Admin Guide PDF
REUTERS/TIM WIMBORNE SCHOLARONE ABSTRACTS ADMINSTRATRATIVE BASICS GUIDE ADMINISTRATOR 8- JUNE 2015 Adminstrative Guide ScholarOne Abstracts TABLE OF CONTENTS Select an item in the table of contents to go to that topic in the document. LOGGING IN AND OUT OF SCHOLARONE ABSTRACTS..................................................................... 1 LOG IN.............................................................................................................................................. 1 LOG OUT......................................................................................................................................... 2 FORGOTTEN PASSWORD ............................................................................................................. 2 USER FORGOT PASSWORD ......................................................................................................... 3 UNLOCK USER ACCOUNT ............................................................................................................ 4 THE WELCOME PAGE ...........................................................................................................................7 YOUR ACCOUNT INFORMATION ................................................................................................. 8 INVITATIONS AND EMAILS ........................................................................................................... 8 INVITATIONS ............................................................................................................................ 8 E-MAILS .................................................................................................................................... 9 GETTING HELP ....................................................................................................................................10 USER ACCOUNT CREATION................................................................................................................ 11 STEP 1: GENERAL INFORMATION ............................................................................................... 12 STEP 2: CONTACT INFORMATION .............................................................................................. 13 STEP 3: ACCESS ............................................................................................................................ 14 STEP 4: DISCLOSURES................................................................................................................. 15 STEP 5: USER ID & PASSWORD .................................................................................................. 16 THE ADMIN CENTER........................................................................................................................... 17 EDIT INSTRUCTIONS........................................................................................................................... 18 ADD FILES OR IMAGES TO INSTRUCTIONS .............................................................................. 20 EDIT WELCOME AND SUBMISSION PAGE INSTRUCTIONS ...................................................... 21 ASSIGN INSTRUCTIONS TO ROLES ........................................................................................... 22 ADMIN SEARCH BAR ......................................................................................................................... 22 Document Version 1.4 Issue Date 8-June-2015 Page i Adminstrative Guide ScholarOne Abstracts PEOPLE............................................................................................................................................... 23 PERSON SEARCH ........................................................................................................................ 23 PROXY AS A USER ....................................................................................................................... 24 ADD USER(S)................................................................................................................................ 25 ADD ROLE(S).......................................................................................................................... 26 MERGE DUPLICATE USERS ........................................................................................................ 29 ASSIGNING ABSTRACTS TO REVIEWERS......................................................................................... 30 ASSIGN BY ABSTRACTS .............................................................................................................. 30 ASSIGN ABSTRACTS .................................................................................................................... 31 ASSIGN CATEGORIES................................................................................................................... 31 ROLE APPROVAL ............................................................................................................................... 33 CUSTOMIZABLE DATE EXPORTS...................................................................................................... 33 SYSTEM-WIDE ABSTRACT SEARCH ................................................................................................. 34 REPORTS ............................................................................................................................................ 34 SPECIAL .............................................................................................................................................. 35 VIEW SCHEDULE ................................................................................................................................ 35 ABSTRACT PROOF CONFIGURATION .............................................................................................. 36 SESSION PROOF CONFGURATION ...................................................................................................37 EMAIL .................................................................................................................................................. 38 SYSTEM EMAILS .......................................................................................................................... 38 VARIABLE TAGS...........................................................................................................................40 ADD VARIABLE TAGS .................................................................................................................. 