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AllenTrack user manual

1. Clicking the link to a report brings up the screen allowing you to configure the report Different reports allow for a variety of configurations The all pending manuscripts report allows you the option to access data by calendar year fiscal year or a customizable length of time Report All Pending Manuscripts Report Fiscal Year Calendar Year Custom Start Date January Whi WI 2002 x End Date December Hfi Elf 2002 Clicking the Generate Chart button allows you to view the data You can also download the report to Microsoft Excel Allen Press Inc Test Site All Pending Manuscripts Report For Period 1 1 2003 5 1 2003 Report generated on May 8 2003 Manuscript count 67 2001TESTOOO027R Bowlds 2003 03 27 42 Rachel Russell Thermodynamic properties Baker ae 03 03 2003 03 corr of the Pt Fe system Warren 27 Tio 03 Ter 2003 03 2X7 31 27 2001TESTO00027R1 Bowlds VanDerWege 2003 04 17 21 Rachel Russell Thermodynamic properties corr of the Pt Fe system 2001TESTOOO039R Bowlds N A 2003 01 29 99 David Plotkin test1 If you download a report to Excel you can save it to your hard drive All Pending Manuscripts Report 1 1 2003 5 1 2003 Generated on May 8 2003 Manuscript Editor Associate Date Subi Days in sy All Author Manuscrip Accepted Reviewer Reviewer Reviewer Re 2001TESTOOO027R Bowlds N A 2003 03 27 423sell corr Fe system lt er Warren 2003 03 27 2003 03 31 2003 03 27 me 2001TESTOOO027
2. If the author wishes to withdraw a manuscript you can do this by using the Advanced Author withdrawing a manuscript Manuscript Task Withdraw Manuscript e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Withdraw Manuscript If multiple revisions manuscript numbers appear click on the manuscript hyperlink required You will be taken to a page of manuscript details Check the details to make sure that you have the correct manuscript e From the dropdown menu select the reason you wish to withdraw the manuscript e Click on Withdraw Manuscript Manuscript 2001TESTOOOO1 1 Current Revision 0 Submission Date 2001 05 16 00 00 00 Current Stage Waiting for Copy Editing Title Sketches New and Old Running Title Sketches Manuscript Type Research Letter Corresponding Author Staff Person Allen Press Inc Contributing Author Mark Twain Abstract Sketches New and Old Associate Editor Redacted Editor Person Reviewers Redacted Keywords sketch Decision 2001 09 21 Issue 2002 04 01 You will still be able to search for this manuscript through Check Manuscript Status When you get your search results the current stage will be marked as manuscript withdrawn CONFIDENTIAL M
3. Disable Add New Decision Letter Decision Letters Disable Accept Major Revision Needed Disable AE Acceptance Thank You Itr_notif_me_thankyou Accept Minor Revision Needed Disable Disable Accept No Revisions needed Disable Reject Discourage Resubmission Disable lew Ms Received Itr_notif_new_ms_received Contacting Potential AE Itr_notif_request_me Decision Due Itr_notif_request_recommendation Disable Reject Encourage Resubmission Disable Disable Reject without Review Disable Disable Test Contacting Potential Reviewer To add a new decision letter enoii Tequest reviewen Disable e Click Add New Decision Letter Request Review of Revision TE Fill in the text Itr_notif_request_reviewer_of_revision Click Save To edit a decision or non decision letter e Click Edit e Make the necessary modifications e Click Save The Disable link will turn this letter off The Test link will allow you to view the letter as should be displayed in the system including any added variables The first word in the first line of a letter is either send or queued This work determines whether the letter will be sent out immediately sent or if it will be placed in the Queued E mail folder queued for a Staff person to view and send out later You can add variables into the letters so that the rel
4. If the user has tried using the Unknown Forgotten Password link and still cannot obtain a password the recommended way to deal with this is to forward their login name to them The login names are unique which means there will only ever be one of these login names in the system e Click on Find Person e Enter data in the fields that you wish to use to search for a person You may use the wildcard when searching e Click on the button Find Person CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 76 additional members of the editorial staff Do not share this manual with anyone outside of your organization When the search results are returned to you there will be a list of person names matching your search criteria Along with the names you will also see institution details of manuscripts authored and reviewed and keywords area of expertise e Click on the person name hyperlink e Scroll to the bottom of the person bio screen e Click on Modify Profile The person s login name is the first field on the registration form You can either inform the person of their login name over the phone or email it to them There may also be occasions when you need to manually change the user s password To do this you will need to use Manage Accounts e Click on Manage Accounts e Click on Change User Profile Password Security e Enter the surname e Click on Search Underneath the name f
5. On the three link display each link will lead you to a different set of manuscripts within that folder as follows AE this gives you access to all of the manuscripts in that folder for which you are the Associate Editor Ed this gives you access to all of the manuscripts in that folder for which you are the Editor All this gives you access to all of the manuscripts in that folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 16 additional members of the editorial staff Do not share this manual with anyone outside of your organization Accessing manuscripts in the Staff folders In addition to the workflow folders Staff will see other folder links Each link leads to the manuscripts that are currently in the folders at that time Beside each of the eleven workflow folders the Staff will see a link with either a number in parenthesis for example Awaiting Reviewer Assignment 15 OR Several links Awaiting Reviewer Assignment Staff 2 All 20 In the first case clicking on the single link will provide Staff with a sub folder of all manuscripts at that stage In the second case each link will lead the Staff to a different set of manuscripts within that folder as follows Staff this gives you access to all of your editor s manuscripts in that folder where filter by editor or filter by associate editor is configured All this gives you access to al
6. e Select Terse Note e The terse note will automatically appear in the text box for you to edit e Make modifications e Click Add Note CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 62 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to add view close task notes You may wish to use task notes when you wish an additional task to be performed on the manuscript i e please send email to author to apologize for late decision To add a task note first you will need to find the manuscript e Click on Check Manuscript Status e Enter data in the fields that you wish to use to search for the manuscript e Click Search Home Please fill in a search field and then press the Search button or select a category search You can use an asterisk before or after a word title number to indicate a wild card search Manuscript Author Name Ee e eee ReviewerName S Manuscript Tile ss S _Search Needs Potential Associate Editor x __ Category Search Alternatively you can search on Category Search which searches by stage The search results will match your search criteria and will be returned in a table The tables will display the manuscript number manuscript title corresponding and contributing authors current stage primary and secondary editors and the decision Click on the manu
7. A manuscript general note is used to store general information about a manuscript i e submitted with 1 x zip disk A general note can be entered and modified as many times as necessary The person who enters or modifies the note will be recorded as will the date of modification This note can be accessed through the hyperlink View Add Staff Note on the manuscript summary screen Stage Start Date End Date Approximate Duration Waiting for Editor Assignment 2002 11 15 22 26 44 Author Approved Converted Files 2002 11 15 22 26 44 Waiting for Author Approval of Converted Files 2002 11 15 22 24 20 File Conversion Complete 2002 11 15 22 24 20 Waiting for File Conversion 2002 11 15 22 24 18 Waiting for Files to be Sorted 2002 11 15 22 22 57 Manuscript File Added 2002 11 15 22 22 57 Waiting for Author Approval of Converted Files 2002 11 15 22 22 49 File Conversion Complete 2002 11 15 22 22 49 Waiting for File Conversion 2002 11 15 22 21 11 Waiting for Files to be Sorted 2002 11 15 22 21 11 Manuscript Submitted 2002 11 15 22 21 11 Manuscript Files Submitted 2002 11 15 22 21 11 Preliminary Manuscript Data Submitted 2002 11 15 22 18 37 View Add Staff Notes 0 View E mail 0 Manuscript terse notes A manuscript terse note is used to store important information about a manuscript i e the corresponding author is to be contacted by telephone only A terse note can o
8. Accounts Manuscript Task Print Manuscript Information Advanced Manuscript Tasks e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided e Click on Print Manuscript Information Manuscript sd If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Scroll down to the list at the bottom e Select the information you want to print o Manuscript Files o Tracking Information o Contact Information CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 42 additional members of the editorial staff Do not share this manual with anyone outside of your organization o Emails Notes Reviews o Print All Files Please check the information you want printed Manuscript Files I All Manuscript File Information I Author Cover Letter s PDF Version I Article File s PDF Version I Other Files Art Data Files PDF Versions I All Raw Files Original Uploaded File Formats I List of Files Tracking Information I All Tracking Information I Assignment Details I Detailed Tracking Information Contact Information Tl All Contact Information I Associate Editor I Reviewers I Corresponding Author I Contributing Author s Print All Files e Click on Print Files This will create a zip file To Download the Zip File Please Click the Following Link Zip File 129 Kb Return Home e Click on the
9. File Conversion e If all of the files have converted click on Approve Converted Files You may assign a login and password to the Corresponding Author and ask the Author to login and approve the files Send Manuscript Correspondence When the Corresponding Author logs in a link with a red arrow will appear under Author Tasks that directs the Author to the manuscript to Approve Converted Files CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 46 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to submit a revised manuscript When an editor has requested a revised version of a manuscript a link to this manuscript will remain in the Waiting for Revision folder To submit a revised manuscript e Click on the Waiting for Revision folder e Select the manuscript of which you wish to submit the revision e Click on Revise Manuscript e Read scroll through and click on Continue You will be taken to step 1 of 4 of the submission process This is the manuscript submission form e Enter all of the details that you have The fields marked with are required fields e The title will be filled in automatically e The abstract can be cut and pasted from your electronic files where applicable e Click Save and Continue when you have entered your details You will now be taken to step 2 of 4 of the submission process
10. Manuscript CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 70 additional members of the editorial staff Do not share this manual with anyone outside of your organization System Administrator resetting stage If a manuscript has been moved on to a particular stage in error the System Administrator can re set the stage to rectify this To re set the manuscript stage e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Reset Stage If multiple revisions manuscript numbers appear click on the manuscript hyperlink required Comment required Reset stage to Preliminary Manuscript Data Submitted x e Enter a Comment to indicate why the manuscript stage is being reset This comment will appear as a manuscript general note for more information please see page 42 e Select the Stage you wish to reset to e Click Reset Stage The system records details of the user performing this action and the date when the action was performed When a stage is reset any previous comments reviews recommendations and modified template letters will automatically be stored However it is advisable to make copies of modified template letters before the stage is reset CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 7
11. Manuscript Files You will now be taken to step 3 of 4 of the submission process This is where you receive the manuscript number and create the merged PDF CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 45 additional members of the editorial staff Do not share this manual with anyone outside of your organization Use the Sequence Number column below to select the order in which these files should be presented to the Editor all manuscript items need a sequence number File Sequence Number Include in Merge Figure 1 2nd z o Article File 1 Ist iM You can approve the manuscript by pressing the Continue button and following the links with the red arrow on the next web screen _ Continue SAMPLE VIEW Your configuration may present a slightly different view e Select the Sequence Number for the files this corresponds to the order at which the files will be presented to the editor e Select which files you wish to be Included in Merge e Click Continue You will now be taken to step 4 of 4 of the submission process This is where you view the conversions and approve the files There is an action item pending please click on the link next to the arrow Manuscript Tasks Approve Converted Files Add File e Check that the files have converted properly and print if necessary e If not all files have converted click on Check for Completion of
12. Modify the Review Duration period and click Update Review Duration Reviewer Review Start Date Review Due Date Review Duration Troy D Smith Allen Press Inc 2002 11 16 14 14 33 2002 11 20 14 14 33 P CONFIDENTIAL MATERIAL This manual is intended for use by Allen Track customers only Copies can be made for 87 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer unable to review after accepting invite If a reviewer changes their mind about reviewing a manuscript after they have accepted the invite then you will need to use the Advanced Manuscript Task Withdraw Reviewer e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided NB you may use a wildcard when searching in this field e Click on Withdraw Reviewer If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Select the reviewer you wish to abandon Please select a Reviewer to withdraw Suzanne Wood Mike Tatro Leave manuscript with one less Reviewer Request another replacement Reviewer e Select whether you wish to o Leave manuscript with one less reviewer this will the leave manuscript at the current stage o Request another replacement reviewer this will take the manuscript back to the Assign Potential Reviewer stage e Click on Withdraw Reviewer CONFIDENTIAL MATERIAL This manual is intended for
