The tables in this guide provide information on ActionManager events as shown on the Document Status page. Each table includes:
Some document statuses are required (as noted in the tables). All status expressions (except NO CHANGE) are editable, but it is strongly advised that the system's default terms or something very similar be used. Terms can be created for new steps in custom workflows. Alternative user-facing terms that Authors see may be created for some status expressions.
Each document status term is also associated with a Role family, which is responsible for the submission when it has the related status in the workflow. (For example, the event "New Submission Sent to Publication" may be associated with the status term SUBMITTED TO PUBLICATION; associating this term to the Editor Role family denotes that an Editor is responsible for the next step in the workflow for this submission.)
Note: Some events are feature dependent. They will appear in ActionManager only when the feature is enabled for the publication site.
Quick reference tables:
Editor Receives Submission Events
Editor Edits Submission Events
Editor Decision and Final Disposition Events
Publisher Edits Submission Events
For most registration events, a letter should be configured for the Author role only (except where indicated). If other roles are configured to receive a letter, then all users with that role receive the letter each time the event is triggered. For example, if a notification of the new registration is configured in an Editor role for the New User Registers event, then all users in that Editor role will get a letter whenever someone registers on the system. (Editor roles can be defined in RoleManager for these specific responsibilities.)
|
EVENT |
DESCRIPTION OF EVENT |
STATUS EXPRESSION |
|
New user registers |
Trigger: New user registers on EM Submission status impact: No Email triggered: Yes Suggested recipients: Author role and specific Editor role(s) responsible for monitoring new registrations Other information: A letter informing Editor/editorial staff of new registration can be configured in the appropriate role. |
NO CHANGE |
|
Forgot username or password |
Trigger: User requests login help for forgotten username and/or password Submission status impact: No Email triggered: Yes Suggested recipients: Author role and specific Editor role responsible for monitoring these requests for security reasons Other information: A letter informing Editor/staff of the login information request can be configured in the appropriate role. |
NO CHANGE |
|
Forced username change |
Trigger: User registers/logs into a publication site that shares people data with other publications, and the username is already active and associated with a different email address Submission status impact: No Email triggered: Yes Suggested recipients: Author role Other information: This event only pertains to sites using the Inter-Journal Resource Sharing feature. |
NO CHANGE |
|
Merged duplicate users |
Trigger: Editor uses the Merge Duplicate User feature to combine two user records belonging to the same person Submission status impact: No Email triggered: Yes Suggested recipients: Author role and specific Editor role responsible for user records Other information: A letter informing an Editor/staff of merged record can be configured in the appropriate role. |
NO CHANGE |
|
User is made inactive |
Trigger: Editor uses the Inactive User feature to retire a user from the system (The record is archived but no longer accessible) Submission status impact: No Email triggered: Yes Suggested recipients: Author role and specific Editor role responsible for user records Other information: A letter informing an Editor/staff of merged record can be configured for the appropriate role. |
NO CHANGE |
|
Proxy register new user |
Trigger: Editor uses the Proxy Register feature to register a new user Submission status impact: No Email triggered: Yes Suggested recipients: Author role and specific Editor role responsible for monitoring new registrations Other information: A letter informing Editor/staff of new registration can be configured in the appropriate role. |
NO CHANGE |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
Incomplete submission by Author |
Trigger: Author begins (without finishing) entering a submission or opts to edit a submission after building PDF Submission status impact: Yes (A submission record is created, but the submission status is INCOMPLETE.) Email triggered: No Other information: An INCOMPLETE submission is any that has at least a title (it may have other metadata or uploaded files), but no PDF has been built. It is not submitted to the editorial office. It remains in the Author's Incomplete Submissions folder until the user completes the submission or removes it from the system. |
INCOMPLETE (required)
|
|
Author removes submission |
Trigger: Author clicks the Remove Submission link to delete a submission from the system Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: While no letter is required at this event, a confirmation of the removal might be sent to the Author as a matter of record. |
REMOVED BY AUTHOR or DELETED BY AUTHOR (suggested)
|
|
Building PDF for Author |
Trigger: Author clicks Approve Submission link Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: No letter is required (the PDF build will probably be completed before the email is received); the status change and email may help the Author understand what is happening to the submission. |
BUILDING PDF (suggested) |
|
Author PDF build error |
Trigger: An error occurs, preventing completion of the PDF build (on initial or revised submission) Submission status impact: Yes (The status is ERROR; this status should not be reconfigured.) Email triggered: Yes Suggested recipients: Author role Other information: The letter should inform the Author of the error and advise checking the uploaded files to verify they are an acceptable format and not corrupted. |
ERROR (required) |
|
Original PDF built by Author |
Trigger: Successful build of Author PDF for initial submission (not a revision) Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: This event is relevant only to Author submission process. The status change to NEEDS APPROVAL prompts Author to view and approve/edit/remove it. The PDF must be viewed and approved before it is sent to the editorial office. |