42 CUSTOM EMAILS ......................................................................................................................... 42 PERFORM A TEST AND SEND .............................................................................................. 43 EMAIL LOG ................................................................................................................................... 45 EMAIL SEARCH ............................................................................................................................ 46 Document Version 1.4 Issue Date 8-June-2015 Page ii Adminstrative Guide ScholarOne Abstracts VISA LETTER....................................................................................................................................... 47 CONFIGURATION SETTINGS ............................................................................................................. 48 SITE INFORMATION .................................................................................................................... 48 SEND MOBILE UPDATES ............................................................................................................ 49 ITINERARY PLANNER PROGRAM DOWNLOAD ....................................................................... 49 CONTROL RICH TEXT EDITOR OPTIONS................................................................................... 49 FILE EXPORT TOOL............................................................................................................................ 50 DATA EXPORT TOOL .......................................................................................................................... 51 Document Version 1.4 Issue Date 8-June-2015 Page iii Adminstrative Guide ScholarOne Abstracts LOGGING IN AND OUT OF SCHOLARONE ABSTRACTS LOG IN To log in to your Admin Center, you will need the username and password sent to you by your Client Implementation Manager (CIM). Access the web site for your meeting. Enter your User ID and Password. Optionally, click the Remember User ID checkbox. Click the Log In button. Note: Check the Log In page for important announcements from the Society. Document Version 1.4 Issue Date 8-June-2015 Page 1 Adminstrative Guide ScholarOne Abstracts LOG OUT You can log out at any time by clicking Log Out at the top right corner of the page you are on. FORGOTTEN PASSWORD If you forget your login information, do not create another account. Use the Forgot Password link on right side of your ScholarOne Abstracts login page to reset your password, or contact Customer Support by clicking on the Help link in the top right-hand corner of the page. NOTE: An Account Modification email will be sent to both the old and new email address when a user’s email address is updated. Document Version 1.4 Issue Date 8-June-2015 Page 2 Adminstrative Guide ScholarOne Abstracts USER FORGOT PASSWORD If a user contacts you because they forgot their password, use the People Search feature to search for the user. When the search results display click on the hyperlinked user name. The Person Details pop-up screen displays. You may click to send the user their account information or you can generate a Temporary Password for them and notify them by email. Generated passwords are good for 72 hours. Document Version 1.4 Issue Date 8-June-2015 Page 3 Adminstrative Guide ScholarOne Abstracts UNLOCK USER ACCOUNT If a user attempts to access their account with too many failed attempts, their account will be locked and as the Administrator, you will have to manually unlock the account. They will receive an error message telling them to contact Support for assistance. Document Version 1.4 Issue Date 8-June-2015 Page 4 Adminstrative Guide ScholarOne Abstracts To unlock a user’s account, first search for them in People. When the search results appear, click the Edit Account link. On Step 1 of the Edit Account option, uncheck the Account Locked checkbox and click the Finish link in the upper right corner to save the update. Document Version 1.4 Issue Date 8-June-2015 Page 5 Adminstrative Guide ScholarOne Abstracts Once the changes have saved you will get a message that displays on the screen. Note: As an Administrator, if you forget your password and are locked out of your account, please contact ScholarOne Support for assistance. Document Version 1.4 Issue Date 8-June-2015 Page 6 Adminstrative Guide ScholarOne Abstracts THE WELCOME PAGE The Welcome Page contains the following sections: • Header – contains Quick Links to your account information, Messages, Help, and Logout, your Society’s logo, and links to all Centers • Important Announcements Banner, if configured for your site (not pictured) – contains announcements for all site users • Notices of Invitations and Emails • Society-specific information that may be customized by the Admin or ScholarOne • Footer – contains links to ScholarOne News, System Requirements, Privacy Statement, and Terms of Use Document Version 1.4 Issue Date 8-June-2015 Page 7 Adminstrative Guide ScholarOne Abstracts YOUR ACCOUNT INFORMATION You may view or edit your account information by clicking your username on the Quick Links section of the header. The drop-down menu gives you access to each section of your account information. INVITATIONS AND EMAILS If you or your users have received any invitations or emails, there will be a notice on the Welcome page. Click the link to access the Invitation or email. At any time, you can access invitations and emails through the Messages Quick Link on the header. Invitations A list of your invitations displays and includes the Details, Status and related E-Mails. Document Version 1.4 Issue Date 8-June-2015 Page 8 Adminstrative Guide ScholarOne Abstracts In the Action column, you may select View & Respond to take action on the invitation. E-Mails The E-mails screen displays with the Date and Subject of the e-mail. The Subject is a direct link to view the email. From the Action column, you may view the e-mail. You may also view the abstract or go to the related invitation. Document Version 1.4 Issue Date 8-June-2015 Page 9 Adminstrative Guide ScholarOne Abstracts GETTING HELP ScholarOne’s Get Help Now web site contains a variety of online training, documentation, and support options. You can always locate Get Help Now by clicking on the Help link in the upper right corner of your site. Document Version 1.4 Issue Date 8-June-2015 Page 10 Adminstrative Guide ScholarOne Abstracts USER ACCOUNT CREATION For users (i.e. Authors, Reviewers, Sessioners, or