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Wolters Kluwer Health Solicitation Guide for Editors using Editorial Manager 1

Solicitation Guide

“How to Invite Papers Using Editorial Manager”

Introduction........................................................................................................................2Proposals............................................................................................................................3

Configuration checklist for proposals (required).......................................................3Building a proposal (required).....................................................................................6Assigning editors (required).........................................................................................7Inviting authors (required)...........................................................................................7Sending reminders (optional).......................................................................................8Completing proposals (optional)..................................................................................8

Assign Authors…………………………………………………………………………....9Commentaries..................................................................................................................10

Configuration checklist (required).............................................................................11Initiating a commentary and inviting authors (required)........................................11Sending reminders (optional).....................................................................................12Completing commentaries (optional)........................................................................12Suggestions for tracking commentaries (optional)...................................................13

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Introduction

Many journals solicit content one way or another. Some journals publish calls for papers, while other journals may issue individual invitations for specific submissions on a given topic. Editorial Manager (EM) offers some special features that allow journals to invite authors on a given topic and follow up with the authors using reports and reminder letters.

There are three mechanisms for soliciting content on Editorial Manager; ‘Proposals’ and ‘Commentaries’:

o Proposals: These are used to invite manuscripts on a particular topic, and are not necessarily related to any other manuscript within EM. For instance, many journals use proposals to commission review articles, topically-related articles for a supplement, or articles for other special issues and projects.

o Assign Authors: Where communication with the Author has started before EM is necessary and other invited workflows that call for a direct assignment. I.e The author has already agreed to submit outside of the system.

o Commentaries: A commentary is an invited paper which is related to another submission previously submitted to the journal. Inviting a commentary essentially invites an author to ‘comment’ on another paper, and grants them electronic access to that manuscript. Many journals use commentaries to collect reviewer publication commentaries on accepted submissions and responses to letters to the editor.



ProposalsWhen a journal wishes to invite one or more authors to submit a manuscript on a particular topic, a proposal may be sent out from Editorial Manager.

The editorial staff can build their invitation to authors in a PDF file in very much the same manner as a manuscript submission. However, the PDF file is used solely as an invitation vehicle and does not go through peer review or receive an editor decision like normal manuscripts. This PDF Proposal is known as the ‘parent’ and the resulting invited submissions are considered the ‘child’ submissions.

o NOTE It is not necessary to build a PDF to initiate a proposal. Once the Proposal is created, it can be assigned to an editor or to the journal

office who will have responsibility for handling it. An author, or multiple authors, can then be invited. Once solicited submissions are received, they appear in the traditional ‘New Submissions Requiring Assignments’ folder where they can be treated like regular submissions.

Configuration checklist for proposals (required)Before you begin to build proposals and invite authors, be sure you have all the necessary features configured in Role Manager, Action Manager, and Policy Manager. For more instructions, please see the Editorial Manager Full Feature List located at http://sites.google.com/site/editorialmanagersite or contact [email protected] with questions.

Areas to Configure: Role Manager (Required)Editors involved with soliciting content will need to have the following Role Manager permissions turned on in order to create and manage Proposals:

Initiate Proposals Invite Authors/Solicit Commentaries View All Proposals and Submissions with Commentaries Set Final Disposition on Proposals Override Author Invited Submission Due Dates Send Author Reminders



http://sites.google.com/site/editorialmanagersite/


Action Manager (Required)Action Manager contains events which are used to send letters at appropriate times to editors working with proposals and solicited authors.Editor Letter Events Default Letter List suggested letterAuthor Agrees to Invitation Editor Notice - Author Agrees to SubmitAuthor Declines Invitation Editor Notice - Author Declines to

SubmitNew Child Submission Sent to Journal Journal Office Notice - New Child

Submission RecdAuthor Letter Events Default Letter List suggested letterInvite Authors for Proposal Author Invitation for ProposalUn-invite Authors Author Uninvited NoticeAuthor Agrees to Invitation Author Instructions and Due DateNew Child Submission Sent to Journal Author Submits New Child Manuscript

Confirmation

Policy Manager (Required)New letters may need to be added to the ‘Edit Letters’ letter bank in Policy Manager. New submission items may be added to ‘Edit Submission Items’ in order to structure your Proposal PDFs. Additionally, at least two new article types need to be added to ‘Edit Article Types’: 1) one article type to capture the Proposal PDF and 2) additional article types for each type of invited submission you’d like to solicit.Edit LettersBe sure to edit and add the appropriate letters indicated in the table above. Letter suggestions can be found in the Default Letter List.Edit Submission Items (If you like, you do not need to have any submission items configured. You will be able to build Proposal PDFs without uploading files.)In order to organize your Proposals, consider adding the following new submission items and configuring them in your Proposal Article Type as optional or required submission items. This will help standardize the invitations you send to authors:

