Configure Submission Item for Repository Upload

A Submission Item Type may be configured to allow an Author to upload supplementary submission files to a repository during the submission process. Uploading a repository item will trigger an API call from the EM system to the repository to create the deposit, the system will send the repository a full set of submission and author metadata related to the file that was deposited. EM will send subsequent updates on the submission status to the repository, as the submission moves toward publication.

The repository will return a URL for a successful deposit. This URL will be displayed for the file throughout the EM system to users who have access to the repository item.

The Author may also choose to enter a URL/URI for a file previously uploaded to a repository. This option will not trigger API calls in the system.

For Author, Editor, and Publisher information on working with repository items, see Repository Items.

Updates to repository via API

For any submission that includes one or more repository items in its file inventory, the following ActionManager events will trigger a POST Submission Metadata call to the repository:

New Submission Sent to Publication
New Child Submission Sent to Publication
Revised Submission Sent to Publication
Final Disposition – Accept on Submission
Final Disposition – Accept
Final Disposition – Reject
Final Disposition – Withdrawn
Final Disposition – Transfer

In addition, for publication sites using task functionality, a production task can be configured to trigger a POST Submission Metadata call to inform the repository when the submission is published.

A complete, updated, metadata file will be sent in the request at all of these events. Parameters in the request will indicate the event that triggered the call and current status of the submission, allowing the repository to take appropriate action according to repository policy. (If a submission has multiple repository items in the file inventory, likely to be an uncommon occurrence, a separate POST Submission Metadata call will be made for each item.)

Note: Third-party repositories integrating with Editorial Manager will be available for use on all publication sites. In addition, publishers may register proprietary repositories, which can be configured for limited access and available for integration only with the publisher’s publication sites. See the current list of integrated repositories.

DOIs for repository items

A submission's File Inventory page can display a Submission Item Digital Object Identifier (DOI) for a repository item The DOI displayed can be a Submission Item DOI assigned by the system, or it can be a DOI assigned by the repository.

TO CONFIGURE:

Go to PolicyManager > Edit Submission Items > Add/Edit Submission Item Type. Create a new Item Type in the Supplemental Item Type Family. When Supplemental is selected as the family, a repository-related setting is displayed.

This Submission Item Type is a Repository Item: Check the box next to this setting. Additional repository settings will be displayed after enabling this option.
Repositories configured for integration with the publication site are listed with checkbox settings. Check the box next to one or more repositories. Repositories selected here will be displayed to the Author in the repository selection drop-down list on the Attach Files page during the submission process.
If needed, set a repository embargo date (i.e., when the repository can make the deposited file publicly available). This information is included with metadata sent to the repository. The embargo date may be defined relative to three event dates: initial submission, final disposition (of Accept), or publication. Default setting is None.
Optional: Enter custom instructions to be displayed to authors who select this item during submission.
Optional: Choose DOI assignment option. Only one option may be selected. These settings appear above the other repository settings, just below the Item Type Family selector. For more information, see DOI Assignment.
- Assign Submission Item DOI: Check the box next to this setting to enable the system to automatically assign a DOI.
- Display Repository DOI: Check the box next to this setting to display the DOI assigned by the repository. (No DOI will be assigned automatically by the system when this option is selected.)

Note: When a Submission Item Type is configured as a repository item, the Restricted File Types section of this page is not displayed. The EM system does not impose any configurable restrictions on files that are submitted to data repositories.

For complete information about configuring Submission Item Types, see Define Submission Item Types.

After creating the Submission Item Type, associate it with applicable Article Types. For details, see Configure Article Types.