NEEDS APPROVAL (suggested) |
|
Revised PDF built by Author |
Trigger: Successful build of Author PDF for revised submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: This event is relevant only to Author submission process. The status change to REVISION NEEDS APPROVAL prompts Author to view and approve/edit/remove it. The PDF must be viewed and approved before it is sent to the editorial office. This applies to submissions that have been revised after going through peer review process. |
REVISION NEEDS APPROVAL (suggested) |
|
Author returns submission to publication |
Trigger: Author clicks Approve Submission (or Approve Revision) link for a manuscript that was sent back to Author Submission status impact: Yes (reverts to previous status) Email triggered: Yes Suggested recipients: Author role, Editor role (Only Editors previously connected to the submission receive a letter.) Other information: The submission, returned to the Author by an Editor (using the Send Back to Author link), reverts to the status it had before being returned to the Author. |
NO CHANGE |
|
Submission returned to publication via Ingest |
Trigger: A submission that was sent back to Author is successfully received back into EM via EM Ingest. Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Editor roles (Only the Special Relationship Editor and Editors with applicable role in the chain for the current revision, if any, receive a letter associated with this event in ActionManager.) Other information: A separate AdminManager configuration is used to identify an individual Editor to receive notification of this event. See Configure Submission Ingest. |
SUBMISSION RETURNED VIA INGEST |
|
Submission received via Ingest |
Trigger: A submission is successfully received via EM Ingest. Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: A separate AdminManager configuration is used to identify an individual Editor to receive notification of this event. See Configure Submission Ingest. |
SUBMISSION RECEIVED VIA INGEST> |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
Author declines to revise |
Trigger: Author clicks the Decline to Revise link Submission status impact: Yes Email triggered: Yes Suggested recipients : Editor role (with permission to receive submissions). The notification goes to all users with the Editor role; at the time an Author declines to revise no Editor is assigned to the submission. Other information: The Author can undo this action by clicking the Reinstate Submission link from the Declined Revisions folder on the Author Main Menu. Reinstatement is only available before the publication sets the submission’s Final Disposition to Withdrawn. |
AUTHOR DECLINES TO REVISE or WITHDRAWN (suggested)
|
|
Revision due date changed |
Trigger: Editor changes the revision due date on the submission's Details page Submission status impact: No Email triggered: Yes Suggested recipients: Author role (Corresponding Author receives the configured email.), Editor roles (Only the Special Relationship Editor and last Handling Editor from the previous version receive emails.) Other information: Technically, no Editors are assigned to a submission out for revision; the last Handling Editor from the previous version is retained until the revision is received and assigned to others. |
NO CHANGE |
|
Author reinstates declined revision |
Trigger: Author clicks the Reinstate Submission link Submission status impact: Yes (reverts to previous status) Email triggered: Yes Suggested recipients: Author role, Editor role Other information: If the publication as already set final disposition to Withdrawn, then the Author cannot reinstate the submission using the link. The Author must contact the editorial office to request that the submission be reinstated. (See the Initiate Rebuttal event in the Editor Decision and Final Disposition Events table.) |
NO CHANGE |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
Create proposal |
Trigger: Editor clicks the Initiate Proposal link Submission status impact: Yes Email triggered: Yes Suggested recipients: Any Editor role that needs to know when a proposal has been created (such as a Managing Editor or editorial staff) Other information: This event only pertains to publications using the Initiate Proposal functionality. |
INITIATE PROPOSAL (suggested)
|
|
Invite Authors for proposal |
Trigger: Editor invites Author after initiating the proposal Submission status impact: The status change is applied to the proposal. Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when Authors are invited to submit related to a proposal (such as an Editor who initiates proposals and/or to the Handling Editor of the proposal) Other information: This event only pertains to publications using the Initiate Proposal functionality. |
NO CHANGE
Proposal status: AUTHOR INVITED
|
|
Author assigned (not invited) for proposal |
Trigger: Editor directly assigns Author after initiating the proposal Submission status impact: The status change is applied to the proposal. Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when Authors are invited to submit related to a proposal (such as an Editor who initiates proposals and/or to the Handling Editor of the proposal) Other information: This event only pertains to publications using the Initiate Proposal functionality. |
NO CHANGE
Proposal status: AUTHOR ASSIGNED |
|
Solicit commentary on submission |
Trigger: Editor invites an Author to submit a commentary on an already-submitted manuscript Submission status impact: No Email triggered: Yes Suggested recipients: Author role and Editor roles (Handling Editor and any Special Relationship Editor of the parent submission) |
NO CHANGE |
|
Author assigned (not invited) for commentary
|
Trigger: Editor directly assigns an Author to submit a commentary on an already-submitted manuscript Submission status impact: No Email triggered: Yes Suggested recipients: Author role and Editor roles (Handling Editor and any Special Relationship Editor of the parent submission) |
NO CHANGE |
|
Invited submission due date changed |
Trigger: Editor changes the invited submission due date for a commentary or a submission related to a proposal on the parent submission's Details page Submission status impact: No Email triggered: Yes Suggested recipients: Author role, Editor roles (Special Relationship Editor and current Handling Editor for the parent submission) |