13. Submit Review 26 1 days for Stephanie Hull due on 2002 12 05 If reviews are late the manuscript will also enter the Chasers folder Home There is an action item pending please click on the link next to the arrow Manuscripts Under Review s Chase 23 35 days Barlow Once all reviews have been received the manuscript will move in to the Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 23 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to reject a manuscript without review Workflow folders Awaiting Reviewer Assignment and Editor Decision If you wish to reject a manuscript with out taking any other action on it you can do this from the Awaiting Reviewer Assignment folder e Click on Awaiting Reviewer Assignment e Select the manuscript you wish to assign reviewers e Click on Decision without Review You will automatically enter the Editor Decision folder e Select the relevant template letter Template Letter Accept No Revisions Needed 7 Accept No Revisions Needed Reject Editorial Reject Revise amp Re Review Overall Rating Accept as is Remarks to Author You can use Cut Paste to put your comments into the text box These remarks will be passed to the Author e Select the Overall Rating this must correspond to the template
14. This is the file upload screen e Using Browse find the manuscript files e Select the Document Format e For figures supplementary information pre prints and videos you can select a File Title e Click on Submit Manuscript Files You will now be taken to step 3 of 4 of the submission process This is where you receive the manuscript number and create the merged PDF e Select the Sequence Number for the files this corresponds to the order at which the files will be presented to the editor e Select which files you wish to be Included in Merge e Click Continue You will now be taken to step 4 of 4 of the submission process This is where you view the conversions and approve the files e Check that the files have converted properly and print if necessary e If not all files have converted click on Check for Completion of File Conversion e If all of the files have converted click on Approve Converted Files CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 47 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to submit an emailed reviewer report proxy reviewer You may be required to act as a proxy reviewer and enter a reviewer report into the system from an email fax or attachment You can use the folder Under Review to see what the reviewer would see and submit the review for them e Click on the Under
15. Unknown Forgotten password As Staff you can help the user obtain a new password in two ways by informing them of the Unknown Forgotten Password link and giving them instructions how to use the link themselves or by using the Unknown Forgotten Password yourself to email the new password to them To perform this task on the user s behalf you will need to know either the user s login name or first name and last name Login Help e Go to the AllenTrack login page Have you forgotten your password e Click on Unknown Forgotten Just type in your login name or first and last name and we ll email it to you Password e Enter either the user s login name Login Name or the user s first name and last op name First Name e Click on Mail It LastName _ If there are multiple people matching your first name and last name criteria the system will prompt you to enter your own login name to clarify or contact the editorial office If the names are correct and unique the system will email the user their login name and a new password To access their new login and password the user should e Go to their email inbox e Open the email from AllenTrack and use the login name and the new password when logging back in Once they have logged in to the system they will be prompted to change their password e Enter the New Password and repeat this New Password in the fields required e Click on Change Password to store the new password
16. click on Approve Converted Files There is an action item pending please click on the link next to the arrow Manuscript Tasks Approve Converted Files Add File CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 55 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to contact reviewers Workflow folder Contact Potential Reviewer To contact potential reviewers e Click Contact Potential Reviewer e Select the manuscript whose reviewers you wish to contact by clicking on the manuscript number link Your reviewers have been entered into a table On the far right hand side of the table are three columns First Contact Second Contact and Third Contact A date and time will be filled in for each time that an e mail has been sent out to the Potential Reviewer for this manuscript In some cases the system has been configured to automatically contact the first set of Potential Reviewers and subsequent Potential Reviewers i A Process Status if one declines e To send the first invite to the reviewer select one of the following Modify E mail ee aie i Accept e Send Email the invite email will automatically be sent without Decline you seeing it No Resp e Modify Email the email opens into a different window for you to oe view and modify as wished Accept Decline No Resp To agramkow
17. contains a list of manuscripts e Select the manuscript for which you wish to assign Associate Editor by clicking on the manuscript number link e If you wish view the manuscript items using the PDF links e Highlight the name of your preferred Associate Editor o Some journals will have up to four selection lists First Choice Second Choice etc that will allow you to specify your preference of Associate Editors if the first choice is too busy or has a conflict e Click Assign Associate Editor Next folder the manuscript will now move into the Contact Potential Associate Editor Assignment folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 19 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to assign reviewers Workflow folder Awaiting Reviewer Assignment To assign reviewers to a manuscript e Click on Awaiting Reviewer Assignment e Select the manuscript you wish to assign reviewers to by clicking on the manuscript number link e Click on Assign Potential Reviewers There is an action item pending please click on the link next to the arrow gt Manuscript Tasks s Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Journal Staff Notes 0 View E mail 3 Latest 2002 10 06 Advanced Manuscript Tasks A split screen will now appear The top half of the
18. how to accept decline via the Web system within the invitation e mail If you have talked to the Potential Reviewer by telephone and they have indicated you should accept or decline on their behalf for some reason they cannot get to a computer and perform this task you may click on the Accept or Decline link to register their intention If a Potential Reviewer is indecisive and does not promptly reply to the invitation e mail you can send out additional invitations as necessary Three invitations per Potential Reviewer per manuscript are allowed Next folder while you are waiting for the Potential Reviewers to Accept or Decline the manuscript will remain in the Contact Potential Reviewer folder If the Potential Reviewers are late the system will prompt you to invite them again via red arrows Once the desired number of Reviewers have accepted the manuscript will move in to the Under Review folder Next folder while you are waiting for reports to come back from reviewers the manuscript will remain in the Under Review folder There are action items pending please click on the links next to the arrows Manuscripts Under Review Submit Review 23 35 days for Stephanie Hull due on 2002 11 01 Submit Review 23 35 days for Troy Smith due on 2002 11 01 gt Submit Review 303 days for John Wilson due on 2002 12 02 gt Submit Review 26 1 days for Stephanie Hull due on 2002 12 05 If reviews are late the manuscript wi
19. journal may call the Associate Editor by the title Section Editor For the purposes of this document the above classic role names will be used If you are uncertain as to what role you need access information about please contact AllenTrack Support for clarification Roles and permissions Every new user who registers with the system is automatically given permission to perform Author tasks which are all related to manuscript submission For a user to be given Reviewer permissions they need to be invited to act as a reviewer via the Assign Potential Reviewer task for the specific manuscript Users given the Editor in Chief Editor Associate Editor Staff and System Administrator roles are given the relevant permissions by another System Administrator Folders and links AllenTrack is organized along a system of folders and links All tasks relating to the manuscripts are contained in these various folders and links Each user sees a number of different folders and links and therefore can perform different tasks depending on the role that has been allocated to them By default the Staff role sees all folders and links whereas the Editor in Chief Editor or Associate Editor see an applicable sub set of folders The Staff folders are CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies canbe made for 7 additional members of the editorial staff Do not share this manual with anyone outside of
20. letter e Add any remarks for the author e Click Submit Decision e View Modify the letter that you wish to be sent to the author Home Decision received Thank you Please review and modify the decision letter as desired If you press the Cancel button you will have to re submit your decision at a later time To mbarlow allenpress com From aeinstein allenpress com cc BCCiIhersch allenpress com Subject Manuscript 25 Decision Letter E Mail Text Dear Marissa Barlow I am pleased to inform you that your manuscript Test has been accepted for publication in the journal Your manuscript will appear in the next available issue depending on compliance with formatting and file requirements The Editorial Office will be in touch with more information as soon as possible Please use the links below to access the copyright agreement form and offprint order form You will need to print them out and fax or mail them to the editorial office Fax is 202 775 0018 Mailing address is Allen Track Demo 800 E 10th St Lawrence KS 66044 USA As the more computer expert of you know you can also save these forms to your computer as text files or html files They will not look pretty But if you want to do this and then e mail the finished form to mbarlow allenpress com that is fine CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 24 additional members of the editorial staff Do
21. not share this manual with anyone outside of your organization e Click Send Decision to Author Your email will be sent to the author Next folder the manuscript will move into the Post Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 25 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor manuscript under review Workflow folder Under Review When a manuscript is awaiting report s back from reviewers the manuscript will be stored in the Under Review folder The manuscript will remain in the Under Review folder until reports have been received from all of the reviewers secured to review a manuscript However if you have received some but not all of the reviewers reports and are happy to make your decision based on this you can override this from here and move the manuscript directly into the Awaiting Editor Decision folder To make a decision on a manuscript before all the reviewers reports have been received e Click Under Review There are action items pending please click on the links next to the arrows Manuscripts Under Review Submit Review 23 35 days for Stephanie Hull due on 2002 11 01 Submit Review 23 35 days for Troy Smith due on 2002 11 01 gt Submit Review 30 3 days for John Wilson due on 2002 12 02 Submit Review 28 1 days for Stephanie Hull due on 20
22. subsequent Associate Editors if the first one declines e To manually send the first invitation to the Potential Associate Editors select one of the following e Send Email the invite email will automatically be sent without you seeing it e Modify Email the email opens into a different window for you to view and modify as wished You can send up to three invitations through the system per Potential Associate Editor If you have talked to the Potential Associate Editor by telephone and they have indicated to you they wish you to accept or decline on their behalf for some reason they can not get to a computer and perform this task you may click on the Accept or Decline link to register their intention Next folder Awaiting Reviewer Assignment CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 44 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to submit a manuscript proxy author You will be required to do this for new manuscripts that are sent in as hard copy or email You can do this from the Author task folders on your homepage Before you can submit the manuscript you will need to prepare electronic files of all the manuscript documentation When you have all of your electronic files ready e Click on Submit Manuscript under the Author task folders on your homepage e Read Scroll through and click on C
23. the table are three columns First Contact Second Contact and Third Contact A date and time will be filled in for each time that an e mail has been sent out to the Potential Reviewer for this manuscript In some cases the system has been configured to automatically contact the first set of Potential Reviewers and subsequent Potential Reviewers i A Process Status if one declines e To send the first invite to the reviewer select one of the following Modify E mail ee aie i Accept e Send Email the invite email will automatically be sent without Decline you seeing it No Resp e Modify Email the email opens into a different window for you to oe view and modify as wished Accept Decline No Resp To agramkow ku edu From mbarlow allenpress com cc BCC Subject 31 Request to Review from Demo Site E Mail Text Dear Sir Would you be willing and available to review test by Marissa Barlow submitted for possible publication in the Demo Site The manuscript s abstract is test If you agree to review this manuscript I would ask for your comments within 21 days from your acceptance To ACCEPT click on the link below CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 22 additional members of the editorial staff Do not share this manual with anyone outside of your organization You will need to repeat this for each reviewer you have assig
24. to chase a reviewer Workflow folder Chasers and Under Review When a report is late you may be required to chase the Reviewer The manuscript will be stored in both the Under Review folder and the Chasers folder Some journals assign this task to the Associate Editor 3 tier or a Staff person Please check with the editorial office to see if you are responsible for this step To chase a reviewer for their report e Select the manuscript whose reviewer you wish to chase Each reviewer for this manuscript will be entered into a table where you will be able to see the start date due date report receipt date if received and the next chase date You will also see links to send the pre due chaser chase 1 2 and 3 by email Next Reviewer Chase Pre Due Chaser Chaser 1 Chaser 2 Chaser 3 Date Troy Smith Allen Press 2002 10 11 2002 11 01 2002 10 30 735 843 1235 Stephanie Hull University EKER 2002 10 11 2002 11 01 2002 10 30 A red arrow next to a particular reviewer will indicate that a chase needs to be sent To send email chases e Click on Pre due Chaser optional e Click on Chaser 1 e Click on Chaser 2 e Click on Chaser 3 e View Modify the email e Click Send Next folder the manuscript automatically moves the Awaiting Editor Decision folder when the Reviewers complete their reviews CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack cu