Decisioners) to begin using the system they must first create an account on your Society’s ScholarOne Abstracts site by clicking the Create An Account link on login screen. Note: If the user created an account before but cannot remember their password, do not create a new account. Click the Forgot Password link in left corner of the login screen. They will receive an email with a link to change their password. Document Version 1.4 Issue Date 8-June-2015 Page 11 Adminstrative Guide ScholarOne Abstracts STEP 1: GENERAL INFORMATION On Step 1, enter your Name and Professional Information along with your Area of Expertise (if configured), then click Continue in the lower right corner of the page to move on to the next step. Professional Information and Area of Expertise are configurable options and do not appear on every site. Contact your CIM to make these sections appear as part of Account Creation. Note: When entering your First/Given Name and Last/Family Name you must use upper and lower case letters. (For example, John Smith). All red asterisks * are required fields. Document Version 1.4 Issue Date 8-June-2015 Page 12 Adminstrative Guide ScholarOne Abstracts Before the system will allow you to continue, it checks the step for errors and makes sure that all of the information has been provided. If the step was not completed a message will display on your screen, allowing you to go back to Fix Errors or Continue with No Changes. STEP 2: CONTACT INFORMATION On Step 2, enter your Address and Contact Points. You may be asked to enter your Twitter and LinkedIn contact information if your society has this option configured. Click Continue in the lower right corner of the page to move on to the next step. Document Version 1.4 Issue Date 8-June-2015 Page 13 Adminstrative Guide ScholarOne Abstracts Note: For the City you must use upper and lower case letters and Twitter Profile must begin with the @ symbol. STEP 3: ACCESS On Step 3 select your Roles & Centers and Submission & Proposal Types. If configured, your site may have default roles, such as Author, granted automatically when creating an account. Click Continue in the lower right corner of the page to move on to the next step. Note: If the site is configured to automatically assign roles, it will appear grey with no option to select the role. Document Version 1.4 Issue Date 8-June-2015 Page 14 Adminstrative Guide ScholarOne Abstracts STEP 4: DISCLOSURES On Step 4 disclose any affiliations or financial Information; this step may vary depending on how your society configured their site. Click Continue in the lower right corner of the page to move on to the next step. Document Version 1.4 Issue Date 8-June-2015 Page 15 Adminstrative Guide ScholarOne Abstracts STEP 5: USER ID & PASSWORD On Step 5, create your User ID and Password. Click Create Account in the lower right corner of the page when you are finished. Note: The password is case-sensitive and requires a minimum of six characters. You may use a combination of letters and/or numbers. You can also use a combination of capital and/or lower case letters. Tip: If a user receives a message “User ID already in use”, this is because the system will only allow you to use a User ID once. If you have created an account with your email on any other abstracts site you will either need to remember your password or choose another User ID. Document Version 1.4 Issue Date 8-June-2015 Page 16 Adminstrative Guide ScholarOne Abstracts THE ADMIN CENTER Under the Admin tab, you will find all the tools an Administrator uses to run all aspects of a meeting. The landing page is the Instructions page. Document Version 1.4 Issue Date 8-June-2015 Page 17 Adminstrative Guide ScholarOne Abstracts EDIT INSTRUCTIONS The instructions page lists a brief summary of the menu items on the left navigation bar. In addition, the Instructions page has a green dot in the bottom left corner. This means you may click on this to edit the page. Any page throughout the site, including those pages that are seen by the different roles, may be edited if it has a green dot. Just click on the dot and a pop-up form will appear. To edit existing instructions click on the instructions Header you would like to edit. The editing tool features HTML text formatting options, including font size, color, highlighting, alignment, and linking options, as well as numbered or bulleted lists. Document Version 1.4 Issue Date 8-June-2015 Page 18 Adminstrative Guide ScholarOne Abstracts When your instructions are complete, click Save. Click the Expand (+) button to left of each set of Tags to expand the choices. Document Version 1.4 Issue Date 8-June-2015 Page 19 Adminstrative Guide ScholarOne Abstracts ADD FILES OR IMAGES TO INSTRUCTIONS If you would like to add a downloadable file or image to your instructions, choose File Uploads>Browse. If you are uploading an image, check the Image box. Then choose Upload. After you have uploaded your file, you’ll be given a tag that will appear under the File Tag column. Use this tag to refer to the file in your instructions. Document Version 1.4 Issue Date 8-June-2015 Page 20 Adminstrative Guide ScholarOne Abstracts The tag that you have used in your instructions will appear on the instructions page as a link to that file. EDIT WELCOME AND SUBMISSION PAGE INSTRUCTIONS You can edit the instructions on the Welcome and Submission center welcome page. To edit the instructions on the Submission center welcome page and on the Welcome page, click the Edit link with a little pencil next to it. Document Version 1.4 Issue Date 8-June-2015 Page 21 Adminstrative Guide ScholarOne Abstracts ASSIGN INSTRUCTIONS TO ROLES In addition, you can assign specific instructions to specific roles by assigning a role in the Select role dropdown menu. Then click Add New Instruction to Role to add the instructions to that role type. ADMIN SEARCH BAR The Admin Center features a quick search bar for convenient and quick abstract and people searches. The Quick Search bar is located below the Center Tabs across the top portion of the Admin Screen. Admins may search by control id, abstract title, abstract contact name or by person email address or name. Document Version 1.4 Issue Date 8-June-2015 Page 22 Adminstrative Guide ScholarOne Abstracts PEOPLE The People menu item on the left side of the Admin tab allows you to search for users/user IDs/passwords, set up and modify your own account, add new users, merge duplicate users, and edit existing accounts. PERSON SEARCH Using the Person Search form, an admin can search using First