NO CHANGE |
|
Uninvite Author |
Trigger: Editor clicks the link to uninvite an Author previously invited to submit a commentary or a submission related to a proposal Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when an Author is uninvited (such as the Special Relationship Editor and current Handling Editor for the parent submission) |
NO CHANGE |
|
Author unassigned after accepting invitation
|
Trigger: Editor clicks the link to unassign an Author who previously accepted an invitation to submit a commentary or a submission related to a proposal Submission status impact: No Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when an Author is unassigned (such as the Special Relationship Editor and current Handling Editor for the parent submission) |
NO CHANGE |
|
Author unassigned after assignment
|
Trigger: Editor clicks the link to unassign an Author who previously accepted an invitation to submit a commentary or a submission related to a proposal Submission status impact: No Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when an Author is unassigned (such as the Special Relationship Editor and current Handling Editor for the parent submission) |
NO CHANGE |
|
Promote alternate Authors |
Trigger: Alternate Author is promoted, either manually by an Editor or automatically by the EM system Submission status impact: No Email triggered: Yes Suggested recipients: Author role and any Editor role that needs to know when an Author is invited by promotion (such as Handling Editor for the proposal/parent submission or Special Relationship Editor) Other information: If there are Reviewers on the parent submission, a letter might also be configured to go to these Reviewers. |
NO CHANGE |
|
Author agrees to invitation |
Trigger: Author clicks Agree to Submit link to accept invitation Submission status impact: No Email triggered: Yes Suggested recipients: Author role, any Editor role that needs to know when Author accepts invitation (such as Handling Editor for the proposal/parent submission) Other information: If there are Reviewers on the parent submission, a letter might also be configured to go to these Reviewers. |
NO CHANGE |
|
Author declines invitation |
Trigger: Author clicks Decline to Submit link to decline invitation Submission status impact: No Email triggered: Yes Suggested recipients: Author role, any Editor role that needs to know when Author declines an invitation (such as Handling Editor for the proposal/parent submission) Other information: If there are Reviewers on the parent submission, a letter might also be configured to go to these Reviewers. |
NO CHANGE |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
New submission sent to publication |
Trigger: Author submits a new manuscript or Editor submits a manuscript and does not set final disposition as Accept on Submission. Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Editor roles (with permission to receive submissions) Other information: If the publication is configured to use the Autonomous (Direct to) Editor feature, the Editor to whom the submission is sent receives the notification. If an Editor submits a manuscript and sets final disposition to Accept on Submission, email is not triggered. |
SUBMITTED TO PUBLICATION or RECEIVED BY JOURNAL (suggested)
|
|
New child submission sent to publication |
Trigger: Author submits a commentary on an already-submitted manuscript or a submission related to a proposal Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Editor roles (such as Handling Editor and Special Relationship Editor of the parent submission) Other information: If the publication is configured to use the Autonomous (Direct to) Editor feature, the Editor to whom the submission is sent receives the notification. |
SUBMITTED TO PUBLICATION or RECEIVED BY JOURNAL (suggested)
|
|
Revised submission sent to publication |
Trigger: Author submits revised manuscript Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Editor roles (with permission to receive submissions) Other information: If the publication is configured to use the Autonomous (Direct to) Editor feature for revised submissions, the Editor to whom the revision is sent receives the notification. |
REVISION SUBMITTED TO PUBLICATION or REVISION RECEIVED BY JOURNAL (suggested)
|
|
Revision received via Ingest |
Trigger: A revised submission is successfully received via EM Ingest. Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Editor role (Only the Special Relationship Editor receives a letter associated with this event in ActionManager.) Other information: A separate AdminManager configuration is used to identify an individual Editor to receive notification of this event. See Configure Submission Ingest. |
REVISION RECEIVED VIA INGEST |
|
Submission transferred to publication |
Trigger: The publication receives a submission transferred from another publication, using the Transfer Submission feature Submission status impact: Yes Email triggered: No |
TRANSFERRED SUBMISSION RECEIVED (required) |
|
Notify Other Authors |
Trigger: Author clicks the Approve Submission link for a new or revised submission; or Editor clicks the Transfer Complete link on a transferred submission Submission status impact: Yes Email triggered: No Suggested recipients: Author role (Emails are sent to all Other Authors identified on the submission.) Other information: Editor and Publisher roles can also be configured to receive letters. |
NO CHANGE |
|
Editor – Remove submission |
Trigger: Editorial office removes a submission from the system Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: Only new submissions that have not been assigned a manuscript number and/or an Editor can be removed. This mechanism allows publications to remove submissions that should not have been submitted. |
REMOVED BY EDITOR or DELETED BY EDITOR (suggested) |
When an Editor clicks the Edit Submission action link, the submission can follow two different status pathways at the same time: the regular Document Status path (moving on to peer review) and the Edit Submission Status path. The Edit Submission Status path is limited to the events below, except for the Submission Sent Back to Author event; Submission Sent Back to Author is a Document Status event that triggers a response from the Author.