25. zip file to download the files e Select whether you wish to o Open this file from its current location will open automatically o Save this file to disk will need to be manually opened from where you save it e When download is complete click Close e Double click on each individual file to print CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 43 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to contact Potential Associate Editors Workflow folder Contact Potential Associate Editor This folder is only present on multi Associate Editor workflows journals This folder may not be present if the journal workflow is configured to force the first Associate Editor to manage the paper To contact potential Associate Editor e Click Contact Potential Associate Editor folder e Select the manuscript whose Potential Associate Editor you wish to contact by clicking on the manuscript number link The Potential Associate Editors have been entered into a table On the far right hand side of the table are three columns First Contact Second Contact and Third Contact A date and time will be filled in for each time that an e mail has been sent out to the Potential Associate Editor for this manuscript In some cases the system has been configured to automatically contact the first Potential Associate Editor and
26. 02 12 05 e Select the manuscript number this will also contain the name of the reviewer for this manuscript e Click Editor Decision x received y assigned This will take you to the Awaiting Editor Decision folder From the Under Review folder you are also able to submit the review as a proxy reviewer Next folder while you are waiting for the reviewers reports to come back the manuscript will be stored in the Under Review folder If the reports are late the manuscript will also appear in the Chasers folder Once all of the reviewers reports have been received the manuscript will move into the Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 26 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to chase a reviewer Workflow folder Chasers When a report is late you will be required to chase the reviewer The manuscript will be stored in both the Under Review folder and the Chasers folder Some journals assign this task to the Associate Editor 3 tier a Staff person To chase a reviewer for their report e Click Chasers e Select the manuscript whose reviewer you wish to chase Each reviewer for this manuscript will be entered into a table where you will be able to see the start date due date report receipt date if received and the next chase date You will
27. 1 additional members of the editorial staff Do not share this manual with anyone outside of your organization System Administrator adding new Staff Editors to the database When a new person joins the editorial team the System Administrator will need to add their details to the database see page 10 for instructions how to do this The System Administrator will also need to set the relevant user permission for the new person To set permission for new Staff Editors e After the person has been added to the database click on Change User Profile Password Security e Enter the surname of the person in the space provided e Click on Search Underneath the name field you will find a list of people matching your search criteria e Highlight the person you wish to set permission for Please select a user and press Change User or enter the last name of the person to change user to and press Search Last Name e Search Please select a user Anna G Gramkow 1637 agramkow e Click on Change Users Permissions e Check the permission you wish to give the person Anna Gramkow C Editor In Chief D Staff C Editor C Associate Editor Term Start Date November mie Bl2002 fea Term End Date November Elie 2004 z C Editorial Board Member C Member C System Administrator C Production Manager C Copy Editor C Layout Editor If the new person is assigned Staff level permission you need to check the relevant boxes next
28. 2HzmPTtYOhOO78LPwITwZ gt Thank you The Editor You may also accept or decline the assignment by clicking the link on your homepage Author Tasks Author Instructions Submit Manuscript Associate Editor Tasks Associate Editor Instructions Modify Unayailability Dates 03 0006 Accept Decline Announcement All Pending Manuscripts 0 General Tasks Modify Profile Password Logout CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 33 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor how to assign reviewers Workflow folder Awaiting Reviewer Assignment To assign reviewers to a manuscript e Click on Awaiting Reviewer Assignment e Select the manuscript you wish to assign reviewers to by clicking on the manuscript number link e Click on Assign Potential Reviewers There is an action item pending please click on the link next to the arrow gt Manuscript Tasks Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Journal Staff Notes 0 View E mail 3 Latest 2002 10 06 Advanced Manuscript Tasks A split screen will now appear The top half of the screen shows the table of assigned reviewers and also gives you the option to choose the number of reviewers to secure for the manuscript You can change the default number of reviewers if you wish The b
29. ATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for amp additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer accepting declining an invite When a reviewer emails or phones you to accept or decline a review invite you will need to enter this manually on the system e Click on the folder Contact Potential Reviewer e Select the manuscript which the reviewer is associated with e Scroll to the table of reviewers and their contact dates e Click on either Accept or Decline 7 First Second Third Potential Reviewer Process Status AcceptiDecline E mail Phone Contact Contact Contact Date Number Date Date Date Send E mail Modify E mail Cade Smith Sea csmith pss msstate edu Unknown rarer a pues No Resp Send E mail F Modify E mail Julie Larson 2002 04 03 2002 05 05 Center for Peer Review RCceet eei ee e ene S eS A No Resp e Read modify the letter e Click Send The system will automatically update with the accept decline date e Click Manuscript Home to continue CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 9 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer request for hard copy of manuscript If a reviewer has requested a hard copy of a
30. AllenTrack Manuscript Tracking System USER GUIDE Anna Gramkow March 2003 CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies canbe made for 1 additional members of the editorial staff Do not share this manual with anyone outside of your organization Introduction Aims of the User Guide This User Guide aims to e introduce you to AllenTrack as a new user e take you step by step through the various tasks which you will need to perform e show you how to use the AllenTrack database e help you to provide quick answers to email or telephone queries from authors and reviewers What is AllenTrack AllenTrack is a completely web based product designed for manuscript submission review and tracking a workflow system which takes the manuscript right from author submission through to the final editorial decision an integrated system for use by editors assistants reviewers and authors Users and roles In AllenTrack all users are assigned a specific role The seven main roles in the system are Editor in Chief Editor Associate Editor Reviewer Author Staff and System Administrator Each role can perform different tasks and has different levels of access to the manuscripts in the system Some journals do not have all roles i e Associate Editor and or Editor in Chief Additionally some journals will call the Editor by a different label such as Senior Editor or the
31. Browse find the manuscript files e Select the Document Format e For figures supplementary information pre prints and videos you can select a File Title e Click on Submit Manuscript Files You will now be taken to step 3 of 4 of the submission process This is where you receive the manuscript number and create the merged PDF e Select the Sequence Number for the files this corresponds to the order at which the files will be presented to the editor e Select which files you wish to be Included in Merge e Click Continue Use the Sequence Number column below to select the order in which these files should be presented to the Editor all manuscript items need a sequence number File 1 Sequence Number Include in Merge Figure 1 2nd 7 m Article File 1 1st z M You can approve the manuscript by pressing the Continue button and following the links with the red arrow on the next web screen CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 54 additional members of the editorial staff Do not share this manual with anyone outside of your organization You will now be taken to step 4 of 4 of the submission process This is where you view the conversions and approve the files e Check that the files have converted properly and print if necessary e If not all files have converted click on Check for Completion of File Conversion e If all of the files have converted
32. Find Person Manage Accounts Advanced Manuscript Tasks CI Reports gt initial oc 1 C Awaiting Editor Assignment 1 Awaiting Associate Editor Assignment 3 Person Bio Screen Marissa Barlow This screen is reached by clicking a hyperlink of an individual s name This screen will display the person address and any other addresses temporary pending manuscripts completed manuscripts reviews and rankings review ibn brea pts gs Editorial Services requests person notes and person keywords S10 E 10th Street There are links on this page leading to address Lawrence KS 66044 history add modify person keywords and modify USA profile this will take you back to the registration uae ee mbarlow allenpress com Primary Work 785 843 1244 Fax form mbarlow allenpress com CONFIDENTIAL MATERIAL This manual is intended for use by Allen R Z additional members of the editorial staff Do not share this manual with anyone outside of your taani zaien Manuscript Summary Screen This screen is reached by clicking on a manuscript number hyperlink This screen will display manuscript number current revision number submission date current stage title manuscript type corresponding author contributing authors abstract primary and secondary editors reviewers author s suggestions of reviewers to include and exclude and manuscript keywords There are links on this page leading to manuscript items where you can vi
33. Person e Enter data in the fields that you wish to use to search for a person You may use the wildcard when searching Fill in some or all fields and press Find Person Area of Interest First Name Last Name Address City Zip Country Institution Telephone Number The search results will be returned to you as a list of person names matching your search criteria Along with the person names you will also see details of institution manuscripts authored reviewed etc and keywords area of expertise Clicking on a person name hyperlink will take you to that person s profile including the keyword table and notes field To add a general or terse note No Notes e Click Add Note REET CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 6 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Select whether you wish general or terse note e Enter note in the space provided e Click Add Note O Terse General Once you have added a note a button to edit the note will also appear To modify a general note e Click Edit Note e Make modifications e Click Add Note Notes Date Drafted By Note 2002 11 16 Staff Person Dick Clark likes to be referred to as Mr Clark your disco kingliness To modify a terse note e Click Add Note as if entering a new note
34. R1 Bowlds nDerVVege 2003 04 17 21 sell corr Fe system Waiting for Potential Rev TESTOOOOS9R Appeal Bowlds NZA 2003 01 29 99 itkin corr test TESTOOOO49R Appeal Beach NZA 2003 01 29 99 rlow corr Time Trial 2001TESTOO0119R Dobkin N A 2003 04 17 21 sell corr a gt 2 lt sub gt 2001TESTOO0122R s Waller NZA 2003 04 17 21 rlow corr Test 23 Contacting Potentia 2001 TESTOO0I24R Person N A 2003 02 09 If your journal requires a report that is not currently available we can get you a quote for what it would cost to create that report AllenTrack Common Queries Author reviewer queries If you receive an AllenTrack query from an author or reviewer which you are unable to resolve please ask them for the following information e What browser are they using usually either Netscape or Internet Explorer e What version of the browser is it e What version of Adobe are they using to view the PDF files created e Are they working on a Mac or a PC e Exactly what steps are they taking and what appears on the screen when they do so AllenTrack requires the following e Netscape 4 7 or above e Internet Explorer 5 0 and above e Adobe 4 0 and above Please ask users who are experiencing difficulty to update their programs to the minimum listed above before contacting AllenTrack Support for additional help The AllenTrack system also requires cookies to be enabled on users browsers see below for more details on cookie re
35. Review folder e Find the manuscript and the correct reviewer whose review you wish to submit The information will be displayed as submit review 52 22 days for Smith due on 07 07 02 There are action items pending please click on the links next to the arrows Manuscripts Under Review ubmit Review 23 35 days for Stephanie Hull due on 2002 11 01 Submit Review 23 35 days for Troy Smith due on 2002 11 gt Submit Review 303 days for John Wilson due on 2002 12 02 gt Submit Review 26 1 days for Stephanie Hull due on 2002 12 05 e Click on Review Manuscript e Enter the Confidential Remarks that the reviewer wishes only the Staff Editors to see e Enter the Remarks to be Sent to Author e Click on Submit Recommendation The manuscript will now proceed as if the reviewer had submitted the report If this was the last report to be received the manuscript will move on to the next stage CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 48 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to edit a review When a review is submitted occasionally the comments are not appropriate for the author to see You can manually modify the review before the author sees it by using the Advanced Manuscript Task Modify Review e Click on Advanced Manuscript Tasks Manuscript sd e Enter the manu
36. TIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 91 additional members of the editorial staff Do not share this manual with anyone outside of your organization AllenTrack Support support allentrack net 800 627 0326 ext 257 133 or 274 785 691 5926 emergency night weekend holiday Allen Track CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 92 additional members of the editorial staff Do not share this manual with anyone outside of your organization
37. above e Adobe 4 0 and above Ask the user to upgrade their browser version of Adobe Alternatively ask them to click on the link that will take them to the source files or email them the source files if they have a problem with Adobe or the PDF file If no then it is probably a conversion problem Try and reconvert the files or report the error to support allentrack net Are the files very large more than 3 MB and are the users on a slow modem Internet connection If yes there could be a problem with the speed of upload download There is not much you can do about this however you can try emailing the files to them if not too large for the email system CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 90 additional members of the editorial staff Do not share this manual with anyone outside of your organization EED 3 Cookie problems Cookies are small files that are sent to your PC by web sites Most computer operating systems are defaulted so that cookies are stored However for Windows XP the default is that cookies are blocked Problems encountered if cookies are not enabled e Users unexpectedly logged out of the system e Passwords not accepted logging into the system To enable cookies in your browser Click on Tools and select Internet Options Click on the Security tab and select Custom Level Scroll down to Cookies and select the Enable button CONFIDEN
