he can either submit a decision (see section 3.3.4) or invite more referees. If the editor decides to invite an additional referee and does not wish to keep the paper in his Submissions with Required Reviews Complete folder, he should increase the number of required reviews in the system to account for the additional referee. If the number of required reviews for the submission remains unaltered, the manuscript will remain in Submissions with Required Reviews Complete and may serve as an extra reminder for the editor to keep an eye on the manuscript. NOTE: If you need to formally approve of decisions taken by other editors, you will find those papers with decisions ready for approval in this folder as well. You can finalize the decision and send out the letter
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to the authors via the Submit Editors Decision and Comments link. Note that papers for which you need to approve decisions and for which you have not assigned yourself previously will end up in All Submissions with Editors Decision for approval instead. In the latter case, you will only have to notify the author and the system will not record a separate decision under your name.

3.5 Submissions Requiring Additional Reviewers


In this folder you will find papers for which the number of reviewers that have been invited or have agreed to review are less than the required number of reviews as entered at the top of the Invite Reviewers page for those manuscripts (see section 3.3.1). If these papers do not need extra referees (e.g., the editor feels that less reviews are sufficient), the editor should amend the number of required reviews on the Invite Reviewer page accordingly in order to get this submission out of Submissions Requiring Additional Reviewers.

3.6 Submissions with One or More Late Reviews


These are papers for which one or more reviewers have agreed to review, but have not submitted a review within the deadline. To get a good overview of which reviews are overdue and to send out reminders where necessary, you should run the reminder reports regularly. Section 3.16 describes how you can send out reminders to reviewers and authors.

3.7 Submissions with Active Discussions


This folder contains all papers with current forum discussions. A forum discussion can be used to discuss a manuscript amongst two or more editors. Some journals have decided to grant their board members access to the discussion forum as well, allowing the journal editors to approach their board members for advice on for instance suitable reviewers for a manuscript. Only when you have any pending discussions, you will find the Submissions with Active Discussions link in your main menu.
3.7.1 Initiate Discussion: Starting Up a Forum Discussion A forum discussion can be initiated by any of the editors (provided they have permission to do so) at any point in the editorial process. You can start up a discussion by clicking on the Initiate Discussion link (both available as action link for the manuscript and as a link on the manuscript Details page):

This will open a new window:

Here you should:


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insert your question into the Initial Comments text box at the top of the page; indicate which editor(s) and or editorial board member(s) you want to ask for advice by ticking the relevant select checkboxes; indicate for each participant whether he should have direct access to the reviews and any previous editorial decisions submitted for the submission (tick the View Reviews and Comments box) and/or to the submission source files (tick the Download Files box) via the discussion forum. When all this has been done, click on the Proceed to Customize Letters button. Then select the appropriate letter from the Letter drop down menu and amend it if necessary via the Customize link. When all is in order, you can send out the letters by clicking on Confirm Selections and Send Letters.

After that, click on the Set Flag button, tick the checkbox in front of the Discussion initiated flag (), click on Submit and then on Close. When the page refreshes, you will see the Discussion initiated flag () displayed next to the Details link of the manuscript, which serves as a visual reminder of a pending discussion.

You have now successfully initiated a forum discussion and will be notified via email as soon as new comments are posted (as will all of the other participants). The forum can be accessed either via the Submissions with Active Discussions link in your main menu, via the Discussion action link or via the Discussion link on the Details page (clicking on this link will lead you to the forum). See section 3.7.2 below on how to post further comments on the forum. NOTES: Seeing that you may wish to use the forum for a variety of purposes, you can have various different invitation letters configured for the forum. Should you need additional letters for this purpose, please contact the EM Support Department. Even though you can initiate a forum discussion without inviting the participants via email, we do not recommend this as participants will otherwise not know about the discussion and are therefore less likely to respond. Once the discussion is finished, you need to formally close it in EM (see section 3.7.3).
3.7.2 Participating in a Forum Discussion If an editor wishes to seek your advice on a specific manuscript, he will contact you via email. This email will contain a direct link to the discussion forum where you can then post your comments. The email will also contain the manuscript number (if available) so that you can easily search for the manuscript via Search Submissions (see section 2.1); should the direct link to the discussion forum not work, you can access the forum via Submissions with Active Discussions in your main menu.