These status expression terms may be edited (in PolicyManager > Change Edit Submission Status). Statuses are noted as suggested or required. Where status is required, the wording may still be edited to fit the publication's lexicon.
|
EVENT |
DESCRIPTION OF EVENT |
SUBMISSION STATUS EXPRESSION |
|
Incomplete submission by Editor |
Trigger: Editor begins (without finishing) the Edit Submission process and does not build the PDF Submission status impact: No Email triggered: No Other information: An Editor creates an INCOMPLETE submission by not building a PDF or when the PDF build produces an error (Editor PDF build error).The Document Status term used for Incomplete Submission by Author must not be used for this event. |
INCOMPLETE WITH EDITOR (required)
|
|
Editor PDF build error |
Trigger: An error occurs, preventing completion of the Editor PDF build Submission status impact: No Email triggered: Yes Suggested recipients: Editor role Other information: The letter should inform the Editor of the error and advise checking the uploaded files to verify they are an acceptable format and not corrupted. |
ERROR WITH EDITOR (required) |
|
Building PDF for Editor |
Trigger: Editor clicks the Approve Submission link to build the PDF Submission status impact: No Email triggered: Yes Suggested recipients: Editor role Other information: No letter is required. (The PDF build will probably be completed before the email is received.) |
BUILDING PDF FOR EDITOR (suggested) |
|
Original PDF built by Editor |
Trigger: Successful build of Editor PDF of an initial submission (not a revision) Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles (Editor who built the PDF and Special Relationship Editor) Other information: This event is relevant only to Editor's Edit Submission process. The status change to PDF NEEDS EDITOR APPROVAL prompts Editor to view and approve/edit the PDF or revert to Author version. The PDF must be viewed and approved before it moves ahead in workflow. |
PDF NEEDS EDITOR APPROVAL (suggested) |
|
Revised PDF built by Editor |
Trigger: Successful build of Editor PDF for a revised submission Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles (Editor who built the PDF and Special Relationship Editor) Other information: This event is relevant only to Editor's Edit Submission process. The status change to PDF NEEDS EDITOR APPROVAL prompts the Editor to view and approve/edit the PDF or revert to Author version. The PDF must be viewed and approved before it moves ahead in workflow. |
REVISED PDF NEEDS EDITOR APPROVAL (suggested) |
|
Submission sent back to Author |
Trigger: Editorial office clicks the Send Back to Author link Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: The submission may be returned to the Author for approval of additions/deletions/replacement of items or to request additional information if the submission is incomplete (i.e., before or during technical check). A submission cannot be sent back to the Author if it has already been assigned to an Editor. |
SENT BACK TO AUTHOR (required) |
|
Editor approve edited submission |
Trigger: Editorial office clicks Approve Submission link Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor role Other information: Email not required; if configured it is sent to the Editor role approving the submission. The editorial office may make additions/deletions/replacement of items and opt not to send it back to the Author but instead approve it directly. |
EDITOR APPROVED EDITED SUBMISSION (required)
|
|
Revert edited submission |
Trigger: Editorial office clicks Revert Submission link (after building or attempting to build an edited PDF) Submission status impact: No Email triggered: Yes Suggested recipients: Editor role Other information: The editorial office may need to revert to the Author's initial PDF file after editing it (e.g., if a building error occurs with the edited PDF). Email not required; if configured it is sent to the Editor role reverting the submission PDF. The editorial office may make additions/deletions/replacement of items and opt not to send it back to the Author but instead approve it directly. |
REVERT EDITED SUBMISSION (required)
|
|
Automatic PDF build error – Required information missing |
Trigger: The automatic PDF build process for an ingested or incoming transferred submission could not be completed. Submission status impact: No Email triggered: Yes Suggested recipients: Editor (See below) Other information: A separate AdminManager configuration is used to identify an individual Editor to receive notification of this event. See Configure Submission Ingest. |
NO CHANGE |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
Editor assigned (not invited) |
Trigger: Editor assigned directly to a submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor role receiving the assignment Other information: Only the Editor being assigned can receive an email. To notify other Editors, use the "Editor Assigned" Notification event (below). |
WITH EDITOR (suggested)
|
|
Editor invited for assignment |
Trigger: Editor invited to handle a submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor role receiving the invitation Other information: All Editors in the Editor chain and the Special Relationship Editor also receive emails configured for this event. |
EDITOR INVITED (suggested)
|
|
Editor agree to assignment |
Trigger: Invited Editor clicks "Yes I will take this assignment" action link Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (roles in Editor chain and Special Relationship Editor) |
WITH EDITOR (suggested) |
|
Editor declines invitation of new submission |
Trigger: Invited Editor clicks "No I will not take this assignment" action link Submission status impact: Yes (The status is ERROR; this status should not be reconfigured.) Email triggered: Yes Suggested recipients: Role that initiated the invitation (usually editorial staff/Special Relationship Editor) Other information: This event is different from the Editor Declines Invitation from an Editor event (below). This event applies to new submissions/revisions not yet assigned to any Editor. |
EDITOR DECLINED INVITATION (required) |
|
Editor declines invitation from an Editor |
Trigger: Editor, invited by another Editor, clicks "No I will not take this assignment" action link Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (Editor who sent the invitation and the Special Relationship Editor) Other information: This event is different from the Editor Declines Invitation of New Submission event (above). This event applies to new submissions/revisions already assigned to an Editor, who is reassigning the submission. |
EDITOR DECLINED INVITATION (required) |
|
"Editor assigned" notification |
