Configure Submission Production Tasks or Editorial Tasks

Tasks are used to manage activities not directly related to editorial peer review. These activities may take place before or after initiation of production. Production tasks (for publications using production tracking) are defined to move a submission through the production process. Editorial tasks (for publications using Task Manager) can be defined to perform tasks on submissions while they are still in the editorial workflow before production begins.

Tasks can be defined to serve several purposes:

• To process submission files (e.g., typesetting, copyediting, or artwork correction). This is the most common type of task. The task is assigned, and the recipient of the task must submit the task to mark it complete.
• To request information or files from someone (e.g., request for updated artwork).
• To make files available to someone. This type of task simply drops files off and does not require a response from the recipient.
• To indicate that a key point in the production process has been reached (e.g., copy complete).

Tasks can be configured for manual or automatic assignment. A sequence of tasks can be defined as a workflow, and the workflow can be associated with Article Types to limit the tasks that must be performed on submissions of that type. For details see Define Submission Workflows for Tasks.

To Configure:

Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks.

Click the Edit link next to All Submission Productions Tasks. This opens the master list of configured tasks.

Existing tasks are displayed in two tables. Active tasks are shown in the top table. A Delete icon (trashcan) appears next to a task that has not been used. Hidden (i.e., inactive) tasks are shown in the bottom table. An Edit link next to each task name in both tables opens the Edit Submission Production Task page.

1. Choose to add a new task or edit an existing task:
   • Add: At the bottom of the page, enter the name of the task in the text box and click + Add New Task Type link.
   • Edit: Click the Edit link next to the chosen task.
2. On the Add/Edit Submission Production Task page set configurations as needed (following guidelines below).
3. When finished, click Submit.

The Add/Edit Submission Production Task page includes many settings. Core settings are addressed in full below. Other settings are described in linked Help articles.

General Options

New Production Task Name: Enter/edit name of task.

Hide: Check this box to makes a task unavailable for future assignment. (Deactivated tasks appear grayed-out in the hidden tasks table on the main All Submission Production Tasks page.)

Assignment Options

The following two settings apply to production tasks only. If neither option is selected, the task must be assigned manually.

1. Assign Automatically when Production is initiated (if this is the first task in the workflow): Check the box to select this option. When production is initiated either manually or automatically, the system will assign this task to the recipient designated in the Can be Assigned to setting below. The assigning user of record is designated in the Can be Assigned by setting below. At assignment, the system sends the configured letter (designated in Letter Options setting below), moves the submission to the appropriate folder on the Production Tasks menu, and performs all status and at-risk checks.

Note: Publications using Manuscript Import methods that automatically initiate production may use this feature to automate the first task assignment.

1. Assign Automatically when all Trigger Tasks are completed (if configured in the workflow): Check the box to select this option. When trigger conditions are met, the system will assign this task to the recipient designated in the Can be Assigned to setting below. The assigning user of record is designated in the Can be Assigned by setting below. At assignment, the system sends the letter designated in Letter Options setting below, moves the submission to the appropriate folder on the Production Tasks menu, and performs all status and at-risk checks. For more information, see Trigger Tasks.

Task Manager Automatic Assignment Options (these settings apply to editorial tasks only). Automatic editorial task assignment cannot be used in combination with Direct-to-Editor automatic assignment. Select one or more events to trigger automatic assignment of an editorial task:

1. Assign automatically at new submission
2. Assign automatically at revision
3. Assign automatically when author returns submission to publication
4. Assign automatically when editor edits and approve submission

Automatically End Production or Task Manager

1. End Production/Task Manager Automatically after this task is Completed: Check this box to enable the system to set production as ended or set Task Manager as ended when this task is marked as completed and there are not other open tasks in the workflow. When this option is selected, the Allow Follow-on Task Assignments setting below cannot be selected.

Allow Batch Assignment: Check the box to make the task available for assignment to multiple submissions at the same time with a single recipient. Batch assignment letter should be configured and selected in Letter Options section below. Tasks that are configured for assignment to Corresponding Author Only cannot be configured to allow Batch Assignment.