38. ack customers only Copies can be made for 30 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor Making a decision without review or before all reviews are in At some point you may wish to make a decision concerning a manuscript without review or before all requested reviewers have finished reviewing the manuscript To do so first find the manuscript using Check Manuscript Status or All Pending Manuscripts Click the link to the manuscript and scroll down to see the links under Manuscript Tasks Manuscript Items 1 Article File 1 PDF 64KB There are action items pending please click on the links next to the arrows gt Manuscript Tasks Assign Associate Editors Decision without Review Check Status Send Manuscript Correspondence View Add Managing Editor Notes 2 View E mail 1 Latest 2003 03 18 Click on Decision without Review to view the decision form Associate Editor Not Assigned Date Due 2003 04 17 Manuscript 03 0005 Title This is the title Corresponding Author Staff Person Contributing Author NIA Decision Accept x Template Letter Accept z Remarks for the Author You can use Cut Paste to put your comments into the text box SAMPLE VIEW Your decision form may look slightly different CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 3 a
39. aff Do not share this manual with anyone outside of your organization Associate Editor manuscript under review Workflow folder Under Review When a manuscript is awaiting report s back from reviewers the manuscript will be listed as Under Review The manuscript will remain Under Review until reports have been received from all of the reviewers secured to review a manuscript However if you have received some but not all of the reviewers reports and are happy to make your recommendation based on this you can override this from here and move the manuscript directly into the Awaiting Editor Decision stage e To make a recommendation on a manuscript before all the reviewers reports have been received select the manuscript number from your home page e Click Associate Editor Recommendation x reviews received y reviewers assigned Next folder while you are waiting for the reviewers reports to come back the manuscript will be stored in the Under Review folder Once all of the reviewers reports have been received the manuscript will automatically change to Awaiting Associate Editor Recommendation If you make a recommendation the manuscript automatically moves onto the Editor s desktop CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 39 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor how
40. also see links to send the pre due chaser chase 1 2 and 3 by email Next Reviewer Start Date Due Date Chase Chaser 2 Chaser 3 Date Troy Smith Allen Press 2002 10 11 2002 11 01 2002 10 30 735 843 1235 Stephanie Hull View Partial gt University cf Kansas 2002 10 11 Rooz 2002 10 30 A red arrow next to a particular reviewer will indicate that a chase needs to be sent To send email chases e Click on Pre due Chaser optional e Click on Chaser 1 e Click on Chaser 2 e Click on Chaser 3 e View Modify the email e Click Send Alternatively you can send out all due chasers for all manuscripts You also do this from the Chasers folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 27 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Click on Chasers e Click on Display Bulk Chaser Summary There are action items pending please click on the links next to the arrows gt Manuscripts Under Review Display Bulk Chaser Summary Chase 2001TEST000152 1 days Barlow Chase 2002TEST000185 107 days Johnson hase 2001 TESTOOO089 108 days Person hase 2002TESTO00192 115 days Barlow hase 2002TESTO00196 115 days Barlow hase 2001TEST000161 162 days Wells hase 2002TEST000220 169 days Barlow Chase 2001TEST000129 176 days Barlow h
41. an alternative address is present this will appear next to the primary work address on the person profile To check a person s title i e Prof Dr you will need to click on the Modify Profile button at the bottom of the keyword table CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 10 additional members of the editorial staff Do not share this manual with anyone outside of your organization Database how to add a new person to the database There are many ways to add a new user to the database The easiest method is detailed below Before you add a new user to the database you will need to search the database to make sure that they are not already registered on AllenTrack To do this you will need to use Find Person e Click on Find Person e Enter data in the fields that you wish to use to search for the user You may use the wildcard when searching If the person is already in the database there will be a list of user names matching your search criteria Be sure to double check your spelling if no results are found Along with the names you will also see details of institution manuscripts authored reviewed etc and keywords area of expertise If the name that you require is not already in the database no matches found will be displayed To add a new person to the database e Click on Add Person You will be taken to the registration form where you will be req
42. anced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Consider Manuscript Appeal If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Enter the confidential editor s comments in the space provided for Internal Appeal Note e Enter the editor s comments that are to appear in the appeal letter in the space provided for Appeal Note for Request Letter Internal Appeal Note viewed by staff and Editors only Appeal Note for Request Letter sent in letter to the author Appeal Request Decision Yes consider appeal Manuscript will move into Waiting for Appeal folder No do not consider appeal Yes consider appeal submit appeal files Depending on the editor s decision mark one of the following o Yes consider appeal the manuscript will move to the Waiting for Appeal folder and a link to resubmit a revision will appear on the author s desktop No do not consider appeal the manuscript will stay at the current stage o Yes consider appeal submit files if the author wishes an appeal to be decided on the previous manuscript files you can select to bring forward the previous files or alternatively you can upload the files yourself by selecting do not bring forward any files CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 59 additi
43. anization Allen Press Department Editorial e Services Department Editorial e Services 810 E 10th Street 810 E 10th Street Lawrence KS 66044 Lawrence KS 66044 Address sng 3018 United States of United States of America America Last Last Modified Modified 2002 02 06 2002 08 29 CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 69 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to change manuscript type If the author has classified the manuscript with the incorrect manuscript type i e as an Article when it should be a Brief Communication you can change the manuscript type by using the Advanced Manuscript Task Modify Manuscript Data To change the manuscript type e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Modify Manuscript Data If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Scroll down to the manuscript type field e Change the manuscript type to the correct one Research Letter Any research letter Review Manuscript Article Type Technical Brief Data Brief Characterization Other e Scroll down to the bottom of the submission form e Click Update
44. are this manual with anyone outside of your organization Contents Coi J Introduction page 1 What is Allen Track ha page 2 a oa a Users and roles page 2 Roles and permissions page 2 Folders and links page 2 Roles and tasks page 4 Allen Track Screens page 8 Homepage page 8 Person Bio Screen page 8 Manuscript Summary Screen page 9 Registration form page 9 Submission form page 9 Using the Back button page 9 Database tasks How to search for a person in the database page 10 How to add a new person to the database page 11 How to search for a manuscript in the database page 12 Workflow and folders Workflow page 14 Folders page 16 Editor tasks How to assign editors page 18 How to assign associate editors page 19 How to assign reviewers page 20 How to contact reviewers page 22 How to reject a manuscript without review page 24 Manuscript under review page 26 How to chase a reviewer page 27 How to make a decision on a manuscript page 30 CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies canbe made for 5 additional members of the editorial staff Do not share this manual with anyone outside of your organization Making a decision without review or before all reviews are in page 31 Associate Editor Tasks How to accept or decline an assignment page 33 How to assign reviewers page 34 How to contact reviewers page 36 How to chase reviewers page 40 How to make a recommen
45. ase 2001 TESTOO0024 193 days Easteal Chase 2001 TESTOOO013R 194 days Taylor bah dh dh de ae ae ae ae ae d You will be given information about the manuscript such as the manuscript number reviewer telephone number review start and due dates last and next chaser type and date You will also be able to view the chasers notes field and the chaser email so that you can modify the email as necessary Review Past Due 3 Manuscript 2001TEST000172 Dear Troy Smith Reviewer Troy D Smith Telephone 785 843 1234 x149 Review Start Date 2002 03 08 To view the manuscript and complete the Review Due Date 2002 03 12 Last Chaser Type and Date Review Past Due 2 2002 06 24 lt http test allentrack net cgi bin main Next Chaser Type and Date Review Past Due 3 2002 06 29 On March 08 2002 you agreed to review Reviewer Chaser Note Thank you for your continuing assistance il Sincerely H Guy Dresser J il Editor in Chief Send chaser Chase by phone Do not send chaser Allen Press Test Journal At the top of the screen you are given options to act on all chasers displayed in this folder Send all chasers Chase all by telephone Do not send any chasers Send All Send all chasers Chase all by phone Do not send any chasers CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 28 additional members of the editorial staff Do not share this manual with anyo
46. assword to gain access You may need to do this to assist another user with troubleshooting or you may need to cover for absent colleagues e Click on Change User Profile Password Security e Enter the surname of the person in the space provided e Click on Search System Administration s Configuration Tasks Change User Profile Password Security Underneath the name field you will see a list of people matching your search criteria Please select a user and press Change User or enter the last name of the person to change user to and press Search Please select a user Anna G Gramkow 1637 agramkow e Highlight the user who you wish to change to e Click on Change to User You will now be taken to the homepage of the user that you have selected CONFIDENTIAL MATERIAL This manual is intended for use by Allen Track customers only Copies can be made for 66 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to change your own profile password signature When any of your own details change i e telephone extension signature etc you will need to update your own profile It is also recommended that you change your password regularly To change your profile e Go to General Tasks on your desktop General Tasks e Click on Modify Profile Password Modify Profile Password e If necessary make changes to your details Logout e If necessary cha
47. d Smith 0 D 2 Jane Smith 0 1 p BIOLOGY CELL DERMATOLOGY PROF Jane Smith University of Science 0 PROFESSOR ASST STAINS Joe Smith Joel Smith PEW Louisiana State Univesity Joseph Smith Rober Smith Sarah Smith Smith Troy D Smith Allen Press Inc OTHER Allen Press ONE SELECT At this point you may notice that there are duplicate people stored in the database Do not click on the person name hyperlink Instead e Scroll to the bottom of the person table e Click on Merge Person This will take you to the Manage Accounts Merge Person function The system will automatically pick up on certain similarities Merge Accounts Accounts with matching first and last names 12 Accounts with matching last names and e mail addresses 11 Accounts with matching last names and telephone numbers Power Merge Specify Specific Accounts to Merge CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 68 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Click on the link that takes you to the duplicate information This could be Accounts with matching first and last names Accounts with matching last names and email addresses Accounts with matching last names and telephone numbers Power merge select search categories i e first name and city Specify speci
48. dation after review page 41 How to reject a manuscript without review page 38 Manuscript under review page 39 How to make a recommendation without complete review page 39 Staff tasks How to print a manuscript or all pertinent correspondence page 42 How to contact potential associate editors page 44 How to submit a manuscript proxy author page 45 How to submit a revised manuscript page 47 How to submit an emailed reviewer report proxy reviewer page 48 How to edit a review page 49 How to make a new manuscript a revised manuscript page 51 How to make a manuscript an appeal page 52 How to submit a manuscript as an appeal proxy author page 54 How to contact reviewers page 56 How to add view manuscript general or terse notes page 58 How to add view person general or terse notes page 61 How to add view close task notes page 63 How to upload an attachment page 65 How to change to another user page 66 How to change your own profile password signoff page 67 How to merge person profiles page 68 How to change manuscript type page 70 System Administrator tasks Resetting stage page 71 Adding new staff editors to the database page 72 CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies canbe made for 6 additional members of the editorial staff Do not share this manual with anyone outside of your organization Adding editing template letters in the system Author scenarios Unknown or forgotten password Chan
49. dditional members of the editorial staff Do not share this manual with anyone outside of your organization If one or more reviews have already been submitted for the manuscript the link under Manuscript Tasks will say Editor or Editor in Chief Decision X reviews received Y reviews requested You may make a decision at any time but the task will not have a red arrow Manuscript Items 1 Article File 1 PDF 86KB There is an action item pending please click on the link next to the arrow gt Manuscript Tasks Review Manuscript Reviewer Instructions Editor in Chief Decision 1 review received 2 reviewers assigned Check Status Send Manuscript Correspondence View Add Managing Editor Notes 0 View E mail 11 Latest 2003 03 18 You will be able to see the evaluations and comments from any reviewer who has already submitted their review Editor in Chief s Overall Assessment Associate Editor D Coats Date Due 2003 04 17 Manuscript 03 0003 Title test Corresponding Author Anna Gramkow Contributing Author N A Evaluations F Role Recommendation Quality of Science Significance of Science rev one Reviewer 1 Accept 5 High 5 High Reviewer Rankings Name Role Ranking rev one Reviewer 1 Please Select z rev one s Notes Reviewer 1 Send Note Comment to Author Remarks for the Associate Editor These are the confidential remarks for the As