Official Invitation Letter Table of Contents [if soliciting an entire issue] Instructions for Authors Example Article

Edit Article Types1. Proposal Article Types (a.k.a. the Invitation Packet)

Consider naming the Article Type “Official Invitation”. Be sure to indicate the invitation as “Proposal Family”. No Article Type Parameters are necessary to configure, but:

o Set “Select Section/Category” preferences to Required or Optional if you will be using Section/Categories to group invited submissions.

o Set “Select Classification” preferences to Required or Optional if you


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will be searching for authors based on classifications.o Set “Target Publication Date” to Required or Optional if the paper is

for a specific issue. It is not necessary to configure Submission Item Parameters, but if you

created the new Submission Items listed above, make them optional or required as needed.

2. Invited Article Types. A new “Invited” article type needs to be created for every Article Type you’d

like to solicit. The only difference between these article types and your usual article types will be that you check off the box labeled “Invited” when configuring.

Additional Suggestions If you do not use “Section/Categories” for any other conflicting purpose, you

may create new sections in “Edit Section/Categories” and then require “Select Section/Categories” for the Proposal and Invited submission article types.

Some journals use “Section/Categories” to capture the topic area or issue title for a group of invited submissions.

The %SECTION_CATEGORY% merge field can then be used in letters to merge in section/category assignment information. You will also be able to run statistics and reports on this information at a later date.



Building a proposal (required)Building a Proposal PDF is just like building a submission PDF as an author. To begin, click the ‘Proposal Menu’ tab at the top of your main menu. This menu allows you to solicit and track your invited submissions.To build a proposal, go to your Proposal Menu and follow these steps:

1. Click “Initiate Proposal”.2. Enter or choose all information on this page: ‘Article Type’ If no choice exists, please revisit your configuration of the

Proposal Article Type in Policy Manager. (see previous instructions). ‘Title’ If you are only inviting one defined submission, then you can input

the title you are requesting. If you are inviting multiple submissions, you can input the topic related to the invited submissions.

‘Target Publication Date’ (required or optional, based on configuration – see previous instructions)

‘Target Publication Volume’ (optional- enter if known) ‘Target Publication Issue’ (optional- enter if known) ‘Author Invitation Due’. This is the number of days the author has to

respond to the invitation. You can configure the system to automatically uninvite the authors at that time. Set this to zero if you do not wish to use the invitation due date feature.

‘Author Submission Due’. Enter the number (of days) prior to the Target Publication Date that the submission is due. The Author’s due date is therefore calculated backwards from the ‘Target Publication Date’. Enter a zero if you do not wish to use the submission due date feature. This can also be automatically configured.

‘Author Submission Due Date’ This information is displayed if the Author’s due date is dependent on the ‘Number of Days prior to Target Publication Date’.

NOTE: Due dates can be configured to either calendar or working days in PolicyManager. Please check with the journal office for the journal’s current configuration.

3. Click either ‘Proceed and Build PDF’ or ‘Proceed with no PDF.’

NOTE: If building PDF, you will have to attach any submission items, and click ‘Next.’ Then go to “Proposals Needing Approval” to view and approve the proposal.



Assigning editors (required)Once the proposal PDF is approved, the proposal will automatically move to the “New Proposals Requiring Assignment” folder in your “Manage Proposals” menu. Before you can invite authors, you must assign the proposal to a handling editor. You can assign any editor in the system with the Role Manager permission “Receive Assignments in ‘New Assignments’ Folder”. (Many Managing Editors give themselves this permission so they can handle proposals directly).

1. Click “New Proposals Requiring Assignment”.2. Click “Assign Editor”.3. Choose the Editor.4. Click “Send Custom Letter” – Do Not “Send Default Letter”. The letter for

this event is the same as assigning an incoming submission to an editor. To avoid confusion, please customize the letter and indicate that you are assigning a proposal to the editor. You should indicate whether you would like the editor to invite the authors or whether you will be doing this on their behalf. If you build proposals often, you will want to create a template letter in a word processing program that you can copy and paste during the editor assignment event, rather than writing a new letter each time you assign the editor.