Trigger "Publication Charges Payment Due" Letter Options: See Configure Tasks for Use with Publication Charges Processing.

Trigger Update to Payment System: See Configure Tasks for Use with Publication Charges Processing.

Production Task Custom Instructions: Enter instructions in the text box. For Authors: Text entered here is displayed for on a pop-up window that can be accessed via a View Instructions link in the Action column in the Current Task Assignments folder. For Editor and Publisher roles: Text entered here appears on the Submit Production Task page above the task name. (HTML is allowed in custom instructions, but no script tags are allowed.)

Can be Assigned by: Select Editor and/or Publisher roles that will be allowed to assign the task. Roles listed in the multi-selector tool are those with Assign Submission Production Task permission enabled in RoleManager. (Roles must be granted the permission before this setting can be configured.) If the task is configured for automatic assignment (in Assignment Options section above), a specific person must be selected as the designated assigner of record. Choose one role in the role selector list on the left and one user with that role from the user list on the right.

Can be Assigned to: Use the radio button to select one option.

1. Corresponding Author only
2. Selected Editor/Publisher Roles only: If this option is selected, use the multi-selector tool below the option to choose one or more Editor and/or Publisher roles that will be allowed to receive the task assignment. Roles listed in the multi-selector tool are those with Receive Production Task permission enabled in RoleManager. (Roles must be granted the permission before this setting can be configured.) If the task is configured for automatic assignment (in Assignment Options section above), choose one role in the role selector list on the left and one user with that role from the user list on the right. This is the individual who will receive the task whenever it is automatically assigned.

Automatically Select Files for Assignment: Check this box to activate the multi-selector list below the setting and select one or more Submission Item Types in the list. Files in a submission's file inventory that match the configured Item Types will appear pre-selected when the task is assigned manually; the system will include the matching files when a task is assigned automatically.

Note: A task can be configured with both Automatically Select files for Assignment and the FTP-related Allow task assignment and FTP without Assignment Files setting below. If the task is assigned automatically, then any available files of configured Item Types will be included. If no files of configured Item Types are present, then the task assignment is completed with no assigned files.

Enable Rename Assignment Files by File Reference: Check this box to enable the system to automatically create a new file name for each submission or companion file that has a defined File Reference. The new name is applied when the assignment file is downloaded or included in a ZIP file (e.g., for SFTP transmittal). For details, see Configure Use of File References to Rename Files.

Allow follow-on Task Assignments: See Configure Follow-on Task Assignment.

Allow Recipient to Reassign: Check this box to enable display of a Reassign Task link in the Action column for this task. The original recipient can pass the task assignment to another user with an Editor or Publisher role configured in the Can be Assigned to settings for the task.

Note: Editor and Publisher roles with RoleManager permissions to assign tasks (Assign Submission Production Task or Assign Editorial Tasks in Task Manager) will see a Reassign Task link even when this box is not checked. This setting enables reassignment by users who do not have these RoleManager permissions.

Questionnaire Options

Use the drop-down menu to select a questionnaire to be presented when the task recipient submits the task. For details, see Production Task Questionnaires.

FTP Options

Files may be transmitted to third-party vendors via SFTP upon assignment of production task.

Submission Production Task Transmittal Method: Use the drop-down menu to select. Available options are the methods listed below or a publisher-specific method (if configured by your publisher).

