Configure Article Types for Invited Submissions

Invited Article Types are defined for use when an Author has been invited by the publication to submit a manuscript. This could be a solicited commentary or a submission related to a proposal.

Defining the relationship between the "child" submission and the "parent" submission requires configurations to both Article Types. Some of the configurations of the "parent" Article Type carry through when inviting an Author (for either a commentary or a proposal), because the invitation is initiated from a page in the interface related to the "parent" submission.

Settings configured on the "parent" Article Type appear for a commentary on the Target Publication Schedule page, which is displayed to the Editor during the Author invitation process. For a proposal, these settings appear on the Initiate Proposal page.

To configure:

Go to PolicyManager > Submission Policies > Edit Article Types.

"Child" submission Article Types

The Edit Article Types page displays the publication's master list of configured Article Types. Invited Article Types are identified by a check mark in the Invited column.

Click the Add button to create a new Article Type. This opens the Edit Article Type page. On the Edit Article Type page, check the box next to "Invited" to define the Article Type as one used when Authors are invited to submit. (The Family for these Article Types may not be Proposal.)

Configuring other settings for Invited Article Types is the same as configuring those for other Article Types. For detailed instructions, see Configure Article Types.

"Parent" Article Types

Configurations must also be made to the "Parent" Article Types in the Author Invitation Parameters section (of the Edit Article Type page). These parameters are applied to any invited submission associated with a "parent" submission of this type.

Five settings can be configured for Author Invitations (either for Proposals or Commentaries). These fields appear to the Editor on the Target Publication Schedule page and on the Initiate Proposal page. Settings defined as Required appear marked with a red asterisk (*).

Target Publication Date: This may be set to Optional or Required.
Number of Days an Author has to Respond: If a number is entered in this field, the system will automatically uninvite Authors who do not respond within the specified time; in order to use this feature, the setting below, Automatically Uninvite Authors, must be checked. (Enter "0" in this field to inactivate the automatic uninvite feature.) On the Target Publication Date page, this field is editable, so an Editor can change this time limit on an invitation-by-invitation basis.
Author Submission Due Date: (Enter "0" in this field to inactivate due date calculations.) Editors with the RoleManager permission, Override Author Invited Submission Due Dates, can configure due dates on an invitation-by-invitation basis. Select one of the two calculation methods:
1. Number of days prior to Submission Target Publication Date: If this option is selected, it is expected that the Target Publication Date will be set to Required (see above). When an Editor creates an Author invitation, a due date based on the Submission Target Publication Date appears.
2. Number of days after Author has accepted invitation: If this option is selected, then the Author's due date is not calculated until the invitation is accepted.
Automatically Uninvite Authors: When this box is checked, the system will automatically uninvite Authors who have not responded to an invitation by the response date (configured above). Email notifications are sent in a nightly batch process (between midnight and 4 a.m., US Eastern time) to inform these Authors that their services are no longer needed. A letter for the notification must be configured.
Automatically Promote Alternate Authors: When this box is checked, the system will automatically promote an Alternate Author when an Author is uninvited or declines an invitation. Email notifications are sent to the Promoted Authors in a nightly batch process (between midnight and 4 a.m., US Eastern time) following the automatic uninviting of Authors. The batch process sends the configured Author invitation letter.

Note: If the automatic uninvite and promotion features are enabled, then the default Due Date information will be used (as defined for the Article Type). Invitation and Submission Due Dates can be changed on by an Editor on the Details page of the "parent" submission.

Recommendation: When the automatic uninvite feature is turned on, all outstanding Author invitations which have exceeded the configured "Number of Days Author has to Respond" will automatically be uninvited in the nightly batch process. It is recommended that an Editor/editorial staff member run the Authors Invited – No Response Report before enabling the feature, in order to identify very old invitations. You may want to manually uninvite these old Author invitations or to turn off the Uninvite Author letter for them before the batch process runs.