Name, Last Name, or User Type, sorting the results by First or Last Name. When your results return, you can view the users account information by clicking on their Name, or you can edit their account by clicking on the Edit Account icon. If you wish to grant Late Submit status to one or more of the user’s roles, select the role in question. To allow a user early or late role access, click on the Active checkbox, set the date and time appropriately, then choose Save. Activating a role early overrides the start date for that role; the close date stays the same. Activating late role access overrides the close date for that role; the start date stays the same. To allow a user early or late role access, click on the Active checkbox, set the date and time appropriately, then choose Save. Activating a role early overrides the start date for that role; the close date stays the same. Activating late role access overrides the close date for that role; the start date stays the same. Document Version 1.4 Issue Date 8-June-2015 Page 23 Adminstrative Guide ScholarOne Abstracts Note: Changes to this user’s submission dates ONLY changes this user. The system-wide dates do not change. PROXY AS A USER As an Admin you can proxy as a user from the Person Search results. Selecting the proxy option will allow you to perform ScholarOne Abstract functions on behalf of the user. When you click on the proxy link the ScholarOne Abstracts header will display your name and the First and Last name of the user you are proxied as. In the header, it will also provide you with the option to End Proxy, which will return you back to where the proxy was initiated. Note: You can only proxy as one user at a time. Document Version 1.4 Issue Date 8-June-2015 Page 24 Adminstrative Guide ScholarOne Abstracts ADD USER(S) The second option under People is the Add User(s) page. Just as with adding your own account, adding a new user involves a set of steps on a Progress Bar. While most users will add their own account upon logging in to the system, you may add users you wish to invite, society members, Decisioners, or users who are experiencing difficulty. Required fields are marked with a red asterisk. Only First Name and Last Name are required in the New User Account form, but the more information you enter, the easier it will be to identify users later. Note: Member ID refers to the society membership number of the user. Most sites are not configured to show this field in the Add User form. Choose Save & Continue when your information is complete. The next screen will be the Primary Contact Information and will require that you enter an email address. Providing the correct email address is very important to the success of the review process, as all communication will be sent through the provided email addresses. When the required fields are filled, choose Save & Continue. Document Version 1.4 Issue Date 8-June-2015 Page 25 Adminstrative Guide ScholarOne Abstracts Next, you must enter a user ID for the user. User IDs must contain at least six characters, and can be any combination of letters and numbers. Then, Save & Continue. Note: If necessary, the user can update or change this information to match his/her preferences once they login into the system. The ##password## email tag is no longer used. It will not display the user’s password in any emails and has been replaced with the ##person_forgot_password_link##. This new link will take the user to a screen to change his or her password. Add Role(s) Click the checkbox under Request to assign a role or roles to the newly entered user. Then, click Save & Continue. If a specific role is already assigned to a user, there will be no box to check in the Request column. In addition, depending on your site’s configuration, some roles will be hidden and can only be given to certain users using the Edit Account tools found in the Person Search results. Document Version 1.4 Issue Date 8-June-2015 Page 26 Adminstrative Guide ScholarOne Abstracts Note: Users who go to edit their accounts as normal will not be able to see all roles available on the site, just ones that are configured for public access; whereas, when editing an account through the Admin tab, you are able to assign hidden roles to the user. For example, if a Society wanted to give a certain set of users access to the Review Center, they might opt to conceal that role on the Role Request page. In that way, only certain users would get assigned the Reviewer role, and the role cannot be requested by any other users. Note: Permission codes or society approvals generally needed for assigning roles can be bypassed on this screen. If your site is configured with Person Based Disclosures (Disclosures on the user account creation level) that information will be configured on Step 5: Additional Information/Disclosures. Below is an example of how your site may be configured under the Additional Information screen. It may have a Financial Disclosure form, asking for any Conflict of Interests, which must be filled out. If the selection is No, I have no affiliations or financial interests in relation to this program, then simply select Finish. If the answer is Yes, I have affiliations or financial interests in relation to this program, and then a selection of Conflict Types is available to choose. For each type selected, the Company/Organization field must be filled out. Document Version 1.4 Issue Date 8-June-2015 Page 27 Adminstrative Guide ScholarOne Abstracts Once you choose Finish, a message will appear confirming that the account has been created. Document Version 1.4 Issue Date 8-June-2015 Page 28 Adminstrative Guide ScholarOne Abstracts MERGE DUPLICATE USERS There will be times when a user is entered more than once. When this occurs, use the Merge Duplicate Users feature to combine the two accounts. Choose the First Name, Last Name, and/or Email address to search for the duplicated users. When your search results appear, you can click on the hyperlinked names to pull up more information. If you are certain that the users are the same, and click Select for both, and S ave & Continue. Choose one account to be the primary account and then click Save & Continue. Note: It is very important to check both accounts for person-based disclosures. You will want to choose the account with the completed disclosure to be the primary account. Then choose Save & Continue. A message will appear notifying you that the merge was successful. Document Version 1.4 Issue Date 8-June-2015 Page 29 Adminstrative Guide ScholarOne Abstracts ASSIGNING ABSTRACTS