• General Submission Production Task Export: Triggers an SFTP to the configured server with assignment files exported in zipped format. This method does not include a metadata file in the zip file.
• Aries Export: Exports via SFTP an XML file compliant with the Aries export schema.
• MECA Manuscript Export
• NISO MECA v2.0 Export: For information about MECA options, see Manuscript Common Approach Initiative (MECA).
• NIHMS-PubMed Central Deposit (manuscript-bulk): Mirrors the NIHMS PubMed Central Deposit method described below. This is the newer method (recommended).
• NIHMS PubMed Central Deposit: Deposits via SFTP the submission files to the National Institutes of Health Manuscript Submission System (NIHMS), using the publisher's existing NIHMS login credentials. The NIHMS then creates a PDF for approval by the Author, and deposits the PDF to PubMed Central (PMC). The Author approval and PMC deposit is done outside of the EM/PM system. Note: A publication cannot use this method to deposit to NIHMS if they are participating in PMC (depositing directly to PMC, not via NIHMS). If the publication is not participating in PMC, they are eligible to use this new method as follows:
  • The publication must be recognized by the NLM.
  • The publication must have an account with the NIHMS.
  • When configuring the Production Task, a subdirectory is required when using the NIHMS-PubMed Central Deposit method, and must be set to “upload”.
  • In PolicyManager, under Transmittal Policies, Add/Edit General Metadata fields', configure an “NLM TA” field. Select a Field Type of “Text” and select the “Single Value” radio button in the “Default Value for Field” area. Set the default value to the NLM TA code for your publication (this code is available by contacting the NIHMS). This is required in order to deposit manuscripts into the NIHMS.
  • The publication must ensure that file descriptions are unique for all files within a file type (i.e. all Submission Items in the Figure family must have different file descriptions (if selected as Assignment Files), all Submission Items in the Table family must have different file descriptions etc.).
  • The NIHMS requires a file from the Default or Document Submission Item family to be sent to them, along with any relevant figures or tables. The system PDF should not be sent as an assignment file, as the NIHMS builds its own PDF.
• NLM Production Task Export: Adds an XML file formatted per the NLM 2.3 journal archiving DTD to the zip file sent via SFTP. The XML file is named [%JOURNALACRO%_%MS_NUMBER%].xml, and it is also listed in the .go.xml file.
• NLM 3.0 Production Task Export: Generates an XML metadata file compliant with version 3.0 of the NLM journal archiving DTD. Manuscript classifications are written out in a non-hierarchical form, and metadata relating to Submission Items assigned to the Figure or Table Submission Item Family is written out. The Submission Items must be selected as Submission Production Task Assignment files in order for metadata about them to be included in the XML file.
• NLM 3.0 DTD v2 Export: Generates an XML metadata file compliant with version 3.0 of the NLM journal archiving DTD. This method writes out manuscript classifications in a hierarchical form, name and address information relating to all Editors in the chain, and writes out metadata associated with any assigned Submission Items associated with the Figure or Table Submission Item family in the same way as the NLM 3.0 method. In addition, it writes out metadata associated with any Submission Items associated with the Supplemental Submission Item family, whether or not these Items are assigned as production task assignment files. This allows information about supplemental files to be included in the XML without the files themselves being sent via SFTP.
• Highwire PAP Export: Allows a PDF and abstract to be sent to HighWire for publish-ahead-of-print (PAP). The publication must have an existing arrangement with HighWire, and must configure the appropriate SFTP server information. When a Submission Production Task configured to use this method is assigned, the task assigner must select a PDF file to be used for publish-ahead-of-print (most likely an uploaded Companion File). PM will create an XML file in the format needed by Highwire and SFTP it and the PDF to the configured Highwire SFTP server.
• JATS 1.0A Production Task Export: Generates an XML metadata file compliant with version 1.0A of the Journal Article Tag Suite DTD. It is an evolution of the NLM DTDs and is backwardly compatible with the NLM 3.0 DTD.
• JATS 1.1A Production Task Export: Generates an XML metadata file compliant with version 1.1 of the Journal Archiving DTD. Corresponding Author information in the XML is pulled from the information supplied on the Add/Edit/Remove Authors submission step. Additionally, if any associated Author's institution has a Ringgold ID, it will be included in the metadata file.
• JATS 1.1A (Aries Custom) Production Task Export
• BITS 2.0 Production Task: See BITS Production Task Export for Books.
• JATS 1.2A Production Task Export: Generates an XML metadata file compliant with version 1.2 of the Journal Archiving DTD.
• JATS 1.2A (Aries Custom) Production Task Export
• JATS 1.1 Standard Production Task Export

Allow task assignment and FTP without Assignment Files. When a Production Task is configured with an SFTP transmittal method, you may configure the task so that assignment files are not required when SFTP is configured. Users will be able to assign a task without being required to select one or more Assignment Files for inclusion. In this case, a .go.xml file will be sent via SFTP. A zip file will be sent only if the Submission Production Task Transmittal Method selected includes a metadata XML file. The metadata XML file will be the only file included in the zip file.

