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Configure Companion File Handling

Designating a Submission Item Type as a companion file is a useful way to allow the upload of files that need to be associated with a submission but do not need to be seen during peer review. Companion files are not built into a submission PDF.

Companion files may be uploaded by the Author during the submission process or by an Editor to the submission's File Inventory page.

"Do not unpack" option

Archive files (.zip, .tar) that are uploaded as companion files to a submission can be kept "zipped" rather than unpacked by the system on upload. This makes file handling more efficient.

TO CONFIGURE:

Go to PolicyManager > Submission Policies > Edit Submission Items. Click the Edit link next to the applicable Submission Item. On the Edit Submission Item Type page:

  1. Check the box next to the setting, This Submission Item Type is a Companion File (not built into PDF).
  2. Check the box next to the setting, Do Not Unpack Archive files (.ZIP, .tar) of this Type,
  3. Click Submit.

Note: To assist Authors who may not be sure which Submission Item to select if their zip file contains multiple items, consider creating a Submission Item specifically for this purpose, e.g., Multiple Compressed Files. This is not necessary for the compressed file upload, but it does make Submission Item selection clearer to the Author. For details, see Define Submission Item Types.

Apply Submission Item Type metadata to companion files

Item Type metadata fields may be defined and used to store information about companion files, such as a figure number. The field may be made available in the interface for a user to enter or edit the value. If so, Editors will see the editable field on the Upload Companion Files page and in an Edit Data pop-up window. The field may also be set to display to Authors in the submission interface; Authors will see the editable field and the Edit Data link on the Attach Files step of the submission process.

This metadata value may be used when renaming files with the File Reference feature. For details, see Configure Use of File References to Rename Files.

TO CONFIGURE:

To define the Item Type Metadata field, go to PolicyManager > Transmittal Policies > Add/Edit Submission Item Metadata. To create a new field, click the Add button. (Click the Edit link for an existing field). On the Add/Edit Submission Item Metadata Field page, complete the following:

  1. Field Description: Enter a name for the field.
  2. Field Type: Select from the drop-down list.
  3. Default Value for Field: Enter a default value (if any).
  4. Options: Define how the field is displayed on the Upload Companion Files page and on the File Inventory page. Check the box next to the desired setting(s):
    • Hide: If checked, the field will not appear.
    • Editable: If checked, the field will be editable (by users with permission).
    • Required: If checked, the field will require a value.
  5. When finished, click Submit.

To authorize Editor roles to edit Item Type metadata, go to RoleManager > Editor and/or Publisher Role. Select the appropriate Editor/Publisher role and click Edit. On the Edit Role Definition page, go to the Edit Submission section, check the box next to the permission, Download Source Files, and the sub-permission Upload, Hide and Restore Companion files, and click Submit.

To display the field in the Author submission interface, go to PolicyManager> Submission Policies > Edit Article Types. On the Edit Article Type page, the Submission Item Parameters section displays any defined Item Metadata fields for each Submission Item.

  1. Use the drop-down menus (for new and revised submission) to select Required, Optional, or Hidden.
  2. When finished, click Submit.

Color coding

A publication may set color coding for companion files to allow them to be easily identified in the file inventory. Companion files can be color coded automatically when they are uploaded. The colors and code description must be configured by the publication.

TO CONFIGURE:

Color codes must be configured first and then assigned to the appropriate companion file type. Also, designated Editor and/or Publisher roles must be given permission to change color coding.

Go to PolicyManager > Submission Policies > Configure Color Codes for Companion Files.

The Configure Color Codes for Companion Files page displays the list of defined color codes. Color codes can be added and edited (using the Edit link) on this page. Color codes that are not associated with any companion files can be deleted (using the Remove link). Color codes that have been hidden (made unavailable for use) appear in grayed out text at the bottom of the list.

This master list is orderable. To change the order, enter the numbers of preferred order in the Order boxes and click the Update Item Order button. The order displayed on this page is the order that appears in the pop-up window accessed from the File Inventory page.

To create a new color code:

  1. Enter a description in the text box.

  2. Select a corresponding color code using the color picker tool (or enter the HEX color code in the text box). Click the Add button.

  3. On the Add Color Code for Companion Files page, click Submit to save the code. This page also includes the setting to hide the color code (check the box next to Hide).

To associate a color code with a companion file type:

Go to PolicyManager > Submission Policies > Edit Submission Items. Click the Edit link next to the applicable Submission Item. On the Edit Submission Item Type page:

  1. Use the radio buttons to choose a color code. The default setting is no color. (The list displayed will be all the colors defined on the Configure Color Codes for Companion Files page.)
  2. When finished, click Submit.

To authorize Roles to change color coding, go to RoleManager > Editor and/or Publisher Role. Select the appropriate Editor/Publisher role and click Edit. On the Edit Role Definition page, go to the Edit Submission section, check the box next to the permission, Download Source Files, and the sub-permission Upload, Hide and Restore Companion files, and click Submit.

"Use In XML" option

A publication may set the "Use in XML" checkbox to display as active by default for companion files, instead of requiring the user to manually select the checkbox.

TO CONFIGURE:

Go to PolicyManager > Submission Policies > Edit Submission Items. Click the Edit link next to the applicable Submission Item. On the Edit Submission Item Type page:

  1. Check the box next to the setting, This Submission Item Type is a Companion File (not built into PDF).
  2. Check the box next to the setting, Use In XML - Set 'Use in XML' as the default for newly uploaded files.
  3. Click Submit.

Note: Selecting or deselecting the "Use In XML - Set 'Use in XML' as the default for newly uploaded files" checkbox on the Add/Edit Item Type page does not affect the "Use in XML" setting for any existing files in the File Inventory.

 

For related information, see:

Configure Article Types

Define Submission Item Types

Allow Submission of Supplementary Materials

 

 

 

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