TO REVIEWERS ASSIGN BY ABSTRACTS When you click the Assign button, a search form will appear. This form will search for the abstracts that you wish to assign to your selected Reviewer(s)/Decisioner(s)/Sessioner(s). The form automatically opens to Reviewer assignment, so select Assign Decisioner or Assign Sessioner to change the form’s assignment. Choose Search to locate the Reviewer you wish to assign abstract(s) to. A multi-faceted filter form for Abstract search will appear. Note: Users must have Roles assigned to them before abstracts can be assigned to them. You can filter your search by Category, Presentation Type, Control ID List, Control ID Range, and Session Title. Alternately, you may also opt to Show All, Show Assigned, or Show Unassigned. Once you choose your desired categories (above, Show Unassigned has been selected), click the Go button at the bottom of the screen. Document Version 1.4 Issue Date 8-June-2015 Page 30 Adminstrative Guide ScholarOne Abstracts ASSIGN ABSTRACTS Your list of unassigned abstracts will appear, ready for assignment to your chosen Reviewer. Select abstracts by checking Assign, or select multiple abstracts by using the select range fields at the bottom (Select and Through fields, and Select button) at the bottom of the screen. You may also Select All or Unselect All. Then click Assign Selected Abstracts. ASSIGN CATEGORIES Assign Categories works very much the same way as the Assign Abstracts feature, except you must choose your category at the top of the Assign Categories page before conducting your search. Document Version 1.4 Issue Date 8-June-2015 Page 31 Adminstrative Guide ScholarOne Abstracts Once you choose your category and insert your search criteria, using the same form used in assigning abstracts, select Search, and your results will appear below. From the list of results, choose the Add button, and the chosen person will be assigned to that category. Note: Follow the same steps to assign categories to Reviewers and Decisioners. It should also be noted that assigning by category assigns ALL abstracts in that category to the reviewer. You cannot limit the number of category assignments. Document Version 1.4 Issue Date 8-June-2015 Page 32 Adminstrative Guide ScholarOne Abstracts ROLE APPROVAL The Role Approval section alerts the administrator to any instance where a user has requested a role other than that assigned by the admin. When you click on Role Approval, your landing screen will have a list of any needed approvals. For each Requested User Role, you will need to select either Approve?, Decline?, or Ignore?. Then choose Save. Those you’ve approved will now have that role applied in their user account. Those you’ve declined will not. Those you’ve ignored will stay in the Role Approval list for you to revisit at a later time. CUSTOMIZABLE DATE EXPORTS The Customizable Data Export section allows you to pull abstract data based upon Control ID, Final ID, Abstract Status, Decision Status, Invitation Status, Submitter Name, Author Name, Member ID, Submission Role, Category, Sub-Category, Presentation Type, Sub-Presentation Type, Session criteria and Custom Questions. You may search on more than one criterion at a time. Your searches can be displayed and sorted based on your criteria, and you can choose formats such as Count Only, Table Format, Table Format PDF, Comma Delimited, and Tab Delimited. Additionally, you can save your searches for later use, which is as simple as selecting the name of your search from the Load Saved Search Field and choosing Go. Tip: For more detailed instructions, please view the Customizable Data Export (CDE) User Guide located on Get Help Now. Document Version 1.4 Issue Date 8-June-2015 Page 33 Adminstrative Guide ScholarOne Abstracts SYSTEM-WIDE ABSTRACT SEARCH If your contract includes this feature, you will be able to search for abstract content with partial search terms, exact search terms, multiple keywords, or exempt keywords. REPORTS The list of Reports that appears on the left navigation panel is configurable by your ScholarOne CIM. Some of the standard reports that administrators might find are listed below. Note: These types of reports cannot be exported from this section. • Statistics Report: Shows basic statistical information such as abstract status (submitted, draft, resubmitted, etc.), number of abstracts in each category or presentation type, etc. • Date Submitted Report: Shows the number of abstracts submitted on a particular date. • Reviewer Report: Shows each Reviewer and gives a summary of their abstract assignments and scoring progress. • Chair Decision Report: Shows each Chair Person and gives a summary of their abstract assignments and decisions completed. • Score Report: Shows each abstract and the number of Reviewers that have scored it. • Conflict of Interest: Shows abstracts that have been given a score of Conflict of Interest by any Reviewer. • Wrong Category: Shows abstracts that have been given a Wrong Category indicator by any Reviewer. • Chair Recommendation Report: Shows each Chair Person and gives a summary of their abstract assignments and recommendations completed. • Reviewer Recommendations: Shows each abstract that has been given recommendation and the number received. Document Version 1.4 Issue Date 8-June-2015 Page 34 Adminstrative Guide • ScholarOne Abstracts Itinerary Planner Statistics Report: Shows saved itinerary data, allowing the administrator to gain insight into session, event, and presentation trends throughout the meeting process. SPECIAL The Special section contains reports for special purposes. Some sites may not use all of these reports. • • • • Full Fields Shows unsubmitted abstracts that seem complete, but have not yet been submitted. Authors without Completed Disclosures lists all authors who have accounts which do not have the configured disclosures completed. Hosts without Completed Disclosures lists all hosts who have accounts which do not have the configured disclosures completed. Itineraries show the names of all Itineraries started by Itinerary Planner users. VIEW SCHEDULE The View Schedule section lets you see the dates that have been set for the various functions of your meeting site. These dates are provided by you, the client, and are configured on the site by your ScholarOne CIM. The dates reflect when the website will open and close access to certain parts of the site. Once the schedule has been entered in the system, it cannot be changed by the administrator; it can only be changed by the CIM. Host Date indicates the time-span