Uploading Posters/Papers

[tshore]

I am running a 2.1.2 conference and the director just informed me that they want the presenters to be able to upload their presentations (ie. their poster or a paper associated with their talk). Abstract submissions have closed and all of the presentations have been posted. No problem, I say. I go into the conference management pages and I select "Abstract followed by presentation" along with "Post abstracts once the abstract review has been completed". So I go and login as an author to check it out, but I don't see anywhere that allows me to upload a paper/poster. Now it looks as if I can upload a Supplementary File, despite the fact that I didn't check "Supplementary files can be submitted with abstracts and presentations", but I'm pretty sure that's not what is supposed to happen. Help please.

[jmacgreg]

Hi Trudy,

Previously-submitted presentations won't have their submission type changed when you change Conference Setup, as their submission process has presumably already started, but you can change this in the db -- see viewtopic.php?f=13&t=4221 for details.

Cheers,
James

[tshore]

I tested a single paper - setting review_mode = 3 and then logging in as that user. Is this where we are supposed to upload papers: Upload Author Version under Director Decision?

[tshore]

So is "Upload Author Version" the right place to upload the paper? Their conference is next week, so I would like to be able to get them an answer asap.

Thank you.

[jmacgreg]

HI Trudy,

That is correct. Judging from the confusion in this thread and in viewtopic.php?f=3&t=6056&p=23181#p23181 (which includes a more complete description of the process), this needs to be clarified in the template. I'd recommend editing the locale file so that it's as clear as can be. Would you mind filing a bug report with the change that you would recommend for this to be as clear as possible? We'll fold it into the code base.

Cheers,
James

[tshore]

Now that we've uploaded a few papers, how do we get to see them? I can't see a paper even when logged in as a Director?

User > Director > Submissions > #192 > Paper Review

Nor is it available when viewing the presentation. For example:

https://www.devpsych.ca/ocs/index.php/d ... r/view/192

I have set:

Website Posting
Accepted papers: May 13, 2010

I tried clicking on:

Close comments (activate Reading Tools)

but that didn't seem to help.

I also tried clicking on:

» Conference Manager » Reading Tools

but I got a blank page.

What do I need to do in order to make these uploaded papers accessible?

[jmacgreg]

Hi Trudy,

Have you clicked the "Complete" button; and uploaded a galley file under Layout?

Cheers,
James

[tshore]

I don't get it? The author already uploaded the "Author Version". How do I upload a galley? And why?

And should I be reading this somewhere instead of bugging you guys?

[jmacgreg]

Hi Trudy,

The Author version has nothing to do with galley proofs -- it's the author's final revised version before layout typically commences. Directors are the only people able to upload final galleys, as a) authors aren't typically required to provide galley-level proofs; and b) the Director really should have final say over what appears publicly on the site.

OCS in an Hour has some information on how to upload galley files (p. 73; 77), as does the OCS Quick Guide (p. 16), so yes, given that we're fairly busy with support requests, you would probably find it quicker to search or browse those documents for finding some non-technical answers. I'm guessing the same question has already been answered on the forum, in which case a search might turn something up. However, we are a bit out of date with our OCS documentation (soon to be remedied), and sometimes answers are hard to find; so we don't mind the questions, even if it takes some time for us to get to them.

Cheers,
James

[tshore]

I guess I'm just a bit confused. For a conference, we just want authors to be able to upload their presentations (ie. their actual poster, maybe their powerpoint presentation - not sure, or an actual paper that goes with their talk). I'm sure that we've done this in the past and we didn't have to do anything as directors?

[jmacgreg]

Hi Trudy,

That workflow doesn't ring a bell for me -- possibly an option in OCS 1.x, which I haven't touched in a number of years now.

Cheers,
James

[tshore]

I realize that OCS is based on OJS, but running a conference is not exactly the same as running a journal. I have looked at OCS in an Hour (I'm working more along the lines of OCS in 10,000 hours - slow learner, I guess) and I see how to upload a galley proof. My question is, if an author has uploaded an "author version" and I want to make that available on the website, exactly what do I have to do? Do I need to download the author version and then re-upload it as a galley proof? For 200-300 presentations, this could make for a lot of work...

Correction: When logged in as the director assigned to a presentation that the author has uploaded an author version for, I can't even see that the author has uploaded anything? So, I wouldn't even be able to do what I proposed above (downloading the author version and re-uploading it as a galley proof)?

[jmacgreg]

Hi Trudy,

I checked with Kevin, and he recalled that the 1.x line did allow the author's final version to be posted online without any checks. I've added a feature request for this (and another workflow type that I think could be handy) here: http://pkp.sfu.ca/bugzilla/show_bug.cgi?id=5443. Please feel free to CC yourself for future updates. But yes, for the time being you'll have to manually upload the presentation files.

You should be able to see the author's last version by logging in as a Director, and viewing the submission's Paper Review page. Under Director Decision you should see all of the paper revisions listed (Reviewer Version; Author Version; Director Version). You'll have to download the one you want published, and then upload it as a galley file under Layout.

Cheers,
James

[tshore]

Thank you for checking into that for me.

I cannot see the Author's Version where you said it should be. I have attached two screen shots showing that it has been uploaded on the author's page and that it's not available on the director's page.

Picture 12.png (66.05 KiB) Viewed 2812 times

The attachment Picture 13.png is no longer available

[tshore]

Any ideas why I can't see the author's version from the director's pages? My conference organizer has been waiting over 3 weeks for me to get this working for them...