50. e spaces blank e Click on the folder Manage Accounts e Click on Change User Profile Password Security e Enter the surname of the person in the space provided e Click on Search Underneath the name field you will find a list of people matching your search criteria e Highlight the person whose details you wish to change e Click on Change User s Profile You will now be taken back to the completed registration form for that person Here you can change any of the person s details mark them active or inactive and add person keywords e Once you have changed any details click on Save Changes You can also change a person s profile when you are using the function Find Person by clicking on the person s name hyperlink The first screen you will see is the person bio screen This will give you the person s address notes keywords and manuscript history At the bottom of this page under the keyword table there is a Modify Profile button By clicking on this you will enter the person s registration form You should then follow the instructions above to make any changes to the person s details CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 78 additional members of the editorial staff Do not share this manual with anyone outside of your organization Author change of manuscript details If the author wishes to change any of the details that they input on the manuscript submission fo
51. edline PubMed site will open in a separate window e Note Notes about a person will appear in the box to the right e Include List and Exclude List buttons display lists of Potential Reviewers suggested to include or exclude by the author e When the desired reviewer is found and the name is highlighted click Copy to Above Once you have clicked copy to above the reviewer s details will automatically enter the assignment table on the top screen If you do not find the desired reviewer in the database you may either enter that person s information using Add Person preferred and then search for the reviewer and Copy to Above or you can enter the reviewer s information directly into the table top half of screen e Click Assign Potential Reviewers Contact or Assign Potential Reviewers Home if a Staff person is responsible for contacting Potential Reviewers Next folder Contact Potential Reviewer CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 7 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to contact reviewers Workflow folder Contact Potential Reviewer To contact potential reviewers e Click Contact Potential Reviewer e Select the manuscript whose reviewers you wish to contact by clicking on the manuscript number link Your reviewers have been entered into a table On the far right hand side of
52. evant information will automatically be entered into the letters The variables will always be in one format i e ms_title CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 74 additional members of the editorial staff Do not share this manual with anyone outside of your organization For a list of variables when editing or adding letters Click on Help for Letter Variables at the top of the screen Help for Letter Variables Textfor test_decision_accept_major_revision txt queued Accept Major Revision Needed Decision Letter Subject ms_no Decision Letter Dear addressee salutation Your manuscript ms_title has been reviewed and accepted for publication in journal_name It has been determined however that a major revision is necessary Please consult the reviewer s comments below for more information We ask that you return your revised manuscript by review_ due date When you are ready to upload your revisions please log in and follow the links for this manuscript editor_comment Sincerely eic_ signature block The Help for Letter Variables will show you a table of variables for your system The variables implemented in your system are This variable is replaced by the title and last name of the gece a person to whom the letter is being sent corr_auth corresp_author corr_auth_salutation co
53. ew the manuscript files current stage workflow task the next task to perform for the current stage of the manuscript check manuscript status manuscript history table send manuscript correspondence add view staff notes view email all emails and letters that have been sent through the system in correspondence with this manuscript and advanced manuscript tasks Manuscript Current Revision Submission Date Current Stage Title Running Title 23 0 2002 08 18 All Reviewers Assigned Test Test Manuscript Type Regular Article Manuscript Comment Corresponding Author comment Marissa Barlow Allen Press Contributing Author Abstract N A Test Associate Editor Lewis Herschberger Editor Grant Reviewers Troy Smith Stephanie Hull Author Reviewer Suggestions to Include N A Author Reviewer Suggestions to Exclude N A Key Words test testa testb testc Registration form This form is where all users are required to enter their personal details You will need to use this form to register as a user Staff will re enter a person s registration form when modifying a person s profile Submission form This form is used to enter the manuscript details when submitting a manuscript to the system Both Author and Staff acting as proxy will use this form and Staff will re enter the submission form if any details need amending Using the Back button Please avoid using
54. fic accounts to merge oO 0 0 0 When using the recommended first three choices you will be given brief details of the profiles and asked to e Select Merge Account to Save e Select Merge Account to Delete e Click Display Account Details located at the bottom of the screen Merge Merge i a i ak Account Information Save Delete 1307 Marissa Barlow mbarlow allentrack net la la Allen Press Inc Editorial e Services 810 E 10th 5 g Street Lawrence KS 66044 3018 United States of America 785 843 1234 1535 Marissa Barlow mbarlow allenpress com la o Allen Press Editorial e Services 810 E 10th Street Lawrence KS 66044 3018 United States of America o Fa 1602 Marissa Barlow United States of America c la 1424 John Doe jchase ejpress com POW 4 United States of America 301 530 6375 c ra 1551 John Doe jdoe allenpress com Allen Press acanan United States of America The system will show you the two profiles that you have selected to merge e Check the details and click either e Swap Save and Delete Accounts e Edit Save Account s User Profile e Merge Accounts Merge Account to Save Merge Account to Delete Marissa Barlow 1307 Marissa Barlow 1535 E mail mbarlow allentrack net E mail mbarlow allenpress com Telephone 785 843 1234 Telephone Unknown Fax Unknown Fax Unknown Organization Allen Press Inc Org
55. ge of contact details Change of manuscript details Change of manuscript files Adding a new manuscript file Withdrawing a manuscript Reviewer scenarios Accepting declining an invite Request hardcopy of manuscript Unable to view access manuscript files Request additional attachments Viewing emails sent through the system Change of review duration Unable to review after accepting invite AllenTrack Common Queries CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for page 74 page 75 page 78 page 79 page 80 page 80 page 81 page 82 page 83 page 84 page 86 page 86 page 87 page 88 page 89 additional members of the editorial staff Do not share this manual with anyone outside of your organization 7 AllenTrack screens Homepage This screen is the main screen where all of a user s folders are displayed You can reach this screen at any time after logging in by clicking on the Home link which is situated at the top of every page underneath the journal banner On this screen red arrows appear next to folders to indicate that an action is pending in that particular folder Home There are action items pending please click on the links next to the arrows gt Author Tasks Author Instructions Submit Manuscript Live Manuscripts 3 Post Decision Manuscripts 3 Waiting for Revision 3 Journal Staff Tasks Check Manuscript Status Workload Report
56. h Allen R R Major revision and psia Press Press Baseta Peterson additional review This is Another Marissa Barlow Allen 3 Test Press N A a Linda Peterson Withdrawn Marissa Barlow Allen Chris Warren Allen ei en 7 A testl1 P Press Manuscript Withdrawn t Albert Einstein Withdrawn e Click on the manuscript you require and you will be taken to the manuscript summary screen e Fora terse note the note will be displayed on the summary table as a separate field e Fora general note you will need to click on Add View Staff Note To add a general or terse note No Notes currently available for this manuscript e Click Add Note e Select whether you wish to add a general or terse note e Enter note in the space provided e Click Add Note To modify a general note General Notes Sent By Date Note Staff Person 2002 11 16 08 14 11 This is my general test note No Terse Notes currently available for this manuscript No Task Notes currently available for this manuscript e Click Edit Note e Make the modifications e Click Add Note CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 59 additional members of the editorial staff Do not share this manual with anyone outside of your organization To modify a terse note e Click Add Terse Note as if entering a new note e The previous terse note should appea
57. he system has been configured to automatically contact the first set of Potential Reviewers and subsequent Potential Reviewers i Process Status if one declines Some journals assign the contacting role to a Staff person instead of to the Associate Editor Send E mail Modify E mail Accept e To send the first invite to the reviewer select one of the following Decline e Send Email the invite email will automatically be sent without NoResp _ you seeing it send E mail e Modify Email the email opens into a different window for you to Accept view and modify as wished Decline No Resp To agramkow ku edu From mbarlow allenpress com cc BCC Subject 31 Requestto Review from Demo Site E Mail Text Dear Sir Would you be willing and available to review test by Marissa Barlow submitted for possible publication in the Demo Site The manuscript s abstract is test If you agree to review this manuscript I would ask for your comments within 21 days from your acceptance To ACCEPT click on the link below CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 36 additional members of the editorial staff Do not share this manual with anyone outside of your organization You will need to repeat this for each reviewer you have assigned You can send up to three invites through the system Potential Reviewers will receive instructions on
58. ield you will find a list of names matching your search criteria e Highlight the person whose details you wish to change e Click on Change User s Password Please select a user and press Change User or enter the last name of the person to change user to and press Search LastName esi Please select a user Anna G Gramkow 1637 agramkow If the user is not editorial Staff you will not need to know the old password to change to a new one e Enter a new password e Click on Update Password You will need to email the user the new password and ask them to change this password through their Modify Profile Password listed under the general tasks on their homepage CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 77 additional members of the editorial staff Do not share this manual with anyone outside of your organization Author change of contact details To change the details of any person they must be registered on the system already Using Manage Accounts you will be able to check if a person is registered on the system access their records and change their details You will be able to perform the following tasks e Change a person s contact details e Mark a person inactive e Adda temporary address e Add keywords In order to change a person s profile that is someone who is not a Staff person you do not need to know the person s password Please leave thes
59. ision Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Staff Notes 0 View E mail 4 Latest 2002 07 31 Advanced Manuscript Tasks Depending on the route that the manuscript has taken you will be able to view the reviewers reports comments and the recommendation made Enter any comments you would like to include in the decision letter Select a decision and a letter Decisions and letters are linked so you must select corresponding items or you will be directed to go back and make a change If you discover letters and decisions don t match your current workflow contact Support for help and you will receive assistance to add new letters or Support can modify the decision types If you are happy to send the decision to the author at this stage without performing any additional tasks e Fill in any remarks to the author e Make sure to choose an appropriate template letter e Select an overall rating e Click Submit Decision e View Modify the letter e Click Send Decision to Author Depending on your workflow letters may go into the Send Decisions to Author folder on the Staff desktop so a Staff person can add additional information to the letter and or attach files to the letter Next folder once you have made a decision concerning the manuscript it will now move into the Decisions Ready for Author or Post Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTr
60. ku edu From mbarlow allenpress com cc BCC Subject 31 Request to Review from Demo Site E Mail Text Dear Sir Would you be willing and available to review test by Marissa Barlow submitted for possible publication in the Demo Site The manuscript s abstract is test If you agree to review this manuscript I would ask for your comments within 21 days from your acceptance To ACCEPT click on the link below CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 56 additional members of the editorial staff Do not share this manual with anyone outside of your organization You will need to repeat this for each reviewer you have assigned You can send up to three invites through the system Potential Reviewers will receive instructions on how to accept decline via the Web system within the invitation e mail If you have talked to the Potential Reviewer by telephone and they have indicated you should accept or decline on their behalf for some reason they can not get to a computer and perform this task you may click on the Accept or Decline link to register their intention If a Potential Reviewer is indecisive and does not promptly reply to the invitation e mail you can send out addition invitations as necessary Three invitations per Potential Reviewer per manuscript are allowed Next folder while you are waiting for the Potential Reviewers to Accept or Dec
61. l of the manuscripts in that folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 17 additional members of the editorial staff Do not share this manual with anyone outside of your organization 7 Editor or Editor in Chief how to assign editors Workflow folder Awaiting Editor Assignment This folder is only present on multi Editor workflow To assign an editor to a manuscript e Click on Awaiting Editor Assignment This folder contains manuscripts Select the manuscript you wish to assign an editor to by clicking on the manuscript link e If you wish view the manuscript items using the PDF links e Highlight the name of your chosen editor e Click Assign Editor Article PDF G1Kb Please select an Editor for the manuscript Albert Einstein 4 Cary Grant 5 Next folder the manuscript will now move into the Awaiting Associate Editor Assignment folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 18 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to assign Associate Editors Workflow folder Awaiting Associate Editor Assignment This folder is only present on multi Associate Editor workflows journals To assign an associate editor to a manuscript e Click on Awaiting Associate Editor Assignment This folder