Trigger: Editor assigned to a submission Submission status impact: No Email triggered: Yes Suggested recipients: Any Editor roles that need to monitor Editor assignments (e.g., Special Relationship Editor) Other information: This event is related to the Editor Assigned event (above) and is used to notify the editorial office and/or other Editors connected to a submission that the submission has been passed on to another Editor. |
NO CHANGE |
|
Uninvite Editor |
Trigger: An invited Editor clicks the "Yes I will take this assignment" action link Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles (any Editor with an open invitation to the assignment) Other information: This event applies to publications using the Suggest Editor feature. If a submission has multiple open invitations, the trigger is the first Editor to accept; all other Editors are automatically uninvited. Editors in the queue, who have not been invited, do not receive an email. |
NO CHANGE |
|
Editor unassigned |
Trigger: An Editor is unassigned from a submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor role (Notice goes to the Editor who made the assignment.) Other information: When an Editor cannot take an assignment (e.g., conflict of interest), assigning Editor or editorial office can undo the assignment. |
UNASSIGN EDITOR (required) |
|
Manuscript number assigned |
Trigger: Editorial office manually assigns a manuscript number (or one is automatically assigned by the system) Submission status impact: No Email triggered: Yes Suggested recipients: Author role, Editor roles Other information: Automatic manuscript number assignment can be configured to occur at submission or at first Editor assignment and when final disposition is set to Accept on Submission. |
NO CHANGE |
|
"Editor unassigned" notification |
Trigger: Editor is unassigned (by reassigning the submission or turning it back to a previous Editor) Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role, Reviewer roles, Editor roles (Special Relationship Editor) Other information: This event is used to send email notifications to Corresponding Author, Reviewers, other Editors in the chain, and editorial staff when an Editor has been unassigned. This event relates to the Editor Unassigned event (above). |
UNASSIGN EDITOR NOTIFICATION (required)
|
|
Editor redirected |
Trigger: Editor clicks Redirect to Other Editor link (in a Direct-to-Editor folder) Submission status impact: No Email triggered: Yes Suggested recipients: Editor role (Editor receiving the redirected assignment) Other information: The Editor redirecting the assignment is removed from the Editor chain. This event applies only to publications using the Direct-to-Editor configuration. |
NO CHANGE |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
|
EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
|
Request unregistered Reviewer |
Trigger: Editor sends Request Unregistered Reviewer letter to the editorial office Submission status impact: No Email triggered: Yes Suggested recipients: Editor role (Only the Editor role that assigned the first Editor in the chain, i.e., Special Relationship Editor can get the email.) Other information: Primarily for use by Editors who do not have proxy-registration permission. |
NO CHANGE
|
|
Reviewer invited |
Trigger: Editor sends invitation to Reviewer Submission status impact: Yes Email triggered: Yes Suggested recipients: Reviewer role, Editor role (The Special Relationship Editor may also receive email.) Other information: If the publication policy is that a submission is out for review as soon as the Reviewers are invited, then the UNDER REVIEW (or similar) status term should be used, and no status change should take place in the Reviewer Agree event. OR If the publication policy is that a submission is out for review after the first Reviewer agrees to do the review, then the REVIEWER INVITED (or similar) status term should be used, and a status change must take place in the Reviewer Agree event (below). |
UNDER REVIEW or REVIEWER INVITED (suggested)
|
|
Reviewer assigned (not invited) |
Trigger: Editor assigns a Reviewer Submission status impact: Yes Email triggered: Yes Suggested recipients: Reviewer role (only assigned Reviewer), Editor roles (Only the lowest Editor in the Editor chain and Special Relationship Editor can get this email.) |
UNDER REVIEW (suggested) |
|
Reviewer agree |
Trigger: Reviewer clicks the Agree to Review link Submission status impact: Depends on publication's workflow and configuration of Reviewer Invited event (above) Email triggered: Yes Suggested recipients: Reviewer role, Editor role (The Special Relationship Editor may also receive email.) Other information: If Reviewer Invited event (above) status is UNDER REVIEW, then NO CHANGE occurs with this event; if that status is REVIEWER INVITED, then status changes here to UNDER REVIEW. |
NO CHANGE or UNDER REVIEW (suggested) |
|
Reviewer decline |
Trigger: Reviewer clicks the Decline to Review link Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles Other information: Only the Handling Editor and Special Relationship Editor can get this email. |
NO CHANGE |
|
Review due date changed |
Trigger: Editor changes the review due date on the submission's Details page Submission status impact: No Email triggered: Yes Suggested recipients: Reviewer role, Editor roles (Handling Editor and Special Relationship Editor) |
NO CHANGE |
|
Uninvite Reviewers before agreeing to review |
Trigger: Editor clicks the Uninvite link (before the Reviewer has responded) or a Reviewer does not respond within the time limit of the invitation Submission status impact: No Email triggered: Yes Suggested recipients: Reviewer role (Reviewer being uninvited), Editor roles (Handling Editor and Special Relationship Editor) Other information: Reviewers can be manually uninvited or automatically uninvited by the system if they do not respond to an invitation within a predetermined number of days. Editors and editorial staff cannot receive emails with the name of the uninvited Reviewer. |
NO CHANGE |
|
Unassign Reviewers after agreeing to review |
Trigger: Editor clicks the Unassign link or a Reviewer does not submit a review within the time limit and is automatically unassigned Submission status impact: No Email triggered: Yes Suggested recipients: Reviewer role (Reviewer being uninvited), Editor roles (Handling Editor and Special Relationship Editor) Other information: Reviewers can be manually uninvited or automatically unassigned by the system if they do not submit their review within a predetermined number of days. Editors and editorial staff can receive emails, but not with the name of the unassigned Reviewer. |
NO CHANGE |
|
Promote alternate Reviewers |