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Clicking on the Discussion link of the manuscript will lead you to the forum. The View Submission link at the top of the page gives you access to the pdf of the submission. Depending on whether you have been granted access, you will also find links to the File Inventory (access to source files) and View Reviews and Comments (access to reviews and editorial decisions) at the top of this page. Any comments you have should be entered into the text box on the left. Clicking on the Post button underneath this field will add your comments to the discussion. The complete discussion is shown on the right hand side and will be visible to all editors participating in the discussion. Click on Save and Close to save any changes you have made. Whenever someone posts a new comments, all participants will automatically be notified via email. NOTE: If you have initiated the discussion, you can post your comments in exactly the same way as the other participants.
3.7.3 Concluding a Forum Discussion If a discussion is finished, you should register this in Editorial Manager. Otherwise the discussion will remain in your Submissions with Active Discussions folder. You can close a discussion by first accessing the discussion (see section 3.7.2 above) and then clicking on the Conclude Discussion button in the forum.

Click on Set Flag, tick the box in front of the Discussion closed flag () and untick the box in front of the Discussion initiated flag. Then click on Submit and subsequently on Close.
3.7.4 Accessing Comments on a Closed Forum and Reactivating a Discussion Even when a discussion has been concluded, you can still view the comments by clicking on the Discussion link. Should you for any reason wish to reopen a discussion that has already been concluded, or initiate a new discussion for a manuscript, simply click on Re-open Discussion. You can then initiate a discussion in exactly the same way as you would initiate a wholly new discussion (see section 3.7.1). Once you have reopened the discussion, all comments of the previous discussion will also remain visible.

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3.8 Reviewers Invited No Response


These are papers for which one or more reviewers have not yet responded to the invitation to review. This does not necessarily mean that all papers contained in this folder will be problematic. As soon as you invite a referee for a paper, the paper will be transferred to this folder and will remain there until all reviewers have either agreed or declined (or have been uninvited by the editor). To get a good overview of which reviewers are actually slow in responding and to send out reminders where necessary, you should run the reminder reports regularly. Section 3.16 describes how you can send out reminders to both reviewers and authors.

3.9 View All Assigned Submissions


This folder shows you all the manuscripts which are currently in the hands of the various editors of the journal. This folder does not include manuscripts that are out for revision (see section 3.11), submissions for which a decision has been taken but the author still needs to be notified, submissions that have been accepted or rejected (for both see section 3.12), new and revised submissions that have just come in (see sections 3.1 and 3.2). NOTES: This folder is intended as a tracking folder and may therefore not allow you to take all types of actions. If you wish to take action on a manuscript (e.g., submit a decision), either look it up through Search Submissions or approach it through one of the links in the Editor To-Do List section in your main menu. This link is only visible for editors who can see ALL manuscripts in the system.

3.10

View All Assigned Submissions Being Edited

Here you find an overview of all submissions for which the Edit Submission process was started but never finished. Please contact the editor listed as the Person Editing the Submission and ask him to finish the process (see also section 3.1.6). NOTE: This link is only visible for editors who can see ALL manuscripts in the system.

3.11

Submissions Out for Revision

Submissions Out for Revision shows all papers that have been returned to the author for revision, but for which you have not yet received the revised manuscript. Depending on your workflow, you may only see papers which you have handled yourself, or all papers processed for your journal. If the Current Status is listed as Author Declines to Revise, it means the author has indi cated not intending to submit a revision. To clean up the folder, you can then set the final disposition to Withdrawn (see section 3.3.4.3 3.3.4.3). A status Incomplete or Waiting for Approval indicates that the author has started to upload a revised version, but has yet to finish the process.
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To check which authors are late in submitting a revised version and to send out reminders where necessary, you should run the reminder reports regularly. Section 3.16 describes how you can send out reminders to both authors and reviewers. NOTE: This link is only visible for editors who can see ALL manuscripts in the system.