62. lated problems Common problems 1 Files not converting e Is the file type supported by our AllenTrack Supported file types are Filetype Acceptable for submitting Becomes MS Word Article Figure Table PDF Word Perfect Article Figure Table PDF Excel Article Figure Table PDF Power Point Article Figure Table PDF Adobe Photoshop Article Figure Table PDF Adobe Illustrator Article Figure Table PDF TIFF Article Figure Table JPEG PDF JPG Article Figure Table JPEG PDF GIF Article Figure Table JPEG PDF PS Article Figure Table JPEG PDF EPS Article Figure Table JPEG PDF LaTex Article only PDF RTF Article Figure Table PDF TXT Article Figure Table PDF PDF Article Figure Table PDF Corel Draw Article Figure Table PDF Tab Separated Table PDF If the file is not one of the formats above it will not convert You will need to ask the author to supply the file in a supported format CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 89 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Was the file created on a Mac and doesn t have a file suffix i e is it called file other than file doc If this is the case please save the source file from the system resave it with the correct file suffix and re upload Corrupted files was the source file c
63. le menu bar to print CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 83 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer unable to view access any manuscript files If a reviewer is unable to access the AllenTrack site to see the files but still requests an electronic version or if they are experiencing a problem viewing one of the manuscript files then you can send the item s to them in an email using Send Manuscript Correspondence Sending an email using this function allows the email correspondence to be stored in connection with the manuscript e Click on Check Manuscript Status e Enter the manuscript number e Click Search Your search results will be returned ina table e Click on the manuscript you require Underneath the manuscript items you will see a list of task links e Click on Send Manuscript Correspondence e Mark the Recipient s that you wish to receive the mail Manuscript Tasks Decision Summary Editor Decision Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Staff Notes 0 View E mail 4 Latest 2002 07 31 Advanced Manuscript Tasks e Include any Additional Recipients e If needed edit the Subject DO Self C Journal Staff C Corresponding Author C Editor C Associate Editor C All Reviewers C Fred Smith C John Smith Recipien
64. lect or Browse the attachments you wish to send e Click on Send Email The recipient will receive the email in their email inbox The email will also be stored in the email log on AllenTrack To view this email after it has been sent return to the list of task links e Click on View Email You will see a table of all of the emails that have been sent through the system for this manuscript e Click on the email you wish to view CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 86 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer change of review duration If a reviewer has been assigned to a manuscript and accepts the invite but later contacts you to tell you that the review will be late you can use the Advanced Manuscript Task Extend Review Deadline to alter the default review duration e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided e Click on Extend Review Deadline e Find the correct Reviewer and change the number of days to review for that reviewer e Click on Update Review Duration Reviewer Review Start Date Review Due Date Review Duration Sheila Rake Allen Press 2001 09 21 12 35 18 2001 09 26 12 35 18 76 Days Decision Already Received James Mouw Mouw eJournalPress 2001 09 21 12 35 58 2001 09 26 12 35 58 76 Days Decision Already Received
65. lenpress com 2001 TESTOOO007R Decision Letter plotkin ejournalpress com 2002 01 20 23 03 40 2001 12 26 00 32 18 CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 85 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reviewer request for additional attachments There may be some circumstances where you need to email an additional attachment to a reviewer You should send these emails through AllenTrack so that a log of the email is kept against the manuscript rather than sending it through your personal email To send the email and attachment you must first search for the manuscript e Click on Check Manuscript Status e Enter the manuscript number e Click Search Your search results will be returned in a table e Click on the manuscript you require Underneath the manuscript items you will see a list of task links There is an action item pending please click on the link next to the arrow gt Manuscript Tasks Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Journal Staff Notes 0 View E mail 3 Latest 2002 10 06 Advanced Manuscript Tasks e Click on Send Manuscript Correspondence e Mark the Recipient s that you wish to receive the mail e Include any Additional Recipients e If needed edit the Subject e Write the Message e Se
66. line the manuscript will remain in the Contact Potential Reviewer folder If the Potential Reviewers are late the system will prompt you to invite them again via red arrows Once desired number of Reviewers has been received the manuscript will move in to the Under Review folder Next folder while you are waiting for reports to come back from reviewers the manuscript will remain in the Under Review folder There are action items pending please click on the links next to the arrows Manuscripts Under Review Submit Review 23 35 days for Stephanie Hull due on 2002 11 01 gt Submit Review 23 35 days for Troy Smith due on 2002 11 01 gt Submit Review 303 days for John Wilson due on 2002 12 02 gt Submit Review 26 1 days for Stephanie Hull due on 2002 12 05 If reviews are late the manuscript will also enter the Chasers folder Home There is an action item pending please click on the link next to the arrow Manuscripts Under Review Chase 23 35 days Barlow Once all reviews have been received the manuscript will move in to the Awaiting Associate Editor Recommendation or Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 57 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to add view a manuscript general or terse note Manuscript general notes
67. ll also enter the Chasers folder Home There is an action item pending please click on the link next to the arrow Manuscripts Under Review s Chase 23 35 days Barlow Once all reviews have been received the manuscript will move in to the Awaiting Associate Editor Recommendation folder CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 37 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor how to reject a manuscript without review Workflow folders Awaiting Reviewer Assignment and Associate Editor Recommendation If you wish to reject a manuscript with out taking any other action on it you can do this from the Awaiting Reviewer Assignment folder e Click on Awaiting Reviewer Assignment folder e Select the manuscript you wish to reject to by clicking on the manuscript number link e Click on Recommendation without Review You will automatically enter the Associate Editor Recommendation screen e Select the relevant recommendation and complete any desired required comments e Click Submit Recommendation The manuscript and recommendation will be routed to the Editor Next folder the manuscript will move into the Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 38 additional members of the editorial st
68. manuscript changing the manuscript details files or re assigning an editor Manuscript CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 3 additional members of the editorial staff Do not share this manual with anyone outside of your organization Roles and tasks In AllenTrack different tasks are performed by individuals depending on their particular role Therefore some tasks are described as Editor tasks some as Associate Editor tasks some as Reviewer Tasks some as Staff tasks and some as System Administrator tasks In reality there is a certain amount of overlap between tasks that are performed by both Editors and Staff Therefore specific journals can have each user do what is customary The System Administrator role is only assigned to a small number of people If there is a task in the System Administrator section that you wish to be performed please contact your journal s administrative staff Additional Support If you need additional support please contact support allentrack net or call 800 627 0326 ext 257 ext 133 or ext 274 Emergency night and weekend support is also available at 785 691 5926 E mail contact is preferred so we can keep a written record but call if you need us CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies canbe made for 4 additional members of the editorial staff Do not sh
69. manuscript because they are unable to access the manuscript items through the system you may email them the attachments through Send Manuscript Correspondence If the reviewer has requested hard copy and there is no alternative to sending a hard copy you will need to print out the manuscript To do this first you will need to search for the manuscript e Click on Check Manuscript Status e Enter the manuscript number e Click Search Your results will be returned ina table Contributing Manuscript Title Corresponding Author Authors Current Stage Associate Editor Test Marissa Barlow Allen Press Troy Smith Allen Press Potential Reviewers Assigned Linda Peterson N A Major revision and additional review Marissa Barlow Allen Troy Smith Allen Pres Press This is Another Marissa Barlow Allen NYA Test Press Marissa Barlow Allen Press This is atest Revision Received Linda Peterson Manuscript Withdrawn Linda Peterson Withdrawn Chris Warren Allen Press Withdrawn testl1 Manuscript Withdrawn Albert Einstein e Click on the manuscript you require by clicking on the manuscript number hyperlink You will now see the manuscript items Manuscript Items 1 Article File 1 PDF 4Kb Source File 23Kb e Click on the PDF link of the manuscript item you wish to print e The item will open into a different window use the Fi
70. ne outside of your organization Alternatively you can act on individual chasers in this folder by selecting the individual options under the notes field o Send chaser o Chase by telephone o Do not send chaser Once you have selected the option s you require click at the bottom of the screen Next folder when a chase has been sent and no other chases are required the manuscript disappears from the Chasers folder and will be stored in the Under Review folder The manuscript will re enter the Chasers folder if another review duration has been reached and the report still has not been received When all the reviewers reports have been received the manuscript will move into the Awaiting Associate Editor Recommendation or Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 29 additional members of the editorial staff Do not share this manual with anyone outside of your organization Editor how to make a decision on a manuscript Workflow folder Awaiting Editor Decision After a recommendation has been made for a manuscript the manuscript will move into the Awaiting Editor Decision folder To make a final decision on a manuscript e Click on Awaiting Editor Decision e Select the manuscript you wish to make a decision on by clicking on the manuscript number link e Click on Editor Decision Manuscript Tasks Decision Summary Editor Dec
71. ned You can send up to three invites through the system Potential Reviewers will receive instructions on how to accept decline via the Web system within the invitation e mail If you have talked to the Potential Reviewer by telephone and they have indicated you should accept or decline on their behalf for some reason they can not get to a computer and perform this task you may click on the Accept or Decline link to register their intention If a Potential Reviewer is indecisive and does not promptly reply to the invitation e mail you can send out addition invitations as necessary Three invitations per Potential Reviewer per manuscript are allowed Next folder while you are waiting for the Potential Reviewers to Accept or Decline the manuscript will remain in the Contact Potential Reviewer folder If the Potential Reviewers are late the system will prompt you to invite them again via red arrows Once desired number of Reviewers has been received the manuscript will move in to the Under Review folder Next folder while you are waiting for reports to come back from reviewers the manuscript will remain in the Under Review folder There are action items pending please click on the links next to the arrows Manuscripts Under Review Submit Review 23 35 days for Stephanie Hull due on 2002 11 01 Submit Review 23 35 days for Troy Smith due on 2002 11 01 gt Submit Review 303 days for John Wilson due on 2002 12 02 gt
72. nge your password To do this you will need to enter your old password e Click on Modify Profile to save the changes CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 67 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to merge person profiles As you work with the data you will begin to notice that many people in the database are duplicate entries The system automatically stores duplicates with the same last name and email address or first name and last name You will find this function in Manage Accounts If you come across two accounts that need merging while you are searching the database i e using Find Person then you may merge the account at this point e Click on Find Person e Enter data in the fields that you wish to use to search for a person You may use the wildcard when searching e Click on the Find Person button When the search results are returned to you there will be a list of person names matching your search criteria Along with the names you will also see institution information on manuscripts authored reviewed etc and keywords area of expertise Person Search Results Current Past Manuscripts Manuscripts Manuscripts Reviewed Name Institution Submitted Published Reviewing Manuscripts Keywords Area of Expertise Joel O Smith Pew 0 0 p o Cade Smith 0 D i Ere
73. nly be entered once however it can be modified as many times as necessary This note will always appear on the manuscript summary screen as one of the manuscript detail fields To add or view a manuscript general or terse note first you must find the manuscript Home Please fill in a search field and then press the Search button or select a category search You can use an asterisk before or after a word title number to indicate a wild card search Mamuscrpt Author Name O Reviewer Name 2 Manuscript Tile 0 Search Needs Potential Associate Editor z e Click on the Check Manuscript Status link under Staff Links e Enter data in the fields that you wish to use to search for the manuscript e Click Search Alternatively you can search on Category Search which searches by stage CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 58 additional members of the editorial staff Do not share this manual with anyone outside of your organization The search results will match your search criteria and will be returned in a table The tables will display the manuscript number manuscript title corresponding and contributing authors current stage editors and the decision Manuscript Title Corresponding Author eeneg Et Associate Editor Test 2 pana Barlow Allen Bee Allen Potential Reviewers Assigned Linda Peterson N A a Marissa Barlow Allen Troy Smit
74. on as a new manuscript you can register this manuscript as the revision and alter the manuscript number using the Advanced Manuscript Task Make Manuscript a Revision e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Make Manuscript a Revision If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Enter the manuscript number of the manuscript that this is a revision of e Click Select Please enter the manuscript of the manuscript that manuscript 2001TESTOOOOO R is the revision of Manuscript feo01TESTo00007 You will be able to view both of the manuscripts to make sure that you have selected the correct manuscripts e If the information is correct click Make Revision e If the information is correct but you have selected them in the wrong order click Swap Manuscripts e If the information is incorrect click Cancel If this information is correct press Make Revision CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 5 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to make a manuscript an appeal When an appeal has come in via email telephone call you can store the letter of appeal and either accept or decline the appeal e Click on Adv