Trigger: Editor clicks the Promote link next to an alternate Reviewer Submission status impact: Yes Email triggered: Yes Suggested recipients: Reviewer role, Editor role Reviewer role, Editor role (The Special Relationship Editor may also receive email.) Other information: Reviewers can be manually promoted or automatically promoted by the system if a first choice or linked Reviewer does not respond to the invitation within the predetermined time limit. Editors and editorial staff can receive emails, but not with the name of the promoted Reviewer. |
UNDER REVIEW or REVIEWER INVITED (suggested) |
|
Proposed Reviewer received from external database |
Trigger: Response received from external Reviewer finder. Submission status impact: No Email triggered: No Other information: All Editors/staff with access to a submission will see the Proposed Reviewers flag displayed when candidate information has been received. See External Reviewer Finder Feature. |
NO CHANGE |
|
Reopen review |
Trigger: Editor clicks the Reopen Review button Submission status impact: No Email triggered: Yes Suggested recipients: Reviewer role (the Reviewer whose assignment is reopened), Editor roles (Only the editorial staff that assigned the first Editor, i.e., the Special Relationship Editor, receives the email.) Other information: Document status for this event is NO CHANGE; however, if reopening the review causes the number of completed reviews to drop below the number of required reviews, the status may change to the configured status for Reviewer Agree, Reviewer Assigned (not Invited), or Reviewer Invited (depending on the workflow configuration). |
NO CHANGE |
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Review assignment completed |
Trigger: Reviewer submits review (clicks Submit Review to Editorial Office button) Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles (only the Special Relationship Editor and/or Editors in the assignment chain receive these notifications). |
NO CHANGE |
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Required reviews completed |
Trigger: Number of required reviews set for a submission are completed Submission status impact: No Email triggered: Yes Suggested recipients: Reviewer role (confirmation to submitting Reviewer), Editor roles (Only Handling Editor and editorial staff that assigned the first Editor can receive the email.) |
REQUIRED REVIEWS COMPLETE (suggested) |
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Required reviews reset |
Trigger: Editor increases the number of required reviews (on the Reviewer Selection Summary page) and number of completed reviews for a submission drops below the new requirement Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (Only Handling Editor and Special Relationship Editor can receive the email.) |
UNDER REVIEW (suggested) |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
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EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
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Editor decision |
Trigger: Editor submits a decision (not the final disposition) on a submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles Other information: Special Relationship Editor and all Editors in the Editor chain above the user making the decision can receive emails. This event does not send decision notification to the Author and does not change submission status to Accept/Reject/Revise. This event notifies others of this Editor's decision, at which time another Editor (higher on the chain) must make a decision or the editorial office must send the decision letter to the Author. Reviewers may also be notified of the Editor decision using this event. (The Editor Decision event may be further customized in PolicyManager > Editor Decision Policies > Edit Editor Decision Terms.) |
DECISION IN PROCESS (suggested)
ACCEPT REJECT REVISE (suggested) |
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Rescind decision |
Trigger: Editor rescinds another Editor's decision (using the Rescind Decision action link) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (that should be made aware of a rescinded decision) Other information: Some publications operate with multiple levels of Editors in decision-making chain; a lower-level interim decision can be rescinded by an authorized Editor at the same or higher level, as long as no further action has been take on the submission. Final decisions, made by the top level of the Editor chain, can also be rescinded. |
DECISION RESCINDED (required) |
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Publication charges payment requested |
Trigger: Trigger may be at Author Notification of Editor Decision or at final disposition of Accept/Accept and Transmit/Accept for Extraction Submission status impact: No Email triggered: Yes Suggested recipients: Author role, Editor roles (Special Relationship Editor and roles in Editor chain) Other information: Once triggered, a submission's APC status is set to IN PROCESS. (Publication charges functionality must be enabled by Aries and configured in PolicyManager.) |
NO CHANGE |
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Publication charges payment complete |
Trigger: Twice daily batch process (system automated) Submission status impact: No Email triggered: Yes Suggested recipients: Author role, Editor roles (Special Relationship Editor and roles in Editor chain) Other information: Once triggered, a submission's APC status is set to COMPLETE – SUCCESSFUL or COMPLETE – UNSUCCESSFUL. |
NO CHANGE |
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Final disposition – Accept on submission |
Trigger: Editorial office (based on Editor decision) sets final disposition to Accepted on Submission or Editor submits "Editor Use Only" Article Type and sets final disposition to Accepted on Submission Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role (Corresponding Author), Publisher roles Other information: Editor and Reviewer roles cannot receive emails for this event. Status for this event should not be NO CHANGE. |
ACCEPTED ON SUBMISSION (suggested) |
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Final disposition – Accept |
Trigger: Editorial office sets final disposition to Accept (based on Editor decision) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor), Publisher roles |
COMPLETED or COMPLETE ACCEPT (suggested) |
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Final disposition – Reject |
Trigger: Editorial office sets final disposition to Reject (based on Editor decision) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) |
COMPLETED or COMPLETE REJECT (suggested) |
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Final disposition – Withdrawn |