3.12

All Submissions with Editor s Decision

In this folder you will find all submissions for which a final decision (accept or reject) has been taken, but for which the final disposition has not yet been set (status: accept / reject). The folder also contains all papers for which an editor has taken a decision, but for which the decision letter has not yet been sent to the author (status: decision in process). As long as the decision letter has not been sent, the author will not have been notified about the decision and will also have no possibility in Editorial Manager to submit a revised version: as far as the system is concerned, the paper is still in the hands of the editor and thus the author cannot make any changes to the submission! If you want to send out the letter, simply click on Notify Author, edit the letter where necessary and click on Send Now (see section 3.3.4.1). NOTE: This link is only visible for editors who can see ALL manuscripts in the system. Please make sure to consult with the handling editor before proceeding with sending the decision letter as there may be a good reason why it has not yet been sent.

3.13

All Submissions with Final Disposition

This folder contains all papers for which the editorial process has been finalized in Editorial Manager: papers that have been accepted, rejected or withdrawn. Underneath this folder, you will find subfolders for each category (Accepted, Rejected, Withdrawn).

3.14

My Assignments with Decision

In this folder you will find submissions for which you have taken a decision and which are currently out for revision, papers for which you have taken a final decision (accept/reject), but for which the final disposition has not yet been set as well as papers for which you have taken a decision, but for which the decision letter has not yet been sent to the author. As long as the decision letter has not been sent, the author will not have been notified about the decision and will also have no possibility in Editorial Manager to submit a revised version: as far as the system is concerned, the paper is still in the hands of the editor and thus the author cannot make any changes to the submission! If you want to send out the letter, simply click on Notify Author, edit the letter where necessary and click on Send Now (see section 3.3.4.1). NOTE: Depending on the workflow, you may not have permission to send out the decision letter yourself. If your decisions still need to be confirmed by an overseeing editor, the overseeing editor is the one who should send out the letter. As soon as the Decision Term at the far right is shown as a hyperlink, the letter will have been sent.

3.15

Linked Submission Groups

As indicated in section 3.1.12, you can make groups of papers, called Linked Submission Groups. As soon as you have created a Linked Submission Group, you will be able to access this group via the Active Linked Submission Groups link in your main menu. Via the Edit and View Linked Group link, you can then see all submissions that are part of the group, edit the group name and remove papers from the group. You can also view the current status of and access various information about the individual manuscripts.

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3.15.1 Removing Papers from a Linked Submission Group If you wish to remove one or more papers to a Linked Submission Group, you can do this by simply clicking on the Remove from Group link(s) of the paper(s) concerned, and then clicking on Submit. 3.15.2 Adding Papers to a Linked Submission Group Adding papers to a group can be done by clicking on the Add Submissions button at the top of the page. This will lead you to the search screen, where you first have to change the search criterion so that it will search for manuscript number, author, or article title (depending on how you want to search for the manuscripts you wish to add). Then enter your search term into the Value field and execute the search. All papers meeting your search criteria will have a checkbox in front of them. Tick the boxes belonging to those papers you want to add to the group and then click on the Add to Group button at the bottom of the page. You will then return to the Edit Linked Submission Group page and will see that the papers you selected have now been added to the group. Clicking on Submit will save all changes.