75. onal members of the editorial staff Do not share this manual with anyone outside of your organization e Click Process Appeal Request CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 53 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to submit a manuscript as an appeal proxy author When an editor has accepted an appeal and wants a revised version of a manuscript as opposed to the manuscript files already in the system a link to this manuscript will remain in the Waiting for Appeal folder e Click on Waiting for Appeal folder e Select the manuscript for which you wish to submit the appeal There is an action item pending please click on the link next to the arrow gt Waiting for Appeal Appeal Manuscript 2002TESTOO0311 0 days James e Click on Appeal Manuscript e Read scroll through and click on Continue You will be taken to step 1 of 4 of the submission process This is the manuscript submission form e Enter all of the details that you have The fields marked with are required fields e The title will be filled in automatically e The abstract can be cut and pasted from your electronic files where applicable e Click Save and Continue when you have entered your details You will now be taken to step 2 of 4 of the submission process This is the file upload screen e Using
76. ontinue You will be taken to step 1 of 4 of the submission process This is the manuscript submission form The first line of the submission form asks if you are the Corresponding Author Select No Search for Author information by entering the last name of the Author and click on the Find Person button If the Author is found you can click on Copy Person Info into Form to automatically fill in the Author s information If the Author s information is not found you may Add Person and then search for the person again or you may enter the Author s information directly into the submission form e Enter all of the details that you have The fields marked with are required fields e The abstract can be cut and pasted from your electronic files where applicable e Click Save and Continue when you have entered your details You will now be taken to step 2 of 4 of the submission process This is the file upload screen Submit manuscript Step 2 of 4 Upload Files Article File 1 File Name After pressing the Browse button select All files on the popup s File Type menu Document rormat gt Wyordi doo Note If an uploaded file contains multiple tables or figures then you are free to leave some of the upload fields below blank e Using Browse find the manuscript files e Select the Document Format e For figures tables and supplementary information you can select a File Title e Click on Submit
77. orrupted can you open and view the source file without receiving error messages Please report the conversion error to support allentrack net Conversion taking a long time more than 15 minutes are the files to be converted very large more than 5 MB If so give it a little more time If the file has not converted after 45 mins report the problem to support allentrack net Were all fonts embedded in the file before upload Ask the Author to resave original file checking to be sure fonts are embedded in the process and Replace the source files Excel files Each Excel file must be a stand along sheet Items on the sheet cannot refer to another file for information Multiple sheets should be submitted as multiple files PDFs are created just like printing a page Use the Print Preview option to see what would normally print You can set the Print Area or change the Page Setup Save the file and those settings will be used when the AllenTrack system creates the PDF Work around for conversion problems if you can view the source file which is not converting or you have a hard co rint it out and scan to create a PDF file Delete the non converted file and re upload the PDF file 2 Authors reviewers unable to download the PDF files correctly Can you see the file OK If yes then it is likely to be a problem with their browser or Adobe set up AllenTrack requirements are e Netscape 4 7 or above e Internet Explorer 5 0 and
78. ottom half of the screen is where you search for individual reviewers Please select the desired number of Reviewers for this manuscript and fill in the list of Potential Reviewers below Number of Reviewers to secure 2 D Cen Enter a keyword and press Search to update the list of names Name E Area of Expertise lt omer O Names e Select the Number of Reviewers to Secure top half of screen see circled object in picture above CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 34 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Use the search fields provided to enter the details of the reviewers o First or Last Name o Area of Expertise Keywords o Other e When data has been entered in the search fields click Search o Words divided by spaces means AND o Words preceded by means NOT e When the results have been returned highlight the desired reviewer e For information about a Potential Reviewer click on a name to highlight it e Person Bio this will take you to the person bio screen e Medline PubMed site will open in a separate window e Note Notes about a person will appear in the box to the right e Include List and Exclude List buttons display lists of Potential Reviewers suggested to include or exclude by
79. pt numbers appear click on the manuscript hyperlink required You will be taken to the current list of manuscript items e Click on the link that you require o Replace to replace the attachment if the previous one is wrong or of bad quality o Delete to completely delete the manuscript file o Change File Type Title to change the title of attachment or the type of manuscript item i e article to pre print Manuscript Items 1 Article File 1 PDF 32Kb Source File 46Kb Replace Delete Change File Type Title 2 Article File PDF 21kKb Source File 19Kb Replace Delete Change File Type Title dd File Create Merged PDF for Reviewers Done Or you can choose from a list of task links e Add File Select attachment through Browse Select File Type Select File Format for figures please include the figure number in the title Click Add file Select Sequence Number and if wished tick file to Include in Merge Click Continue oo 00 0 0 The list of manuscript items will now contain the new files You will need to wait for the system to convert the files and create the merged PDF e Click on Check for Completion of File Conversion When all the files have converted e Click on Approve Converted Files CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 80 additional members of the editorial staff Do not share this manual with anyone outside of your organization
80. r Editor in Editor Associate Editor Reviewer Editorial Production Chief Assistant Submit Manuscript Submission Assign Editor Qc Check Status Receive Decision Revise Reject Revise MS Appeal Decision Check Status or system assigns Editor Appeals Process Draft Decision Assign AE Accept Decline AE Role Assign Reviewers Accept Decline Reviewer Role Draft Draft Review Recommendation Repeat Cycle as Necessary Contact Reviewers Proof Decision Accept Production handoff QC Transfer Files Data to Production Customer Specific CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 14 additional members of the editorial staff Do not share this manual with anyone outside of your organization AllenTrack is organized along a system of workflow folders There are eleven main workflow folders Initial QC Awaiting Editor Assignment for multi editor workflows Awaiting Associate Editor Assignment Contact Potential Associate Editor Awaiting Reviewer Assignment Contact Potential Reviewer Under Review Chasers Awaiting Associate Editor Recommendation Awaiting Editor Decision Decision Ready for Author WHNATRWNAE m m oO Each manuscript always starts in the first folder and ends in the last folder no matter which route it may take through the s
81. r for you to edit e Make modifications e Click Add Note Terse Notes Sent By Date Note Staff Person 2002 11 16 08 28 07 This is the first line of the terse note Stat Person 2002 11 18 08 28 15 This is the first line of the terse note This is the second line No Task Notes currently available for this manuscript CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 60 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to add view a person general or terse note Person general notes A person general note us used to store general information about a person i e likes to be called Bill not William A general note can be entered and modified as many times as necessary The person who enters or modifies the note will be recorded as will the date of modification This note will appear on the person bio screen Person terse notes A person terse note is used to store notes that you would like to be displayed when assigning reviewers i e would not be 1 choice for reviewer takes too long A terse note can only be entered once however it may be modified as many times as necessary To add or view a person note first you must find the person Staff Tasks Check Manuscript Status Workload Report Find Person Manage Accounts Advanced Manuscript Tasks e Click on Find
82. r search criteria will be returned as a table The table will display the manuscript number manuscript title corresponding and contributing authors current stage primary and secondary editors and the decision Manuscript Title Corresponding Author Contributing Current Stage Associate Editor T Marissa Barlow Allen Troy Smith Allen est Press Press Potential Reviewers Assigned Linda Peterson N A ae Marissa Barlow Allen Troy Smith Allen ae R Major revision and This is atest Press Press Revision Received Linda Peterson additional review This is Another Marissa Barlow Allen NYA Test Press testi 1 Marissa Barlow Allen Chris Warren Allen Press Press mu anuscript Withdrawn Linda Peterson Withdrawn tu anuscript Withdrawn Albert Einstein Withdrawn CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 12 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Click on the manuscript you require and you will be taken to the manuscript summary screen To check the history of the manuscript e Click Check Status CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 13 additional members of the editorial staff Do not share this manual with anyone outside of your organization Accept Autho
83. rm you may do this for them To perform this task you will need to use the Advanced Manuscript Task Modify Manuscript Data e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Modify Manuscript Data If multiple revisions manuscript numbers appear click on the manuscript hyperlink required You will be taken back to the first step of submission the submission form Here you will be able to make any changes to the receive date corresponding and contributing authors the manuscript type title and abstract etc e Once you have made the necessary changes click on Update Manuscript The system will tell you that the manuscript metadata has been updated e Click on Manuscript Home to continue CONFIDENTIAL MATERTAL This manual is intended for use by AllenTrack customers only Copies can be made for 79 additional members of the editorial staff Do not share this manual with anyone outside of your organization Author change of manuscript files If an author submitted the wrong version of manuscript file or wishes to add or delete a file you may do this by using the Advanced Manuscript Task Modify Manuscript Files e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Modify Manuscript Files If multiple revisions manuscri
84. rr_auth_addr The address of the corresponding author The name of the corresponding author corr_auth The name of the corresponding author This variable is replaced by the Managing Editor s managing_editor_signature_block piznatine block It is highly recommended that you always test a letter when adding creating or editing it In the image of the letter above is a circled number at the end of the first line This number corresponds to the type of decision to which this letter is associated Every decision letter must have a number 1 Accept 2 Revise only 3 Revise and re review 4 Reject The Editor s list of decision choices corresponds to these numbers When the Editor selects a decision and a letter the system checks to make sure the numbers match Contact AllenTrack Support if the letter has the correct number but the decision the Editor would like to select does not match an error message asks the Editor to go back and make them match CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 75 additional members of the editorial staff Do not share this manual with anyone outside of your organization Author unknown or forgotten password If a user wishes to obtain a new password or forgets their login name the Unknown Forgotten D Password link on the AllenTrack login page should be used to email a new password to the user
85. screen shows the table of assigned reviewers and also gives you the option to choose the number of reviewers to secure for the manuscript You can change the default number of reviewers if you wish The bottom half of the screen is where you search for individual reviewers Please select the desired number of Reviewers for this manuscript and fill in the list of Potential Reviewers below Number of Reviewers to secure 2 D ci Note to Journal Staff Enter a keyword and press Search to update the list of names Name p Area of Expertise A omer e Nomatch Names e Select the Number of Reviewers to Secure top half of screen see circled object in picture above CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 20 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Use the search fields provided to enter the details of the reviewers o First or Last Name o Area of Expertise Keywords o Other e When data has been entered in the search fields click Search o Words divided by spaces means AND o Words preceded by means NOT e When the results have been returned highlight the desired reviewer e For information about a Potential Reviewer click on a name to highlight it e Person Bio this will take you to the person bio screen e M
86. script items This may be an appeal letter or any other additional attachments that the author or reviewer may send To upload an additional attachment you will need to use the Advanced Manuscript Task Upload Attachment e Click on Advanced Manuscript Tasks e Enter the manuscript number in the space provided You may use a wildcard when searching in this field e Click on Upload Attachment If multiple revisions manuscript numbers appear click on the manuscript hyperlink required e Using Browse find the manuscript file e Select the File Type from the dropdown menu e Enter a Title and Description optional e Select the File Format e Click on Upload Attachment Specify Manuscript Attachment File Name After pressing the Browse button select All files on the popup s File Type menu File tye O Attachment Marked Up Manuscript Not shown to Reviewers x Title Description File rormat O Acrobat H You will be able to view this attachment where the manuscript items are listed mainly the manuscript summary screen CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 65 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to change to another user There may be times when you need to see what another user can see without having their p