Include Aries Import XML file in transmittal. Submission Production Tasks may be configured to send an Aries Import .XML file as part of the transmittal. Recipient vendors may then populate specific data elements in the .XML that can then be used to feed data back into the system, such as Actual Online Publication Date, Publication Date, or pagination information. When the vendor sends the Aries Import .XML file back as part of the task completion files (using the Aries Import Profile), the data elements provided may be automatically populated to the appropriate fields in PM.

1. Check the box next to "Include Aries Import XML file in transmittal."
2. Select Aries Import in the Submission Production Task Import Profile drop-down list.
3. To select fields to include on the Aries Import .XML file, click the Select Fields for Import link under the XML file is required option. From the resulting page, select elements to include. Hard-coded check marks appear next to fields that are sent in the XML file to allow vendors to identify the submission; these selections cannot be overwritten.

Note: If the "XML file is required" option is enabled, the task import will fail if the vendor does not include the Aries Import XML file in the zip file that is returned to the Aries SFTP server.

FTP task without go.xml file. Some publications may wish to export and ingest Production Task Transmittals without using a go.xml file. The go.xml file is a manifest file that lists all the files in the zip file, along with the Aries journal code from which the zip file was exported. It is required to be returned if the task is to be submitted via SFTP. If the task is not submitted via SFTP, or is a milestone task, the .go.xml file can be excluded. Selecting this option only exports a zip file when the Production Task is triggered.

Use Manuscript Number for file names. Select this option to use the Manuscript Number in the .zip and go.xml prefixes instead of the Submission Production Task's Globally Unique Identifier (GUID). The resulting prefix will be a combination of the Manuscript Number (without the revision number) and the Submission Production Task Assignment's Unique Identifier (different from the Task's GUID), separated by an underscore:

[ManuscriptNumber]_[Identifier].zip

[ManuscriptNumber]_[Identifier].go.xml

Define an SFTP server to receive the files, specifying the SFTP Server address, Username, Password, Subdirectory, and one or more email addresses for notification (separated by a semicolon).

Aries strongly recommends using SFTP for production task transmittals. To utilize SFTP, the appropriate protocol needs to be specified as part of the server address (e.g. sftp://ftp.editorialmanager.com) entered on the production task configuration page.

Submission Production Task Import Profile must be selected from the drop-down menu, and then an email address can be defined to receive notifications. When this option is selected, then only one item type may be selected in the Limit the Submission Item Types that can be uploaded when Task is Submitted section under Companion File Options. Contact your Aries customer service representative for details on configuration.

Companion File Options: See Companion File Options for Tasks.

Scheduling and Due Date Options

Show Task in Production Status Grid: Check this box to display the task as a column in the production status grid.

Tip: Unless the workflow is very simple, not all tasks should be configured to display in the grid. Examples: A column for a task assigned rarely does not provide useful information in the grid. Several tasks that often occur together can be tracked in the grid by setting just one of the tasks to display.

For information on additional settings in this section, see Task Scheduling and Due Date Options and Milestone Tasks.

Letter Options

Select the template to use for the standard letters sent when assigning, cancelling or submitting (completing) a task. In each case users will be able to edit the letter before it is sent. See Configure Letters for Tasks.

Preprint DOI Options

Check the box to configure the system to automatically generate and assign a Preprint DOI to the submission (if it does not already have one) when this task is assigned. For more information on Preprint DOI, see DOI Assignment.

Repository Notification

Check the box to configure the system to notify a repository that the submission associated with the task has been published. Notification applies to any submission files uploaded to the repository. For details, see Configure Submission Item for Repository Upload.

 

 

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