Add Submissions to a Schedule Group

A Schedule Group is a collection of submissions that share a publication schedule. A Schedule Group can be used to manage the submissions assigned to a journal issue. A Schedule Group can also be used for books processing. If a publication site is configured for books processing, the site may be configured to display book-specific terminology (e.g., Schedule Group = Book). For books processing, labels of pages, buttons, headers, etc. may be different from the terms used below.

Users with Editor or Publisher roles may have permission to add submissions to a Schedule Group. In addition, they may have permission to include submissions in multiple Schedule Groups.

Submissions may be added to a Schedule Group at several points. An individual submission may be assigned to a Schedule Group when a user manually initiates production for the submission. Multiple submissions may be added when a user is managing a Schedule Group:

For a new Schedule Group: On the Add Schedule Group page, after entering Schedule Group metadata, click the Submit and Add Submissions to Group button.
For a copied Schedule Group: On the Schedule Group Copy page, after entering Schedule Group metadata, click the Submit and Add Submissions to Group button.
For an existing Schedule Group: On the Edit Group Details page, click the Add Submissions button.

All the buttons named above open the Add Submission to Group page. By default, this page displays a grid listing submissions that have not been added to any Schedule Group. Users with permission see a link above the grid to switch the grid to a list of submissions that are currently assigned to other Schedule Groups.

To add submissions to a Schedule Group:

Use one of the buttons named above to open the Add Submission to Group page.
Click the link above the grid to display the appropriate list of submissions:
- Select from Unassigned Submissions: Choosing submissions from this list adds them to the Schedule Group.
- Select from Submissions Currently Assigned to Other Scheduled Groups: Choosing submissions from this list adds them to the Schedule Group and removes them from the previously assigned Schedule Group.
Check the box next to one or more submissions to add.
Click the Add to Schedule Group button.

Including submissions in multiple Schedule Groups and designating controlling group

Users with permission may assign submissions to more than one Schedule Group.

When a submission belongs to more than one group, one must be designated the controlling Schedule Group. (If a submission is assigned only to one group, that group is, by definition, the controlling group.) Target publication information for the controlling group is applied to the submission. Publication information for the submission, for the controlling group, and a Schedule Groups section that lists all open groups a submission is associated with may appear on the submission’s Details page (if configured to display).

Submissions can be added to multiple groups via two links in submission production task folders:

Assign to Schedule Group (appears when the submission has not yet been added to any groups)
Change Schedule Group (appears when the submission is currently assigned to one or more groups)

To add submissions to multiple Schedule Groups and designate a controlling group:

Use one of the links named above to open the Assign Submission to Schedule Group page.
Check one or more boxes in the Add column to select groups to add the submission to.
Optional. Enter target online publication date. (This can be entered later.)
Click Proceed. A confirmation page lists all the groups that the submission has been assigned to.
Select a radio button in the Controlling Group column to designate the controlling group.
Click Proceed to confirm.

To change the controlling group designation:

Click the Change Schedule Group link in the submission’s Action column in a task folder to open the Assign Submission to Schedule Group page.
Click Proceed without making any changes. A confirmation page lists all the groups that the submission has been assigned to.
Select a radio button in the Controlling Group column to designate the new controlling group.
Click Proceed to confirm.

Alternate steps:

Click the Change Controlling Group link in the Schedule Groups section of the submission’s Production Details Page to open a page that lists all the groups that the submission has been assigned to.
Select a radio button in the Controlling Group column to designate the new controlling group.
Click Proceed to confirm.