87. script number in the space provided You may use a wildcard when searching in this field e Click on Modify Review If multiple revisions manuscript numbers appear click on the manuscript hyperlink required CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 49 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Highlight the reviewer whose review you wish to modify Please select a Reviewer to modify John Smith Then choose one of the following options e Select Allow Reviewer to Modify the Review Later to make a link to review the manuscript Modify Review Now appear on the reviewer s homepage The original Allow Reviewer ta modify the review later comments are stored so the reviewer will only need to modify these comments as opposed to _ ModiiyReview totally writing new ones e Select Modify Review Now to make any modifications yourself If you choose to make modifications the original review comments will be displayed to you e Make necessary modifications e Click Submit Recommendation CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 50 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to make a new manuscript a revised manuscript If an author has re submitted a revisi
88. script you require and you will be taken to the manuscript summary screen Alternatively you can click on a manuscript number hyperlink to get to the manuscript summary screen e Click on Add View Staff Note e Click Add Task Note e Enter the task note e Click Add Task Note CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 63 additional members of the editorial staff Do not share this manual with anyone outside of your organization Add Task Note About Manuscript You will be able to view this note on the manuscript summary screen where you can also view general and terse notes as well as any manuscript number hyperlink A small icon appears next to the manuscript number indicating that there is a task note Manuscript 2001TESTOO0024 E e Click on the icon e Read the task note e Click Close Window If you have performed the task and wish to close the task note e Click on the icon e Under the status heading click on Close Add Comment to Task Note e Enter a note to explain why the note is being closed e Click Add Comments to Task Note CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 64 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to upload an attachment This function is used to add additional attachments to the manu
89. sociate Editor CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 32 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor how to accept or decline an assignment Your journal may allow Potential Associate Editors to accept or decline an assignment If the journal for which you are an Associate Editor allows you to decline an assignment you will receive an email asking if you wish to accept or decline the assignment You may click the appropriate link to register your decision Subject 03 0006 Associate Editor needed for a Manuscript From yoursite allentrack net Date Tue 18 Mar 2003 15 03 0600 To potential_associate_editor the_journal corn Dear Potential Associate Editor Would you please begin the peer review process as Associate Editor for the following manuscript Please use the below links to view the manuscript and to accept or to decline this assignment To view this manuscript please press the URL below lt http jeukmic allentrack net cgi bin main plex elEAlfil7A3bb7FEAIC2HzmPTtVQhGQ078LPwJITwZ gt To accept this assignment please press the URL below lt http jeukmic allentrack net cgi bin main plex el A5i6ISA7 bb6C1A9SC2HzmPTtVOhQO78LPwITwZ gt To decline this assignment please press the URL below lt http jeukmic allentrack net cgi bin main plex el A1f7l4A6bb1 BSASC
90. stomers only Copies can be made for 40 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor make manuscript recommendation after review Workflow folder Awaiting Associate Editor Recommendation When a manuscript is has been reviewed by the required number of reviewers to secure the manuscript will appear as a link on the Associate Editor s desktop as Draft Recommendation You will be able to see the evaluations and comments from any reviewer who has already submitted their review Answer the questions posed in the recommendation form and select your overall recommendation You may be asked to rate the reviewers performance on this screen Finally enter comments for the Author and comments for the Editor in the appropriate spaces Click on Submit Recommendation Next folder the manuscript automatically moves the Awaiting Editor Decision folder CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 41 additional members of the editorial staff Do not share this manual with anyone outside of your organization Staff how to print a manuscript and all its correspondence There may be times when you are required to print Staff Tasks out a copy of the manuscript and some or all of its Check Manuscript Status related correspondence Workload Report Find Person To do this you will need to use the Advanced Manage
91. t s Additional Recipients Enter an e mail address or a comma separated list of e mail addresses Subject 2001 TEST000022 Spectacular Discoveries e Write the Message e Select the attachments you wish to send CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 84 additional members of the editorial staff Do not share this manual with anyone outside of your organization e Click on Send Email The recipient will receive the email in their email inbox The email will also be stored in the email log on AllenTrack To view this email after it has been sent return to the list of task links Manuscript Tasks Decision Summary Editor Decision Assign Potential Reviewers Check Status Send Manuscript Correspondence View Add Staff Notes 0 View E mail 4 Latest 2002 07 31 Advanced Manuscript Tasks e Click on View Email e You will see a table of all of the emails that have been sent through the system for this manuscript e Click on the email you wish to view Date Draft Triggered By Resend To Message Marissa Barlow Staff Person mbarlow allenpress corm plotkin ejournalpress com 2002 01 20 23 07 29 Copy Editing of 2001 TESTOOO007R has been assigned to you Marissa Barlow Staff Person Erai mbarlow allenpress com 2001 TESTOOO007R Manuscript Awaits a plotkin ejournalpress com Unknown 0 Staff Person mbarlow al
92. the author e When the desired reviewer is found and the name is highlighted click Copy to Above Once you have clicked copy to above the reviewer s details will automatically enter the assignment table on the top screen If you do not find the desired reviewer in the database you may either enter that person s information using Add Person preferred and then search for the reviewer and Copy to Above or you can enter the reviewer s information directly into the table top half of screen Click Assign Potential Reviewers Contact or Assign Potential Reviewers Home if a Staff person is responsible for contacting Potential Reviewers Next folder Contact Potential Reviewer CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 35 additional members of the editorial staff Do not share this manual with anyone outside of your organization Associate Editor how to contact reviewers Workflow folder Contact Potential Reviewer To contact potential reviewers e Click Contact Potential Reviewer e Select the manuscript whose reviewers you wish to contact by clicking on the manuscript number link Your reviewers have been entered into a table On the far right hand side of the table are three columns First Contact Second Contact and Third Contact A date and time will be filled in for each time that an e mail has been sent out to the Potential Reviewer for this manuscript In some cases t
93. the browser back button this can sometimes cause errors to occur Wherever possible use the cancel button that can usually be found at the bottom of the screen CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for additional members of the editorial staff Do not share this manual with anyone outside of your organization 9 Database Tasks Database how to search for a person in the database When you need to find a person in the database there are a number of different search fields you can use To search the database for a person e Enter data in the fields that you wish to use to search for a person You may use the wildcard when searching For example searching on an asterisk followed by a lowercase b b in the field First Name will find every person with a letter b anywhere in their First Name e Click on the Find Person button Fill in some or all fields and press Find Person Area of Interest First Name Last Name Address City State Province Zip Couniry Institution Telephone Number The search results will be returned to you as a list of person names matching your search criteria Along with the person names you will also see details of institution manuscripts authored reviewed etc and keywords area of expertise Clicking on a user name hyperlink will take you to that person s profile including the keyword table and notes field If
94. to each stage This determines which folders the new person will be shown and CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 72 additional members of the editorial staff Do not share this manual with anyone outside of your organization the level of access he she will have to each folder You may also need to assign the Staff person to an Editor e Click Change Security CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 73 additional members of the editorial staff Do not share this manual with anyone outside of your organization System Administrator adding editing letters in the system The System Administrator can add new decision letters to the system and can also modify decision letters already on the system Click on Configuration Tasks under the System Administrator tasks on your homepage Click on Add Edit Letters Two tables will appear the top table is a list of the decision letters the bottom table is a list of the non decision workflow letters CONFIGURE LETTERS Select Edit to modify an existing journal specific letter Select Create to generate a new journal specific letter Select Disable to inactivate a journal specific letter Letter Title Disable New Registration Itr_notif_new_registration AE Assigned Itr_notif_me_assigned Disable ltr_notif_me_needed Disable
95. uired to fill out all required fields Fields marked with are required fields You will not be able to proceed if data is not present in these fields e Enter the details of the person e Select whether you wish to Email Login and Password to New User e Click Add Person E mail login and password to new user No Yes Add Person CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for additional members of the editorial staff Do not share this manual with anyone outside of your organization Database how to search for a manuscript in the database There will be many reasons why you will need to search for a manuscript in the database To search for a manuscript you will need to use the function Check Manuscript Status e Click on Check Manuscript Status e Enter data in the fields that you wish to use to search for the manuscript use an asterisk as a wildcard if you wish e g enter 03 01 and 03 010 through 03 019 would be returned e Click Search Home Please fill in a search field and then press the Search button or select a category search You can use an asterisk before or after a word title number to indicate a wild card search Manuscript Author Name Reviewer Name Manuscript Title Needs Potential Associate Editor x Alternatively you can search on Category Search which searches by stage The search results matching you
96. use by AllenTrack customers only Copies can be made for 88 additional members of the editorial staff Do not share this manual with anyone outside of your organization Reports Common Reports Listed under Staff Tasks is the link to the Reports Clicking the link lists all the available reports Your journal may not require or use all the available reports Reports Bulk Emailing Report All Pending Manuscripts Report Appealed Manuscripts Report Daily Submissions Report Report Duplicate Manuscripts Report Associate Editor Acceptance Rate Report Editor Allocation Summary Report Associate Editor Allocation Summary Report Associate Editor Dates Not Available Report Associate Editor Manuscript Recommendation Chart Report Associate Editor New Manuscript Summary Chart Report Associate Editor Performance Statistics Report Report Associate Editor Report Card Report Associate Editor Revised Manuscript Summary Chart Report Editorial Board Member E mail List Report Associate Editor Keywords Report Editorial Board Member Society Member Publications Report Editorial Board Member Report Card Report Editorial Board Member Review of Manuscripts Report First and Final Decision Summary Report Report Journal Summary Report Manuscripts By Country Report Manuscript Status Report People Roles Report Manuscript Tracking Report Report Manuscript Types Summar
97. your organization Author folders these folders are to help you track the submission conversion of a manuscript before the Author has approved it This means that you can access the manuscript from the moment the author starts to submit it that is you can see partial submissions files awaiting conversion etc Workflow folders these eleven folders starting with the Initial QC folder and finishing with the Decision Ready for Author map the various stages of the editorial workflow Actions performed by Editors and Staff push the manuscript through the folders and therefore through the workflow You may not see all eleven folders depending on how your site has been configured Post Decision folders in these folders you can view the decisions made concerning a manuscript The Post Decision folder contains all manuscripts that have had a decision made concerning them accept reject withdrawn etc Other folders in this section such as the Waiting for Revision Appeal folders allow you to submit as a proxy author or chase for revisions Manage Accounts this link allows you to manage individual user accounts within the database For example in this folder you can merge duplicate user accounts add people to the database and set permission or modify a person s account or password Advanced Manuscript tasks this link gives you a list of additional tasks which you may need to perform outside of the workflow such as withdrawing a
98. ystem A manuscript is pushed through the various folders as a result of actions taken by Editors and Staff The above diagram maps the roles against the different stages in the workflow CONFIDENTIAL MATERIAL This manual is intended for use by AllenTrack customers only Copies can be made for 15 additional members of the editorial staff Do not share this manual with anyone outside of your organization Folders Depending on the role that you have been assigned you will be able to access different manuscripts in the system in different ways Accessing manuscripts in the Editor folders Beside each of the eleven workflow folders an editor will see a link with either a number in parenthesis for example Awaiting Reviewer Assignment 15 OR Several links Awaiting Reviewer Assignment AE 2 Ed 10 All 20 In the first case the system is configured to display a simple count of the number of assigned manuscripts at that stage In the latter case the three links reflect the counts filter by the various multiple roles for which the editor participates In this specific example this end user is an Associate Editor for 2 papers that are Awaiting Reviewer Assignment 10 papers for which they are the editor and 20 papers in the entire system This multi count display has been primarily designed for multi editor multi associate editor journals Each link leads to the manuscripts that are currently in the folders at that time

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