Allow Editor and Publisher Roles to Edit Submissions

Editor and Publisher roles (with RoleManager permission) have access to the source files and the metadata of an Author's submission. These users can make changes to the metadata, download the source files, upload new files, and rebuild the submission PDF to reflect the changes. Editors may also send a submission back to the Author to request changes or approval of changes.

This Edit Submission feature is not part of the Author's revision process. The Edit Submission feature is intended to allow publications to fix metadata problems, attach or remove source files, or return incomplete submissions to an Author before they are processed. (Submissions with a Revise decision do go back to the Author for revision and for resubmission.)

For Editor and Publisher role use information, see Editor or Publisher Edits Submission.

ActionManager events

When an Editor or Publisher opts to edit the submission and rebuild the PDF, the submission can follow two different status pathways at the same time.

The submission continues to follow the regular Document Status path (moving through peer review). It also follows the Edits Submission path (either Editor Edits Submission or Publisher Edits Submission). The Edits Submission path is limited to the events below, except for the event, Submission Sent Back to Author. (Submission Sent Back to Author is a Document Status event that triggers a response from the Author.)

Editor Edits Submission and Publisher Edits Submission events are similar, except that the Editor path has two additional events (Submission Sent Back to Author, Revert Edited Submission).

Incomplete Submission by Editor/Publisher
Editor/Publisher PDF Build Error
Building PDF for Editor/Publisher
Original PDF Built by Editor/Publisher
Revised PDF Built by Editor/Publisher
Submission Sent Back to Author (Editor path only)
Editor/Publisher Approve Edited Submission
Revert Edited Submission (Editor path only)

Letters may be configured to notify the user (Editor of Publisher) of errors and requests for PDF approval. An Author letter, associated with the Submission Sent Back to Author event, should also be configured.

Note: Because a submission may be following these two pathways at the same time, the Edit the Submission (and rebuild PDF) feature should be used very carefully. If a submission is with an Editor or out for review and the Edit the Submission (and rebuild PDF) feature is used, the Editor or Reviewers may end up viewing, printing, and reviewing the wrong version of the submission.

TO CONFIGURE:

Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:

Edit Submission Before Decision: Allows the user to edit a submission's files and metadata before any Editor has rendered a decision on the submission.
1. View Reviewer PDF after Edit Submission: This sub-permission allows Editors to access the Reviewer PDF via a link in the Submissions Requiring Approval by Editor folder.
  1. Require View Reviewer PDF after Edit Submission: This permission requires the Editor to view the Reviewer PDF before approving the edited submission. For more details on permissions related to the Reviewer PDF, see Editor Access to Reviewer PDF.
Edit Submission After Decision and Final Disposition: Allows the user to edit a submission's files after the submission has completed the editorial process (and been given a decision and final disposition).

Go to RoleManager > Publisher Role. Grant permissions to the applicable Publisher roles:

Edit Submission Before Decision: This permission allows the user to edit a submission's files and metadata before any Editor has rendered a decision on the submission.
Edit Submission After Decision and Final Disposition: This permission allows the user to edit a submission's files after the submission has completed the editorial process (and been given a decision and final disposition).

The two RoleManager permissions can be assigned separately or together for Editors and Publishers. (Publications may prefer to limit the access to submission files after the decision is made to preserve integrity.)

Publications may change the user-facing status terms for Editor Edits Submission and Publisher Edits Submission events. For details, see Customize Editorial Document Status Terms.

Letters to Editors and Publishers working in the Edit Submission path may be helpful. In addition, an Author letter should be configured for the Submission Sent Back to Author event. For details on letter configuration, see Create Letters.

Suggested letters:

Event: Submission Sent Back to Author

Configure in: Author Letters
What letter is for: Informs the Author that the PDF of the submission has been edited and sent back to the Author for further edits and/or for approval.
Recipient(s): Author role

Event: Author Returns Submission to Publication

Configure in: Editor Letters
What letter is for: Informs the Editor that the Author has approved the edited submission.
Recipient(s): All Editor roles who have the ability to use the Edit Submission feature when a submission is in either the New Submissions Requiring Assignment folder or the Revised Submissions Requiring Assignment (the first person to receive submissions, usually a publication staff person).

Event: Editor PDF Build Error

Configure in: Editor Letters
What letter is for: Informs the Editor that the PDF failed to build, and the Editor should revert the submission and try again.
Recipient(s): All Editor roles with the ability to use the Edit Submission feature.

Event: Original PDF Built by Editor

Configure in: Editor Letters
What letter is for: Informs the Editor that the PDF is built and ready for viewing/approval.
Recipient(s): All Editor roles with the ability to use the Edit Submission feature.

Event: Revised PDF Built by Editor

Configure in: Editor Letters
What letter is for: Informs the Editor that the PDF of a revised submission is built and ready for viewing/approval.
Recipient(s): All Editor roles that have the ability to use the Edit Submission feature.

Event: Revert Edited Submission

Configure in: Editor Letters
What letter is for: Informs the Editor that the PDF of a submission has been reverted, and the submission can now be found in whichever folder it was in before the Editor began the Edit Submission process.
Recipient(s): All Editor roles who have the ability to use the Edit Submission feature.

Event: Publisher PDF Build Error

Configure in: Publisher Letters
What letter is for: Informs the Publisher that the PDF failed to build, and the Publisher should revert the submission and try again.
Recipient(s): All Publisher roles with the ability to use the Edit Submission feature.

Event: Original PDF Built by Publisher

Configure in: Publisher Letters
What letter is for: Informs the Publisher that the PDF is built and ready for viewing/approval.
Recipient(s): All Publisher roles with the ability to use the Edit Submission feature.

Event: Revised PDF Built by Publisher

Configure in: Publisher Letters
What letter is for: This letter will inform the Publisher that the PDF of a revised submission is built and ready for viewing/approval.
Recipient(s): All Publisher roles with the ability to use the Edit Submission feature.