2. Editor Pages

You can reach the Editor Home page by logging in and clicking the Editor link from your User Home page. Note the addition of quick links that can take you directly to various tasks (Create Issue, Notify Users, etc.).

The Editor Home page is chunked into three distinct sections: the Submissions section, with Unassigned, In Review and In Editing queues as well as a link to the submission Archives; a submission search section; and the Issues section, where you can schedule and publish new issues and edit previously published content.

Figure 6.1. Editor Home Page

Editor Home Page

2.1. Submissions

2.1.1. Unassigned Submissions

When an author completes a submission it automatically arrives in the Editor's Unassigned queue, available from the Editor's User Home page. If the submission was made to a journal section with an assigned Section Editor, however, the submission will go directly to the In Review queue for that Section Editor (see the configuration option for Journal Sections for details). Click the Unassigned link to go to the Unassigned queue.

The Unassigned page contains links to the other queues (In Review, In Editing, Archives), a search function, and the list of submissions awaiting assignment to an Editor or Section Editor. Although the example below has only one unassigned submission, your journal may have hundreds, and the search feature will help you find the one you are looking for. To assign a submission, you must click the submission title. This will take you to the submission record.

Figure 6.2. Unassigned Submissions

Unassigned Submissions

2.1.2. Submission Summary

The submission record is divided into four pages: Summary, Review, Editing, and History. Complete details on the Review and Editing pages are covered in the Section Editor section of this manual.

Submission Summary Information

The Summary section includes basic submission details.

Figure 6.3. Submission Summary

Submission Summary

In addition to details about the submission (author, title, original files, etc.), you have the option to upload any additional supplementary files using the Add A Supplementary File link. You can also see the section selected by the Author, and change it if necessary using the dropdown "Change To" menu and the Record button. You can also see any comments the author has made for you when the submission was originally made.

Submission Author Fees

The Summary page also lists Author Fees. If your journal does not charge fees, this section will not appear. From here you can note if the fees have been paid, or you can choose to waive fees.

Figure 6.4. Author Fees

Author Fees

Submission Assignment

Next, from the Editors section you can assign either a Section Editor, another Editor, or yourself to guide this submission through the review and editing process. Clicking the Add Section Editor (or Add Editor) link will bring up a selection page. (Clicking the Add Self link will assign yourself to the submission and bring you to the submission's Review page.)

Figure 6.5. Editors

Editors

From here, use the Assign link to assign this user to the submission.

Figure 6.6. Assigning Editors

Assigning Editors

An email box will appear, addressed the assignee, from you, with text pulled from the appropriate email template.

At this point, you can add email addresses to the TO, CC or BCC fields, upload an attachment, and change the Subject or Body text.

Once the message is ready to go, use the Send button to deliver it. The Cancel button does not send the message and cancels the assignment. The Skip Email button does not send the message but does complete the assignment.

Figure 6.7. Sending Email to Editor

Sending Email to Editor

Once the message is sent, cancelled, or skipped, you will be returned to the Summary page. If you have completed the assignment, the assigned user's name will appear. By default, she will be given the responsibility to guide the submission through both the review and editing process, but this can be limited by unchecking either of the Review or Editing boxes. Be sure to use the Record button after making a change.

From here, you can also use the Delete link to reverse the assignment and also assign another Section Editor, Editor, or yourself.

Figure 6.8. Active Editors

Active Editors

Submission Status

Next, you can see the Status of the submission. If a Section Editor has been assigned, the submission will be listed as "In Review". If the submission is clearly unsuitable and should not be sent through peer review, you can use the Reject and Archive Submission link to send it immediately to the Archives (where it will be listed as Rejected).

Figure 6.9. Submission Status

Submission Status

This will generate an email (based on an existing email template) to the author.

Figure 6.10. Sending Rejection Email

Sending Rejection Email

Submission Metadata

The final section of the Summary page contains the submissions' Metadata. From here, you can review the metadata and make any changes using the Edit Metadata link.

Figure 6.11. Submission Metadata

Submission Metadata

Using the Edit Metadata link allows you to make any necessary changes to the information supplied by the Author, including author information. You can add any additional authors using the Add Author button.

Figure 6.12. Authors

Authors

You can also modify the title and abstract.

Figure 6.13. Title and Abstract

Title and Abstract

The next section allows you to upload a small cover image for the submission. This would appear with the article in the Table of Contents (and in the abstract view page) upon publication. This is an optional feature, but can serve to add some visual interest to your journal design.

Figure 6.14. Article Cover

Article Cover

You can also modify the indexing information supplied by the author.

Figure 6.15. Indexing

Indexing

Next, you can modify the supporting agencies included by the author.

Figure 6.16. Supporting Agencies

Supporting Agencies

Finally, you can determine whether or not the author names should display in the Table of Contents. This is typically controlled by the Journal Section policy, but it can be overridden here. For example, you may have set your Editorial section to not display author names, but one issue will have a special editor and you do want her name to appear. Use this feature to allow for this.

Figure 6.17. Display Options

Display Options

Remember to hit the Save Metadata button. For further information on working with submissions, see Section Editor.

2.2. Searching Submissions

As an Editor you can search through all submissions from your Editor Home page. Between your Submissions queues and your Issues options is a comprehensive search field: you can use it to search against a submission title, or against any user associated with the submission; you can also use it to search for submissions that were submitted, copyedited, layout edited, or proofread between any given date range.

Figure 6.18. Searching Submissions

Searching Submissions

2.3. Issues

As an Editor you have four issue-specific pages available: Create Issue, Notify Users, Future Issues, and Back Issues.