of your meeting. Start Date is the moment your site opens for any role and End Date is the moment it closes to all users, including society admins. The remaining dates are broken down by roles. For instance, the start and end dates that are set for Proposal Submission will affect every user whose account has that role. NOTE: All times are in U.S. Eastern Time. Document Version 1.4 Issue Date 8-June-2015 Page 35 Adminstrative Guide ScholarOne Abstracts ABSTRACT PROOF CONFIGURATION The Administrator is able to choose the format in which abstract proofs are viewed from each role. The Abstract Proof Configuration section gives you the ability to choose 25 different fields to display, as well as the option to create your own headers. For instance: if you want users submitting proposals to see a different abstract proof than those who are submitting abstracts, then you would follow the directions below. Select the role whose abstract proof you wish to format from the Select Role drop-down. Select the data fields that you want to appear on that particular abstract proof from the Item drop-down box. The image above shows a configured format for abstracts that users who are assigned to the role Proposal Submission will see. The fields chosen in Item numbers 1-11 show the information that will be collected from each submitter, pulled for each submission, and then displayed to those viewing a proof. To create a specific header for the proof, choose the Item Heading, then type the text you wish to display in the blank field following the Item drop-down. Document Version 1.4 Issue Date 8-June-2015 Page 36 Adminstrative Guide ScholarOne Abstracts With the configuration shown above, anyone with a role of Proposal Submission will see the layout below, with the selected Item numbers in the order of the selection. SESSION PROOF CONFGURATION You can select the fields you would like to display on the session proof. Select the Session Proof Configuration menu item on the left side bar. Then on the right select the Field Names that you would like to display on the proof by placing a checkbox in the Active column. There are two types of fields, Session Proof Fields and Abstract Proof Fields. You are allowed up to 8 Abstracts Proof fields in the session Proof. Document Version 1.4 Issue Date 8-June-2015 Page 37 Adminstrative Guide ScholarOne Abstracts EMAIL The email section allows you to use email templates that already exist in the system, create your own customized email templates, view logs of emails that have previously been sent, and search for specific emails. SYSTEM EMAILS There are 35 existing email templates in the System Email section. The list below includes all possible system emails. System Emails are sent when certain actions are taken by user(s), such as creating an account or submitting an abstract. To view or edit the templates, simply click on their hyperlinked name. Read more about editing and creating templates on the next page. The list below includes all possible system emails. For most templates, you may choose to use them or not by checking or unchecking the Activate checkbox. The Status field will indicate if the template is Active or Inactive. If Active is checked, then the email will send when the corresponding action takes place. For instance, if the Abstract Submitted email template is checked as Active, when a user submits an abstract, they will be notified by email that the system has received a submission from them. If Inactive is checked, then the email will NOT send. There are five templates that are set to Always Active: Account Creation, Forgot Password, Role Approval, Role Denial, and Forgot Itinerary. If you wish to make some changes to an email that will be sent to a specific user, check the Edit Before Sending? checkbox. You may always view a log of sent emails for a specific template by clicking the View Sent? icon in the last column. Always click Update Status to save any changes that you have made. If an email is set to active, you must make sure it contains accurate information related to your meeting. To check and edit the templates simply click on the hyperlinked Email title, and update any deadlines, locations, or text as necessary. Be sure that the From: field contains your society’s email address, and that the correct addressee tag is in the To: field. Correct information in your email communication is essential to reducing author confusion and support cases that come into our technical support team. Document Version 1.4 Issue Date 8-June-2015 Page 38 Adminstrative Guide ScholarOne Abstracts Note: Always click Update Status to save any changes that you have made. Document Version 1.4 Issue Date 8-June-2015 Page 39 Adminstrative Guide ScholarOne Abstracts VARIABLE TAGS The fields within your site’s database are represented with Variable Tags, which means the field name is surrounded by two pound signs on each side. For instance, the field name for User Email would be pulled into an email template by using the variable tag ##user_email##. The example shown below is the system e-mail named Account Creation. This email is automatically sent by the system, but you can customize the message content using Variable Tags. Click on the name of the e-mail template (in the Event column) to view the Variable Tags and the message text. As you can see by the example below, the name of the template is at the top left (Account Creation) and the list of Variable Tags used in the email te mplate are displayed in the Variable Tags table. If you choose to edit the text or the tags in the email, don’t forget to click the Save icon to save your changes. The Preview button (at the bottom of the template) will show the formatting of your message but will not display the Variable Tags. Tip: If you are having difficulty imagining what your email template will look like without the variable tags, click Preview to view the appearance of a real-time e-mail. The Preview button (at the bottom of the template) will show a formatted email body with sample abstract and author data populating the corresponding variable tags. Clicking Preview on the Account Creation template on the previous page will display the Current Template Preview (see below). Whenever a user creates an account, this email will be sent to them at the email address they supplied. As you can see, the fields that were pulled correspond to the Variable Tags that were entered on the System Email te mplate for Account Creation. Document Version 1.4 Issue Date 8-June-2015 Page 40 Adminstrative Guide ScholarOne Abstracts The