NOTE: Adding papers to a Linked Submission Group as described in this section, can only be done if you access the Submission Group via the Active Linked Submission Groups link in your main menu. You can also add a submission to a submission group via the Linked Submissions link belonging to a specific manuscript. More information on how to do this can be found in section 3.1.12.
3.15.3 Deactivating a Linked Submission Group If you want to deactivate a Linked Submission Group, for instance, because the papers in that group have meanwhile been published, you can do so as follows: Click on the Active Linked Submission Groups link in your main menu. Click on the Set Inactive Status belonging to the group you wish to deactivate and then click on OK. You will now find the group in the Inactive Linked Submission Groups link in your main menu. Here you can then still see which papers belonged to that group via the View Linked Group link. 3.15.4 Reactivating an Inactive Linked Submission Group Should you wish to reactivate an inactive Linked Submission Group, you can do so by clicking on the Inactive Linked Submission Groups link in your main menu and then clicking on Set Active Status of the group you want to reactivate. Click on OK to confirm and the paper will be back in Active Linked Submission Groups.

3.16

Send Reminder Letters

Editorial Manager has a functionality which allows you to generate a list with reviewers that are overdue and send out reminders to these late reviewers where necessary. Similarly, you can also send out author reminders for papers that are out for revision or authors of whom you have solicited manuscripts through EM. The various reminder reports can be accessed by clicking on the Send Reminder Letters link at the very bottom of your main menu. All reminder reports work in more or less the same way: choose the reminder report that you want to run, amend the parameters where necessary and click on Submit. In the list with results, you can simply tick the boxes in front of those people that you wish to remind and proceed.

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In general, it is advisable when editing the parameters to choose the option that will result in a list with all people who are X days past the deadline, rather than the option that will show you everyone within a certain range (e.g., within 30 days of their deadline). The reports are by default run for all manuscripts in the hands of all editors. If you only want to see the results for your own submissions, make sure to select your own name as Handling Editor in the drop down menu at the top of the parameter page. If you can only view your own assignments in the system, the reports will show you only your own assignments in these reports by default.
3.16.1 Author Reminders
3.16.1.1 Author Revision Status Report

Via the Author Revision Status Report, you can draw a list with all revisions that have been out for revision for an X number of days (calculated from the moment you have sent out the decision letter). X would then be the length of time that you would consider normal for a revision plus the extra time you normally would allow out of courtesy before you send out a reminder. So, if you would expect an author to take no longer than 1 month for a revision, but would normally not send out a reminder until a week after the deadline, you would have to set X as 37 days. You can run the report as follows: Click on Send Reminder Letters in your main menu and then on Author Revision Status Report. Fill in the minimum number of days that the papers should be out for revision (in our example, X = 37), amend the other criteria as you deem necessary, and click on the Submit button.

The system will then list all papers meeting your criteria. In this list, you can view the decision at the far right, view the manuscript Details and History, as well as see an overview of other data, such as the decision date and number of reminders sent to date. If the manuscript notes flag ( ) is displayed for a paper, please make sure to check the manuscript notes before proceeding as there may be comments recorded in there concerning the revision (for instance a request for extension). Check the tick boxes in front of the papers for which you need to send out reminders and then click on Send Reminders at the bottom of the page.

Select the appropriate letter from the drop down menu: AUTHOR: 1st Revision Reminder; AUTHOR: 2nd Revision Reminder; AUTHOR: Final Revision Reminder. If you wish to customize any of the letters, click on Customize Letter, make the required changes to the letters and send them out. Otherwise, you can click on Send Reminders and proceed. At this stage, you have the option to not send out the reminders immediately, but rather schedule them for a future date. We recommend sending the reminders
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immediately by clicking on the Send Reminder Letters Now button. If you schedule them for a later date, it may well happen that in the mean time, the author submits his revision or contacts you with further information and you may no longer wish to send a reminder to that person. NOTES: If at any point, you feel that the author has taken too long and you do not wish to wait for his revision any longer, you can set the papers status to withdrawn. Before doing so, however, we recommend that you first notify the author about this. You can do this by running the reminder report and sending the AUTHOR: Overdue Revision Withdrawn by Editor letter. After that, you can set the Final Disposition to Withdrawn (see section 3.3.4.3). Each time you run a report, you can only send one type of letter. If you want to send out multiple letter types (e.g., some authors should get a 1st reminder, others a 2nd reminder, etc.), it is best to first run the reminder report for those reminders that make up the majority of the report and make notes of which type of other reminders there are (e.g. ms XXX, ref. XXX: 2nd reminder). Running the report for the other reminder type(s) is then much easier and quicker.
3.16.1.2 Author Revision Reminder Report

