During the manuscript submission process, a publication may request that the Corresponding Author provide additional information about the other Authors (Co-authors) of the paper. The given/first name and family/last name fields are always required in EM. All other fields may be defined as Required, Optional, or Hidden.
The data collected in this step can also be configured for inclusion in the merge field, %ALL_AUTHORS_WITH_SELECTED_METADATA%. This merge field pulls in the selected information for all Authors, including the Corresponding Author.
In addition, Editors and Corresponding Authors may be granted permission to manage the information of other Authors.
Go to PolicyManager > Submission Policies > Set Other Author Parameters. This page includes a list of information that may be requested about Other Authors during the submission process.
Most settings relate to Author names, contact information, and affiliations. Use the drop-down menu next to each item to set it to Optional, Required, or Hidden. (If set to Optional or Required, the field name will appear on the Enter Author Details pop-up window with a text box where the submitting Author may enter data.)
The last four items in the list are set differently and include only two settings, Display or Hidden. These are:
For each item in the list, check the box to include the data in the merge field, %ALL_AUTHORS_WITH_SELECTED_METADATA%.
Publications may request Other Authors (Co-authors) of a submission to verify or decline their contribution to the submission. (This is configured by Article Type. For details, see Configure Article Types.) Editors may view the Other Author verification status on a submission's Details page and from Technical Check. An Author Status link appears on these pages when the submission's Article Type has been configured to request Other Authors to verify or to register and verify (and when there is at least one Other Author associated with the submission).
Editors may be given permission to manage the Co-author responses. Authorized Editors may resend verification letters or reset verification status (for example, if an Author mistakenly clicks the wrong deep link in the original verification email).
In addition, Editors may be granted permission to update Co-author email addresses directly from the submission's Author Details page. When this permission is enabled, the Editor sees an Edit link for each line in the Email Address column. The Editor may edit an existing email address or enter an additional address without having to edit the submission.
Editors may also be granted permission to change the status of a Co-author's verification. For example, if a Co-author contacts the publication office by phone or email to verify, editorial staff can record the status in the system. Editors with permission see a Change link under the status information in the Confirms? column in the Author Status pop-up window.
Go to RoleManager > Editor Role. Select the appropriate Editor role and click Edit. On the Edit Role Definition page, go to the Edit Submission section, check the box next to the appropriate permission(s) and click Submit.
Similarly, Corresponding Authors may be given permission to view and manage Other Author information. Corresponding Authors (with permission) may access the Other Author Status page (via an action link in submission folders). The Other Author Status link appears for a submission if the submission has Co-author(s) and verification of authorship or registration/verification has been requested.
When granted permission to manage Co-author information, Corresponding Authors may send and resend Co-author verification letters (the resend function allows Co-authors to change responses to questionnaires) and receive any bounce-back Co-author verification letters sent to an invalid email address.
In addition, Corresponding Authors may be given permission to update Co-author email addresses on the submission's Author Details page.
Go to RoleManager > Author Role. Grant permission:
Letters to send from the submission's Other Author Status page by the Corresponding Author (using the Send Letter button and the Resend Letter link) must be configured.
To set up the letter, go to PolicyManager > Email and Letter Policies > Edit Letters. The letter templates may include a Co-author Verification letter. This can be edited, or you may create a new letter (click the Add New Letter button). On the Add/Edit Letter page, enter the appropriate information:
For details on letter configuration, see Create Letters.
Then go to ActionManager > Author Letters > Editor Receives Submission > Notify Other Authors. Select the "Co-author Verification" letter from the drop-down menu of Author Letters.
See also:
Institution Name Normalization
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