Trigger: Editorial office sets final disposition to Withdrawn (Possible reasons: Author requests that the submission be withdrawn, Author fails to respond to a request to revise) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: Publications may also create notification to the Author, asking that the Author contact them if the submission is withdrawn in error. |
COMPLETED or COMPLETE WITHDRAWN (suggested) |
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Author agrees to transfer submission |
Trigger: Author clicks Agree to Transfer action link or deep link and selects a destination publication Submission status impact: Yes Email triggered: Yes Suggested recipients: Email recipients are limited to Corresponding Author and Editors with access to the submission (including Special Relationship Editor) Other information: This event pertains only to publications enabled to use the Transfer Submission feature and configured with a decision in the Reject and Transfer letter family. |
AUTHOR AGREES TO TRANSFER (required) |
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Author declines to transfer submission |
Trigger: Author clicks Decline to Transfer action link or deep link and selects a destination publication Submission status impact: Yes Email triggered: Yes Suggested recipients: Email recipients are limited to Corresponding Author and Editors with access to the submission (including Special Relationship Editor) Other information: This event pertains only to publications enabled to use the Transfer Submission feature and configured with a decision in the Reject and Transfer letter family. |
AUTHOR DECLINES TO TRANSFER (required) |
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Final disposition – Transfer |
Trigger: Editorial office sets final disposition to Transfer or Author accepts the Transfer option (on a Reject and Transfer decision) Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role (Corresponding Author), Editor roles (all participants in the Editor chain for all revisions of the submission), Reviewer roles Other information: This event pertains only to publications enabled to use the Transfer Submission feature. (A separate Transfer email to notify the receiving publication is configured when the Transfer Submissions feature is set up.) |
SUBMISSION TRANSFERRED (required) |
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Final disposition – Completed proposal |
Trigger: Editor sets final disposition on a completed Proposal (after all submissions related to the Proposal are submitted) Submission status impact: Yes Email triggered: Yes Suggested recipients: Email can be sent to any Editor role that needs to know when a Proposal is completed (e.g., Managing Editor, editorial staff) Other information: This event pertains only to publications using the Initiate Proposal functionality. |
COMPLETED PROPOSAL (required) |
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Final disposition – Withdrawn proposal |
Trigger: Editor sets final disposition on a Proposal to Withdrawn Submission status impact: Yes Email triggered: Yes Suggested recipients: Email can be sent to any Editor role that needs to know when a Proposal is completed (e.g., Managing Editor, editorial staff) Other information: This event pertains only to publications using the Initiate Proposal functionality. |
WITHDRAWN PROPOSAL (required) |
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Final disposition – Accept and transmit conference submission |
Trigger: Editorial office (based on Editor decision) sets final disposition of a Conference Submission to Accept and transmits the submission to production Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: This event pertains only to publications using Conference Submissions functionality. |
ACCEPT AND TRANSMIT CONFERENCE SUBMISSION (required) |
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Final disposition – Accept for extraction conference submission |
Trigger: Editorial office (based on Editor decision) sets final disposition of a Conference Submission to Accept and holds the submission (until all conference submissions are ready to send in a batch to production) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: This event pertains only to publications using Conference Submissions functionality. |
ACCEPT FOR EXTRACTION CONFERENCE SUBMISSION (required) |
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Final disposition – Reject conference submission |
Trigger: Editorial office (based on Editor decision) sets final disposition of a Conference Submission to Reject Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: This event pertains only to publications using Conference Submissions functionality. |
REJECT CONFERENCE SUBMISSION (required) |
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Final disposition – Withdrawn conference submission |
Trigger: Editorial office (based on Editor decision) sets final disposition of a Conference Submission to Withdrawn Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: This event pertains only to publications using Conference Submissions functionality. |
WITHDRAWN CONFERENCE SUBMISSION (required) |
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Final disposition – Forced to "Withdrawn" |
Trigger: System automatically deletes incomplete submission without archiving it (based on publication's configuration) Submission status impact: Yes Email triggered: Yes Suggested recipients: Editor roles (all Editors for current revision plus the user who assigned the first Editor) Other information: Incomplete submissions (abandoned by the Author without ever submitting them to the publication) are the only submissions automatically withdrawn. This event is triggered based on the publication's archive profile configuration. |
CONTENT FILES DELETED – FORCED TO "WITHDRAWN" (required) |
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Initiate rebuttal |
Trigger: Editor clicks Initiate Rebuttal action link Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: Rebuttal may be initiated when, after final disposition has been set to Reject or Withdrawn, an Author contacts the Editor and insists on an opportunity to revise. The email triggered notifies the Author that the submission is available in the Submissions Needing Revision folder. |
REBUTTAL (required) |
When a Publisher clicks the Edit Submission link, the submission can follow two different status pathways at the same time: the regular Document Status path (moving on to peer review) and the Edit Submission Status path. The Edit Submission Status path is limited to the events below. (These events are similar to the Editor Edits Submission events.)