5. Send the letter.

Inviting authors (required)Once the editor has been assigned, the proposal will move to the “View All Assigned Proposals” folder. (If you are the assigned/handling editor, it will be in the “My Pending Proposals” folder). Once the proposal has moved to this folder, you should follow the steps below.

1. Click “Invite Authors”.2. Click “Go.”3. Type the target author’s last name into the ‘Value’ field. Click “Search”.4. Check off the box beside the author of your choice and fill in how many

invitations you want to send.5. Click ‘Proceed.’6. Choose a letter to send. The ‘Letter’ column contains a drop-down list of all

letters assigned to the ‘Author Invitation’ Letter Family. Any of the letters assigned to this family may be selected (and customized).

7. Click “Submit”8. Repeat these steps for each author. You may also select authors as

Alternates.NOTE: Before inviting authors, be sure they are registered in your database. You can check to be sure an author is registered using “Search People”. If you need to add a new user, please click “Register New User” to enter the author into your database. You can then invite them from this screen or select them as an alternate.



You may also ‘Upload Author List’ to upload a previously prepared Author List File, from the ‘Searh My Publication’ dop down list on the Author Selection Summary page.

Sending reminders (optional)Once authors are invited, you can use the customizable Proposal Pipeline Report to track the status of all proposals in the system. In addition, you may use the following report and letter combinations to communicate quickly with your authors.Report Default Letter List suggested letterAuthor Invited – No Response Author Invitation for ProposalAuthor Invitation Status Report Author – Upcoming Submission

ReminderAuthor Invitation Status Report Author Batch Late Submission

Completing proposals (optional)Once all invited submissions have been sent to production, you can close out a proposal from the “Manage Proposals” menu.

1. Click “View All Assigned Proposals”.2. Click on Set Final Disposition in the Action column and choose

Completed Proposal as the Final Disposition, click Submit. Change Final Disposition drop-down box to “Completed Proposal”.

3. Save and Close the “Details” menu. 4. The submission will automatically move to the folder “View All Completed

Proposals”.




Assign AuthorThe ‘Assign Author’ option is for when communication with the Author has started before EM is necessary and other invited workflows that call for a direct assignment. An ‘Assn’ column within the Author Search Results grid will allow Editors with permission to Assign an Author by selecting the checkbox in this new column. This functionality is supported through the traditional ‘Search Author’ functionality as well as within the selection of Authors via an uploaded Author List File (ALF).

HINT: Only use this if an author has already agreed to review outside of the system.

Configuration checklist for proposals (required)Editor’s permissions must be adjusted so that the new ‘Assign Authors (Without Permission)’ option is enabled in RoleManager.

For more instructions, please see the Editorial Manager Full Feature List located at http://sites.google.com/site/editorialmanagersite or contact [email protected] with questions.





CommentariesA journal may invite a commentary on another previously-submitted article. The article in question may be at any stage in the workflow (i.e.: submitted, under review, with editor, or accepted for publication). The previously-submitted article is known in EM as the ‘parent’ submission. An author can be invited to author the ‘child’ submission (a.k.a. the commentary) by an email sent through Editorial Manager from the journal office or an outside editor. If the author agrees to write the ‘child’ submission, they will submit it through Editorial Manager and the manuscript will be linked to the ‘parent’ submission as a related submission, so the journal staff will know that they go together.HINT: Journals often use this feature to solicit responses to Letters to the Editor.

Configuration checklist (required)Before you begin to initiate commentaries and invite authors, be sure you have all the necessary features configured in Role Manager, Action Manager, and Policy Manager. For more instructions, please see the Editorial Manager Full Feature List located at http://sites.google.com/site/editorialmanagersite or contact [email protected] with questions.

Role Manager (Required)Editors involved with soliciting content will need to have the following Role Manager permissions turned on in order to initiate and manage Commentaries:

Invite Authors/Solicit Commentaries View All Proposals and Submissions with Commentaries Override Author Invited Submission Due Dates Send Author Reminders

Action Manager (Required)Action Manager contains events which are used to send letters at the appropriate times to the editors working with commentaries and the solicited authors.Editor Letter Events Default Letter List suggested letterAuthor Agrees to Invitation Editor Notice - Author Agrees to SubmitAuthor Declines Invitation Editor Notice - Author Declines to

SubmitNew Child Submission Sent to Journal Journal Office Notice - New Child

Submission RecdAuthor Letter Events Default Letter List suggested letterSolicit Commentary on Submission Author – Invitation for CommentaryUn-invite Authors Author Uninvited NoticeAuthor Agrees to Invitation Author Instructions and Due DateNew Child Submission Sent to Journal Author Submits New Child Manuscript

Confirmation









Policy Manager (Required)New letters may need to be added to the ‘Edit Letters’ letter bank in Policy Manager. Additionally, at least one new article type needs to be added to ‘Edit Article Types’ to capture the Commentary from the author.Edit LettersBe sure to edit and add the appropriate letters indicated in the table above. Letter suggestions can be found in the Default Letter List.Edit Article TypesAdd “Invited” Article Types for commentaries.