Figure 6.19. Issues

Issues

Only Editors can create issues and publish issues. Section Editors can add (schedule) submissions to an existing issue, but they cannot create an issue.

It is the Editor's responsibility to check that all edited material has been proofread by the Author and (optionally) by a Proofreader.

The Editor can arrange journal section and article order for each issue; can modify issue data like volume and number information, issue details and cover images, and so on.

The Editor is also the only one who may remove published material from a Table of Contents.

Finally, the Editor is the only person who can send out a notification email to all registered Readers, notifying them of a new issue.

Note

Journal content can be published in bundled issues in traditional volume/number/year format, or can be published as soon as they are ready by adding finished submissions to the 'current' issue. See Publication Scheduling for more information on configuration options.

2.3.1. Create Issue

To create an issue, you must select the Create Issue link. The resulting page has three sections: Identification, Access, and Cover.

Identification

The issue needs to be identified with the appropriate numbers and/or title, depending on the option chosen in Publication Setup (e.g., Vol 2, No 5, 2008). While the system will prompt the Editor with the next issue each time an issue is created, the Editor can override these settings and enter a new set of numbers or a different year. You also have the opportunity to add a special title and description for the new issue.

Figure 6.20. Issue Identification

Issue Identification

Cover

You can also upload a cover illustration for the journal, in the form of a .jpg, .png or .gif file. This file will be posted on the Table of Contents as a cover page. It will appear on the journal's homepage while the journal issue is Current, and can be clicked on to reach the Table of Contents for that issue. Once the issue is archived, the cover will remain available with the issue through the Table of Contents.

Figure 6.21. Issue Cover

Issue Cover

2.3.2. Access

If your journal has enabled subscriptions, you will next see an Access section, where you can set the status of the issue (open, subscription) and an open access date (if applicable).

Figure 6.22. Issue Access

Issue Access

2.3.3. Notify Users

You can send an email notification to all users associated with your journal by clicking the Notify Users link. Before sending the email, you can choose to have the email sent only to those who have indicated they wish to receive notifications regarding newly-published material (this option is available in a user's Profile), or to all users associated with your journal -- Journal Managers, Editors, Authors, Readers, and so on. You can also opt to include the table of contents of an issue. Finally, you have one more chance to edit the prepared email template before it is sent.

Figure 6.23. Notify Users Email

Notify Users Email

2.3.4. Future Issues

The Future Issues are where the Editor schedules submissions that are to be published next and into the future. The Editor may wish to ensure that there are always two or three unpublished issues, which enables submissions to be scheduled over a couple of issues (for reasons of balance, for example). Once an issue is created, it appears in the Future Issues list. A planned special issue is another example of a future issue.

Every entry in the Future Issues list displays the issue title and as it was created by the Editor and as it will appear online; the number of items (edited submissions that have been scheduled with that particular issue; and a Delete option. clicking Delete will remove the issue from the Future Issues list, and all scheduled submissions will revert to their original unscheduled status (they will not be archived or deleted, nor will they be resubmitted for review: they will remain in Editing, but will have to be rescheduled).

Figure 6.24. Future Issues

Future Issues

Table of Contents

Clicking on an issue title in the Future Issues list will take you the issue's Table of Contents, Issue Data and Preview Issue pages.

Clicking the Table of Contents link will display all submissions that have been scheduled against that issue, enveloped within their respective journal sections (e.g., Articles, Commentary, etc.). By default, journal sections are ordered as they have been ordered by the Journal Manager in the Journal Sections configuration pages; articles are ordered by the date they have been scheduled. You can reorganize the order of both the journal sections and the articles by clicking the up and down arrows next to each item or by single-clicking and dragging an element with your mouse.

Rearranging journal sections in one issue will not affect the order of already-published issues, and future issues will still default to the Journal Manager's prescribed order. After making changes, make sure to click the Save button at the bottom of the page.

Figure 6.25. Table of Contents

Table of Contents

Every submission entry in the Table of Contents displays the submission title as a link: clicking the link will take you to the submission's Summary, Review, Editing and History pages. There is also a checkbox you can check to remove the submission from that particular issue. Removing a submission from an issue will not delete or archive the submission: it will only 'deschedule' it, and you will have to reschedule it from its Editing page, or archive it from its Summary page.

The 'Proofed' column shows which submissions have had the Author sign off on the final galley copy via the Proofreading process. Your journal may not rely on proofreading online, but this is a handy check to see whether Authors have had a final say on how their work has been represented.

Finally, you have the Publish Issue button at the bottom of the unpublished Table of Contents. Clicking this will publish the issue, moving it from the Future Issues list to the Back Issues page and promoting it to Current status on the website. The issue will also be listed in the journal's Archives page.

Issue Data

The Issue Data page allows you to edit any of the information you entered when creating an issue.

Figure 6.26. Issue Identification

Issue Identification

Preview Issue

You can preview an issue layout and associated information by clicking the Preview Issue link. You should do this to double-check that the article and section orders looks ok, and that the issue data looks as it should.

Figure 6.27. Issue Preview

Issue Preview

2.3.5. Back Issues

The Back Issues page lists issues that have already been published, including the Current issue. There are three differences between this page and the Future Issues page listing: this page shows the issues' publication dates; you can re-order back issues up and down (which will affect the order in which they are displayed in the Archives); and you can assign any of the published issues to be the Current issue by choosing from the dropdown menu near the bottom and pressing Record.

Figure 6.28. Back Issues

Back Issues

Clicking on any issue title in the Back Issues listing will bring you to that title's Table of Contents page, which is exactly the same as the Table of Contents available for Future Issues. Similarly, you also have access to the issue's Issue Data page. As the issue has already been published, you do not need -- or have -- a Preview Issue option.