This report shows you all revisions that have not been submitted within the revision deadline. Click on Send Reminder Letters in your main menu and then on Author Revision Reminder Report, select the middle radio button (Show all submissions that are X days past the revision due date), change the number of days and the other criteria as you deem fit, and click on Submit. So, if we were to use the same example as in section 3.16.1.1, X would be 7 days, because X in this report is the number of days calculated from the moment the revision was due.

You then get exactly the same type of overview as you would get when running the Author Revision Status Report and sending out the reminders to the authors works in exactly the same way. See section 3.16.1.1 above for more details. NOTE: This report is run based on the revision due date as entered in Editorial Manager. If you are not using these revision due dates, this report will not work and you will have to run the Author Revision Status Report (see section 3.16.1.1) instead.
3.16.1.3 Authors Invited No Response Report

Editorial Manager allows you to solicit manuscripts by inviting authors to submit a manuscript (see section 4 for further information on how to invite authors). After having invited authors via Editorial Manager, you can keep track of your outstanding invitations via the Authors Invited No Response Report on the Send Reminder Letters page. Amend the criteria as you deem fit, and click on Submit to run the report.

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You will get an overview of all invitations that meet those criteria. Sending out reminders can be done by ticking the relevant checkboxes and then clicking on Send Reminders. After that, select the AUTHOR: Invitation Reminder letter from the drop down menu, click on Send Reminders and Send Reminders Now. Note that if you wish to customize any of the letters, you should click on Customize Letter instead of on Send Reminders. NOTES: Papers for which the Invitation Response Due Date is not entered in EM will not appear in the report overview.
3.16.1.4 Author Invitation Status Report

This report is also intended to keep track of invited manuscripts prior to actual submission. This report will check for invited manuscripts where the author has accepted the invitation, but has not yet submitted the manuscript. Click on Send Reminder Letters in your main menu and then on Author Invitation Status Report. Select and amend the criteria where necessary and click on Submit to run the report.

Here as well, you will get an overview of all authors meeting your criteria. Checking the relevant tick boxes and clicking on Send Reminders will allow you to send reminders to these authors in so far necessary. This works in exactly the same way as the other author reminders. The letter to be selected for this report is AUTHOR: Reminder (invited submission). NOTE: Papers for which the Submission Due Date and/or Target Publication Date is not entered in EM may not appear in the report overview.
3.16.2 Reviewer Reminders
3.16.2.1 Reviewer Invited No Response Report

This report provides a list with all reviewers who have been invited to review a manuscript but have not yet agreed or declined. In order to run this report and send out reminders where necessary, go to Send Reminder Letters in your main menu and select the Reviewer Invited No Response Report. The default option is to generate a list with all reviewers who have not responded more than X days after receiving the review request. Amend the parameters where necessary and click on Submit to run the report.
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The report shows you which reviewers meet the criteria (e.g., no response after > 5 days), how many reminders they have had to date, etc. Select the reviewers who you want to remind by ticking the corresponding checkboxes and then click on the Send Reminders button at the bottom of the page.

On the next page, select the REVIEWER: Invitation Reminder letter, customize the letters if necessary and then click on Send Reminders and subsequently on Send Reminder Letters Now.
3.16.2.2 Reviewer Reminder Report

This report allows you to send out reminders to reviewers who have agreed to review, but have not yet submitted their review. As with all reminder reports, first go to Send Reminder Letters at the very bottom of your main menu. Then click on Reviewer Reminder Report, select the criteria you deem relevant and click on Submit. The report will give you an overview of all reviewers who meet your criteria, how many reminders they have had to date, etc. Select the reviewers who you want to remind by ticking the corresponding checkboxes and click on Send Reminders at the bottom of the page.