A new “Invited” article type needs to be created for every commentary Article Type you’d like to solicit (ie: “Commentary”, “Reviewer Publication Comment”, “Response to Letter to the Editor”). The only difference between these “Invited” article types and your usual article types will be that you check off the box labeled “Invited” during configuration.

Initiating a commentary and inviting authors (required)1. Use “Search Submissions” to locate the submission for which a commentary

is needed. 2. Click “Solicit Commentary”.3. Enter your Target Publication Schedule:

‘Target Publication Date’ (required or optional, depending on your configuration)

‘Target Publication Volume’ (optional- enter if known) ‘Target Publication Issue’ (optional- enter if known) ‘Author Invitation Due’. This is the number of days the author has to

respond to the invitation. You can configure the system to automatically uninvite authors at that time. Set this to zero if you do not wish to use the invitation due date feature.

‘Author Submission Due’. Enter the number (of days) prior to the Target Publication Date that the submission is due. The Author’s due date is therefore calculated backwards from the ‘Target Publication Date’. Enter a zero if you do not wish to use the submission due date feature. This can also be automatically configured.

4. Once you have entered the Target Publication Schedule, the author search string will automatically appear.

5. Click “Proceed” followed by “Confirm Dates and Proceed”6. Click “Go.”7. Type the target author’s last name into the ‘Value’ field. Click “Search”.8. Check off the box beside the author of your choice and how many

invitations you want to send.9. Click “Proceed.”




10.Choose a letter to send. The ‘Letter’ column contains a drop-down list of all letters assigned to the ‘Author Invitation’ Letter Family. Any of the letters assigned to this family may be selected (and customized).

11.Click “Submit”12.Repeat these steps for each author. You may also select authors as

Alternates.NOTE: Before inviting authors, be sure they are registered in your database. You can check to be sure an author is registered using “Search People”. If you need to add a new user, please click “Register New User” to enter the author into your database. You can invite them from this screen, or select them as an alternate.

Sending reminders (optional)Once authors are invited, you can use the customizable Proposal Pipeline Report to track the status of all invitation in the system, found on the Reports page under the ‘Author Reminder Reports’ section. In addition, you may use the following report and letter combinations to communicate quickly with your authors.Report Default Letter List suggested letterAuthor Invited – No Response Author Invitation for CommentaryAuthor Invitation Status Report Author – Upcoming Submission

ReminderAuthor Invitation Status Report Author Batch Late Submission

Completing commentaries (optional)Once all invited submissions have been sent to production, you can close out a submission with pending commentaries from the “Manage Proposals” menu.

Click “Submissions with Pending Commentaries”. Click “Move to Completed Folder”. The submission will automatically move to the folder “View All

Submissions With No Pending Commentaries”.




Suggestions for tracking commentaries (optional)In order to keep track of submissions for which commentaries are pending, you can view the “Manage Proposals Menu” tab at the top of your main menu. The “Manage Proposals Menu” shows you all the “Submissions with Pending Commentaries” and “Submissions with No Pending Commentaries” at the bottom of the screen. Here are a few more suggestions for ensuring that the ‘parent’ and ‘child’ submissions are printed together at the end of the process.

If a journal requests a commentary on a manuscript, the ‘parent’ manuscript in question should not be transmitted to production until the ‘child’ commentary is received.

Until the ‘child’ commentary is received, the ‘parent’ manuscript can be left in the “Submissions with Editor’s Decision” folder and the Manuscript Notes Flag can be turned on with a note on the Details page stating that a commentary is in process.

Then, when both the ‘parent’ manuscript and the ‘child’ commentary have been accepted, they may both be sent to production on the same day. In the transmittal form of each submission, you can indicate the Companion Paper Number and the Companion Paper Description to inform production that the two submissions need to be printed together, or use the configurable Publish With ID linking functionality described below and discussed in the Editorial Manager Full Feature List.

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Solicitation Guide 12_1 - download.lww.com€¦ · Web viewlick . either ‘Proceed and. Build PDF’ or ‘Proceed with no PDF. ... If you build proposals often, you will want