full list of available variable tags and their description will display when you add or edit a template in the Custom Email section. The example below shows the first few variable tags in the list. Document Version 1.4 Issue Date 8-June-2015 Page 41 Adminstrative Guide ScholarOne Abstracts ADD VARIABLE TAGS Use this section to create your own Variable Tags. It is found under the Admin Tab/Configuration Settings. Simply create the Tag Name and Tag Value and choose Add. Once the tag is added, you may S ave, Edit, or Delete. CUSTOM EMAILS To create or edit custom emails, select Custom Email from the Email submenu. A table like the one below will appear. To edit an existing template, click on the Template Name. To create a new template, type its identifying label into the Template Name field, and then click the Add icon (above left). The template immediately shows up in the table (above right). Click on its name to edit. In Edit mode, the list of Variable Tags and Descriptions is shown (below). At the bottom of the list is a blank email te mplate (right). Edit the Current Template with text and Variable Tags by copy/pasting tags from the list above and typing in the relevant text. The email below is notifying users who submitted abstracts (i.e. contact authors) that the deadline for abstract submission is approaching. Document Version 1.4 Issue Date 8-June-2015 Page 42 Adminstrative Guide ScholarOne Abstracts There are two steps to sending a Custom Email. The first step is performing a test. The second step is to schedule the email to send at a certain date and time. Perform a Test and Send To test a Custom Email go to the Admin tab and click Emails. Navigate to the ADD submenu section called Test and Send Email. 1) First, you need to choose which users will receive your custom email. Abstract Search: To send an email to contact authors based on abstract criteria, select options from this screen. For example, to send an email to authors whose abstracts have been accepted, select Accept as the criteria under Decision Status in the Abstract Search item selection menu. Role Search: To send an email to users with a particular role, select this option. For example, to send an email to all users with the Reviewer role, select the Reviewer role from the People with this Role dropdown on the Role search item selection menu. You can also choose to send to Session Hosts or to those with certain Session Roles. 2) Next, navigate to the Output section at the bottom of the screen. a) Choose the Email Template you wish to use. Document Version 1.4 Issue Date 8-June-2015 Page 43 Adminstrative Guide ScholarOne Abstracts b) Run a Preview to test your template (this is not a required step). You may choose to preview the first 10 emails or all of the emails, and then select Run Preview. The preview will generate a separate window in which to review the emails. c) Run a Test. The Test step is required in order to complete the process. Choose the number of emails you wish to see tested, enter the email address you wish to have the test sent to (emails will NOT be sent to any other email address at this point). Then click Run Test. This step may take a few minutes. d) Assign a Task Name. Choose a name that describes the reason for this particular template/email. Example: One-Week Deadline Reminder or Remind Decisioners of Deadline. e) Choose the Date and Time. Using the calendar tool or type the date into the Send Email On Date: field in the MM/DD/YYYY format. Choose the time by typing in the hour and minutes into the Send Email On Time field and choosing AM/PM. The time you set should be in Eastern Time. f) 3) Save and Generate the email. A notification will pop up before the email is sent, once again giving you a count and giving you the option to cancel or to send your custom email batch. Click the Send radio button and then Submit to send your emails. Document Version 1.4 Issue Date 8-June-2015 Page 44 Adminstrative Guide ScholarOne Abstracts EMAIL LOG The Email Log is located in the Email submenu. Using the Email Log, you may view custom emails that you’ve sent as well as delete and view pending emails. The email ID consists of the Task Name and a generated number. If the email sent was only a test send, it will be labeled e mail test and a number. The second column lists the Template Name, the user who sent the email (Sent By), and the Date and Time that the email was/is scheduled to go out. You can also see who the email was sent to/from, and the success, failure, and pending numbers. If you want to delete a whole batch of emails, you can do it on this screen by choosing Delete, but only if the send has not taken place. If you choose Details, you’ll see a list of all the email addresses that sent/will be sent. From that screen, you may delete specific emails. Document Version 1.4 Issue Date 8-June-2015 Page 45 Adminstrative Guide ScholarOne Abstracts EMAIL SEARCH To search for System Emails, choose the search for emails submenu under the Email menu item using the offered criteria. There are a variety of ways to retrieve emails using this form. Search by: • Date or time emails were sent • Abstract ID (for emails related to that abstract) • Email te mplate used Document Version 1.4 Issue Date 8-June-2015 Page 46 Adminstrative Guide ScholarOne Abstracts Once the system returns your search results, you can view the email that was sent, or you can resend the email. When you click Resend, the system will allow you to edit the message before sending. VISA LETTER The Visa Letter option will generate a Visa Letter for presenter(s) on Accepted or Sessioned Abstracts. This option is only available if your site has this setting turned on. Contact your CIM if you wish to use the Visa functionality on your site. The Visa letter is formatted using formatting tags and email tags that can be found on the Visa Letter step in configuration. NOTE: Be sure to use the formatting tags found in configuration. Do not use HTML. Document Version 1.4 Issue Date 8-June-2015 Page 47 Adminstrative Guide ScholarOne Abstracts CONFIGURATION SETTINGS In the Configuration Settings section, the site Administrator can set up Site Information, add new Tags, and send Mobile Itinerary Planner updates. Rich-Text Editor functions can be activated/deactivated as well. SITE INFORMATION This section is for updating your site information. The variable tags for these sections already exist by default (see below). Variable tags may be used in Instructions and Emails to pull in information specific to your site. • Site Contact Name: ##SITE_CONTACT_NAME## • Site Contact Email Address: ##SITE_CONTACT_EMAIL_ADDRESS## • Site Contact Phone Number: ##SITE_CONTACT_PHONE_NUMBER## • Meeting Long Name: ##MEETING_LONG_NAME## • Meeting Short Name: ##MEETING_SHORT_NAME## Document Version 1.4 Issue Date 8-June-2015 Page 48 Adminstrative Guide ScholarOne Abstracts SEND MOBILE UPDATES If your site uses the ScholarOne Mobile App, this section allows the site Admin to send updates to meeting attendees. Simply enter your message, Save, and then choose Go. The update will appear on the Mobile App under Updates. ITINERARY PLANNER PROGRAM DOWNLOAD All program updates are immediately reflected in the Itinerary Planner; however, program updates will be reflected in the Program within 24 hours. As an Administrator, you can manually run the update to ensure the updates are immediately reflected in the Program Download results by clicking Go. Note: This feature only displays for Itinerary Planner clients. CONTROL RICH TEXT EDITOR OPTIONS Rich Text Editor Options used during the submission process can be controlled in this section of Configuration Settings. By checking and unchecking the options for the Title and Body/Images fields, the Admin can restrict which rich text editing options are available to submitters. Document Version 1.4 Issue Date 8-June-2015 Page 49 Adminstrative Guide ScholarOne Abstracts Note: The Capitalize editor option allows users to convert text to Capital Case. If your Society wishes to restrict capitalization of titles, this option should be unchecked. FILE EXPORT TOOL The File Export Tool allows you to batch export files uploaded during submission or through Speaker Management Invitations. The batch can be downloaded to a designated FTP Site. The first step is to give the job a name. Next you will designate whether you are exporting all sessioned abstracts, all submitted abstracts, or files from Speaker Management. For the export type, designate whether you wish to download all files with metadata or if you are only downloading metadata or files. Your last batch criterion is for selecting the specific role files you wish to download. Select All Roles if downloading files from Speaker Management. You will need your destination FTP information: the FTP URL, the username, and the password. To get a confirmation email when the download is complete, enter your email address in the next field. You may want the files to go directly to a specific folder on your FTP site. If this is the case, enter the destination directory in the last field. Click Add to add the run to the Export Location List at the top. Document Version 1.4 Issue Date 8-June-2015 Page 50 Adminstrative Guide ScholarOne Abstracts Once you have added the job to the list, you can schedule a Full Export or an Incremental Export. The full export pulls all files based on your criteria. The Incremental Export will pull only files that have been added since the last export. Once you trigger the export, you will see the job in the Job Table. Upon completion, the data will be available in a zip file on your designated FTP site. DATA EXPORT TOOL The Data Export Tool allows you as an Administrator to download standard XML files or preformatted standard files (Program Books, Abstract Books, Author and Keyword Indexes). This is also the tool to use to download custom exports that have been developed specifically for your site. To begin, click Start New Data Export. Document Version 1.4 Issue Date 8-June-2015 Page 51 Adminstrative Guide ScholarOne Abstracts • To begin a new export, enter a descriptive title for the Export Name. • For the Export Type, select either the XML Output or choose from a performatted standard or custom format. o If you chose XML output, select Abstracts, People, or Session data. You then will choose the Delivery Method appropriate for your data files. o • Complete the FTP fields for your final output if appropriate. You may also choose to have the data exported via a downloadable file. If you want to choose a preformatted export for download, select the type of export you want from the provided list. o Note, some of the standard exports have additional criteria to designate. For example, the Standard Program Book allows for a variety of formats for the author string. Document Version 1.4 Issue Date 8-June-2015 Page 52 Adminstrative Guide ScholarOne Abstracts Once you have completed the criteria selections, click GO. Refresh the main menu and note the individual data exports are listed. Once generated, the data is available via a Download File link or via the FTP site. Note: Downloadable files are only available for 72 hours. SCHEDULE OPEN EDITING Administrators have the ability to control the Open Editing Schedule and also restrict which submission steps can be edited. Open Editing is a configurable option and is only available on sites that have the option turned on. To show the submission status on the View Submission page, answer Yes to the question below: Document Version 1.4 Issue Date 8-June-2015 Page 53 Adminstrative Guide ScholarOne Abstracts Set the Open Editing Start and End Date for each Submission Role that has Open E diting configured. Check the boxes to set which Submission pages are available to the aut hor to edit. Document Version 1.4 Issue Date 8-June-2015 Page 54 Adminstrative Guide ScholarOne Abstracts SCHOLARONE® ScholarOne, a Thomson Reuters Business, provides comprehensive workflow management systems for scholarly journals, books, and conferences. Its web-based applications enable publishers to manage the submission, peer review, production, and publication processes more efficiently, increasing their profile among authors, decreasing timeto-market for critical scientific data, and lowering infrastructure costs. ScholarOne offers workflow solutions for the submission and review of manuscripts, abstracts, proceedings, books, grants & awards, and production. Supporting over 365 societies and publishers, over 3,400 books and journals, and 13 million users, ScholarOne is the industry leader. FIND OUT MORE ABOUT SCHOLARONE To learn more, visit www.scholarone.com or contact the office nearest you. Science Head Offices Americas ScholarOne +1 434 964 4000 Philadelphia +1 800 336 4474 +1 215 386 0100 Europe, Middle East, and Africa London +44 20 7433 4000 Asia Pacific Singapore +65 6775 5088 Tokyo +81 3 5218 6500 For a complete office list visit: science.thomsonreuters.com/contact Copyright ©2015 Thomson Reuters All rights reserved Document Version 1.4 Issue Date 8-June-2015 Page 55
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