Configure Transmittal Form

IMPORTANT NOTE: If EM is provided to your publication by a Publisher, a transmittal form may already be configured for use by your publication.

The transmittal form can be configured to include selected author and manuscript information entered into EM. In addition, publication-specific fields can be created to include information that does not exist in EM. For example, if the production department or production system needs to know the number of figures included in a submission, a field called "Number of figures" can be created to appear on the form.

The transmittal form as displayed to users in EM has two sections. The first shows a list of the source files that make up the submission. These files have been configured as "Publisher gets File" in the Article Type settings. For more information, see Configure Article Types.

The second section lists the metadata associated with the submission. The list of metadata includes fields populated with the submission and Corresponding Author metadata configured to be displayed on the form. In addition any configured publication-specific fields appear with text boxes that can be completed on the form (by users with appropriate permissions).

To configure:

Select metadata captured in EM to include on the transmittal form. This is accomplished via three PolicyManager > Transmittal Policies pages that all function in the same way:

Select Manuscript Metadata Fields
Select Corresponding Author Metadata Fields
Select Co-author Metadata Fields
Select Conference Submission Metadata Fields

Each page lists the field names of the metadata information stored by EM. (For information about any field, click the Help link next to the field name. These links are available on all but the Conference Submissions page.) Check the box next to a field name to include it on the transmittal form. When finished, click Submit.

If needed, create publication-specific metadata fields to include on the transmittal form. This is accomplished via three PolicyManager > Transmittal Policies pages that all function in the same way:

Add/Edit Manuscript Metadata Fields
Add/Edit Author Metadata Fields
Add/Edit General Metadata Fields

Each main page displays the publication's master list of defined metadata fields (related to manuscript, author, or general, depending on the page). Items may be edited or removed from the list by clicking the applicable link next to the name. To create a new field, click the Add button.

On the Add/Edit page, complete the following:

Field Description: Enter a description (name) in the text box.

Field Type: Select from the drop-down list (Text, Date, Integer, Decimal, Notes, and List).

If selecting List as the type, click the link, View/Edit Values for Drop-down List, to open a pop-up window. In the pop-up:

Enter the Value to appear in the drop-down list
Enter a Description to appear alongside the Value (this is optional)
Click Add Value to enter another item for the list.
When finished, click Save and Close.

Maximum Field Length: Enter a maximum length (number of characters), if desired. This applies to Text and Notes types.

Default Value for Field: Use the radio buttons to indicate a default value (None, Single Value). This applies to field types other than List.

Setting the default value for a field to None, displays an empty field. Setting a default single value (as entered in the text box on this page) pre-populates the field with this value. If the field is defined as editable, this value can be changed on the page where it appears.

Options: Check the applicable box(es) to specify how the field should display on the transmittal form and use the text box to enter any Help Text (optional) to appear with it. The field can be hidden, editable, or required (i.e., the submission cannot be released to production unless the field contains a value). If no box is checked, the field appears, but it is not editable.

When finished, click Submit.

Transmittal form layout

Metadata fields are defined and configured (above) appear on the transmittal form. Editor and Publisher roles (with permission) can access the form to check data and (with permission) edit data.

Publications can customize instructions to appear on the form and determine the order in which data fields are displayed.

To configure:

Go to PolicyManager > Transmittal Policies > Edit Transmittal Form Layout. Complete the following:

Display the "Include Metadata in release to production" checkbox on the transmittal form: Check the box to enable the setting. If enabled, the labeled checkbox appears on the form. Users with permission to edit the form can check the box to include metadata in the transmittal to production. (If the setting does not appear on the transmittal form, default behavior is to include metadata in the release to production.)
In the text box enter instructions/information to appear at the top of the transmittal form.
Metadata fields configured to display on the form appear in an orderable list. Enter numbers in the text boxes to indicate the preferred layout order and then click the Update Order button.
In the text box enter instructions/information to appear at the bottom of the transmittal form.
When finished, click Save.

For related information, see:

ISO Country Standards