These status expression terms may be edited (in PolicyManager > Change Edit Submission Status). Statuses are noted as suggested or required. Where status is required, the wording may still be edited to fit the publication's lexicon.
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EVENT |
DESCRIPTION OF EVENT |
SUBMISSION STATUS EXPRESSION |
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Incomplete submission by Publisher |
Trigger: Publisher begins (without finishing) the Edit Submission process and does not build the PDF Submission status impact: No Email triggered: No Other information: A Publisher creates an INCOMPLETE submission by not building a PDF or when the PDF build produces an error (Editor PDF build error). The Document Status term used for Incomplete Submission by Author must not be used for this event. |
INCOMPLETE WITH PUBLISHER (required)
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Publisher PDF build error |
Trigger: An error occurs, preventing completion of the Publisher PDF build Submission status impact: No Email triggered: Yes Suggested recipients: Publisher role Other information: The letter should inform the Publisher of the error and advise checking the uploaded files to verify they are an acceptable format and not corrupted. |
ERROR WITH PUBLISHER (required) |
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Building PDF for Publisher |
Trigger: Publisher clicks the Approve Submission link to build the PDF Submission status impact: No Email triggered: Yes Suggested recipients: Publisher role Other information: No letter is required (the PDF build will probably be completed before the email is received). |
BUILDING PDF FOR PUBLISHER (required) |
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Original PDF built by Publisher |
Trigger: Successful build of Publisher PDF of an initial submission (not a revision) Submission status impact: No Email triggered: Yes Suggested recipients: Publisher role Other information: This event is relevant only to Publisher's Edit Submission process. The status change to PDF NEEDS PUBLISHER APPROVAL prompts Publisher to view and approve/edit the PDF or revert to Author version. The PDF must be viewed and approved before it moves ahead in workflow. |
PDF NEEDS PUBLISHER APPROVAL (required) |
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Revised PDF built by Publisher |
Trigger: Successful build of Publisher PDF for a revised submission Submission status impact: No Email triggered: Yes Suggested recipients: Editor roles (Editor who built the PDF and Special Relationship Editor) Other information: This event is relevant only to Publisher's Edit Submission process. The status change to REVISED PDF NEEDS PUBLISHER APPROVAL prompts Publisher to view and approve/edit the PDF or revert to Author version. The PDF must be viewed and approved before it moves ahead in workflow. |
REVISED PDF NEEDS PUBLISHER APPROVAL (required) |
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Publisher approve edited submission |
Trigger: Publisher clicks Approve Submission link Submission status impact: No Email triggered: Yes Suggested recipients: Publisher role Other information: Email not required; if configured it is sent to the Publisher role approving the submission. |
PUBLISHER APPROVED EDITED SUBMISSION (required) |
Statuses are noted as suggested or required. Even where a status is required, wording may be edited to fit the publication's lexicon. (To edit, go to PolicyManager > Edit Document Statuses).
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EVENT |
DESCRIPTION OF EVENT |
DOCUMENT STATUS EXPRESSION |
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Delete content files warning |
Trigger: Time limit (as defined in the publication's archive profile) has been reached on an Author's incomplete submission Submission status impact: No Email triggered: Yes Suggested recipients: Author role Other information: When the time limit is reached, the system automatically sends an email. The letter should notify the Author that the submission will be removed in a specified number of days (from the sending of the notice). The Author must take action on the submission (e.g., viewing and approving the PDF) to keep it from being removed. This event is triggered based on the publication's archive profile configuration. |
NO CHANGE
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Delete content files notification |
Trigger: Specified date of removal (as described above) is reached and Author's submission remains inactive Submission status impact: Yes Email triggered: Yes Suggested recipients: Author role Other information: This event is triggered based on the publication's archive profile configuration. |
CONTENT FILES DELETED – FORCED TO "WITHDRAWN" (required)
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