On the next page, select the appropriate letter from the drop down menu: (a) REVIEWER: Reminder (Before Due Date): this should be used for reviewers whose review is due soon, but not yet overdue. (b) REVIEWER: 1st Reminder (c) REVIEWER: 2nd Reminder Customize the letter(s) if necessary and then click on Send Reminders and on Send Reminder Letters Now. NOTE: As you can tell from the letters, you can run this report for various purposes; you will need to run a separate report for each purpose as you can only select one type of letter for all the checkboxes ticked for the report run.

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4. Proposal Menu: Inviting Authors


Editorial Manager allows you to solicit manuscripts by inviting authors to submit a manuscript, for instance, a book review, a special issue paper, or any other type of commissioned paper you can think of. Inviting authors works very similar to inviting reviewers: If you have permission to invite authors, you will find two tabs at the top of your main menu, one of them the Editorial tab, containing your Editorial Main Menu as explained in section 3, the other the Proposal Menu tab.

Inviting authors is always done via the Proposal Menu tab. The label Proposal is used to describe the subject you wish to invite an author for, for instance, a Special Issue. Say, you are organizing a Special Issue on a particular subject, then the Special Issue would be the proposal for which you invite authors to submit a contribution. In order to create a new proposal, click on the Initiate Proposal link in your Proposal Menu. Then choose the type of proposal (e.g., Special Issue, Invited Submission) you wish to create from the drop down menu.

As soon as you have selected this article type, the page will refresh. On this new page, make sure to preselect the Article Type you the author to use from the second drop down menu. Then fill in the (short) title of the Special Issue you are soliciting papers for. You will also need to enter a target publication date as the author response due and author submission due dates are calculated backwards from the target publication dates as entered on this page. Both the author response due and submission due dates are used in the various letters associated with author invitations so if you would not fill out the target publication dates, you would end up with blank spaces in your letters instead of actual due dates. The dates can still be amended before you send out the actual invitation letters. Amend the number of days in the Author Response Due and Author Submission Due fields if necessary and click on Assign to Myself and Invite Authors.3

Should you wish to upload a separate document for the author (for instance with detailed instructions or background information), you should select Proceed and Build PDF instead. EM V. 10.0

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Click on the Go button in order to invite one or more authors.

Fill in the last name of the person you wish to invite and execute the search. 4 Tick the checkbox in front of the person(s) you wish to invite, scroll down and click on the Proceed button. Select the appropriate letter from the drop down menu; click on Customize if you want to edit the letter, in which case, you will need to click on the Save button to save your edits and return to the previous page. Before sending out the invitation letters, check and if necessary amend the Invited Author Response Due Date and Author Submission Due Date fields to ensure that these contain dates and that the dates are correct. When all is in order, click on Submit to send out the letters.

The Author Selection Summary Page now gives an overview of the author(s) you have invited. If you wish to add alternate authors to be invited automatically as soon as the first invited author declines the invitation online, you should change the Search for Authors selection in the drop down menu on the Author Selection Summary Page to Search for Alternate Authors and repeat the steps as described above. Instead of inviting the authors you select then, you will be adding them to the alternate authors section. When an invited author eventually submits a manuscript, you will receive this in your Editorial Main Menu, just as any regular non-invited papers. To cancel outstanding invitations or author assignments, click on the Uninvite or Unassign link next to the persons name on the Invite Authors (=Author Selection Summary) page.
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The easiest way to keep track of outstanding author invitations is to run the reminder reports as described in sections 3.16.1.3 and 3.16.1.4. NOTE: Book Reviewers are considered AUTHORS, so if you would like to solicit Book Reviews, you would have to do this through the Proposals menu.

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