The transmittal form has two parts: a list of source files that make up the submission and a list of the metadata associated with the submission.
The source files that make up the submission are those configured as "Publisher gets File" in the Article Type settings.
The list of metadata includes fields populated with the submission and Corresponding Author metadata configured to be displayed on the form. In addition, any configured publication-specific fields appear with text boxes that can be completed/edited on the transmittal form (by users with appropriate permissions).
Editor and Publisher roles (with permission) may make corrections to the transmittal form, i.e., edit metadata or replace source files with corrected ones. Editor and Publisher roles (with permission) may also release the submission to production, and, if necessary, re-release the submission (due to failed transmittal or required corrections).
Editor roles with permission to view the transmittal form can access it via the Link to Transmittal Form link on a submission's Details page. After a submission's Final Disposition has been set, an Action link also appears for the submission in the All Submissions with Final Disposition folder.
The Publisher role and/or production department (with appropriate permissions) can also view the transmittal form after the submission's status is changed at the Final Disposition Accept event. The transmittal form can be accessed through the Details page (if the Publisher role has permission to view Details) and through an Action link for the submission in the Publisher's Accepted Submissions folder.
Editors and Publishers (with appropriate permission) see a Confirm Accept and Release to Production Button at the bottom of the completed transmittal form. This enables them to send the completed transmittal form and the source files to an automated production system.
The Publisher role (with appropriate permissions) also has the ability to re-release the transmittal form to production. Unlike the Editor role, the Publisher role is allowed to release the transmittal form to production multiple times, if necessary.
Note: Editor roles cannot edit or alter the transmittal form once the submission has been given a final disposition and released to production. The Publisher role can enter additional information into the transmittal form, as well as re-release the transmittal form and submission.
Editor roles (with permission) can release the transmittal form to an automated production system when the status is changed at the ActionManager events, Final Disposition Accept or Final Disposition Accept on Submission events. With additional permission, an Editor may re-release a transmittal form to an automated system after one of these final disposition has been set (e.g., if the original transmittal failed).
Publisher role (with permission) can only release the transmittal form to the automated production system after status change from one of the ActionManager events, Final Disposition Accept or Final Disposition Accept on Submission.
The merge field, %TRANSMITTAL_FORM% inserts the submission metadata from the current transmittal form. The merge field is primarily used in email notifications sent to the Publisher (and other roles) triggered by the ActionManager events, Final Disposition Accept or Final Disposition Accept on Submission, but the field may be used in any letter associated with a submission.
If any non-required information is not known at the time of setting final disposition and transmittal, then that information may be entered into the system at a later date. A Publisher or Editor role (with permission) may enter data after final disposition has been set.
Note: The production department will not be aware of any changes made to the transmittal form or the source files after final disposition if they are not notified. The Publisher role/production department should be notified of changes (outside the EM system).
to configure:
The field must be configured to display on the Details page and permissions granted to use it.
Go to PolicyManager > General Policies > Define Details Page Layouts. Select the applicable layout and click the Edit link. Use the Select Items to Display link. In the Links section, check the box next to the setting, Transmittal Form. For detailed instructions, see Configure Details Page.
Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:
Go to RoleManager > Publisher Role. Grant permissions to the applicable Publisher roles:
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