Configure Use of File References to Rename Files

Publications may use naming conventions to identify the files related to a submission or to convey the intended use of a file. If the original file name (at upload) does not conform to the convention, it will need to be renamed to conform to the conventions. The File Reference field allows a new name to be applied to the downloaded or transmitted file while leaving the file’s original name unchanged in the system. File Reference field is available for all files visible in the File Inventory (submission and companion files).

The File Reference feature is available for use in both EM and PM.

This feature has two intended purposes:

To give related files the same, or similar references; for example, multiple files relating to the same image (such as, for online and print use).
To allow users to rename files to a specific format; for example, including the manuscript number in the file name. The file reference provides the main body of the new file name, which is applied when the file is downloaded or transmitted to another system.

Some download, transmittal, and export methods will automatically rename files using the value in the File Reference field as the basis of the new file name. Configuration by Submission Item Type allows publications to define a file use suffix (an Item Suffix can be configured for each Submission Item Type) to be appended to the value in the File Reference field when processing the file name. This enables users to differentiate between versions of files. (For example, “_original” might be the suffix for Item Types used for Author uploads, and “_final” for Item Types indicating processed artwork files.)

The system applies a new name by adding together the File Reference value (no file extension included) and Item Suffix value (if configured) plus the File Type value (this is the file format extension that EM/PM identifies in the original file when it is uploaded). The File Type field is editable; this is helpful when a specific suffix for some file types (e.g., .tif/.tiff or .jpg/.jpeg) is required.

The system may also be configured to automatically suggest File Reference values.

The Define File References page is accessible from the File Inventory page. Once a value is entered in this field, it may be used to rename the file for download or transmittal. A file’s defined File Reference value is displayed in the File Reference column on the File Inventory page.

Depending on permissions, users with Editor and Publisher roles may view File Reference fields, edit File Reference fields, and choose to rename files on download based on the File Reference field. The system will rename the file correctly at download or transmittal (for tasks configured to rename assignment files), or upon request when downloaded by an Editor with the applicable RoleManager permission.

For details on defining and applying file references from the File Inventory page, see Use File References to Rename Files.

to configure:

Grant permissions. Go to RoleManager > Editor or Publisher Role. Grant permissions to the applicable Editor or Publisher roles:

Download Source Files
1. View File References: Allows the user to see the File Reference field.
  1. Edit File References: Allows the user to enter/edit a value in the File Reference field on the Define File References pop-up window.
  2. Rename Files on Download (based on File Reference): Allows the user to choose the defined File Reference value as the file name when downloading or transmitting the file.

Configure settings for Submission Item Types. Go to PolicyManager > Submission Policies > Edit Submission Item Types. Select the Item Type and click the Edit link. On the Edit Submission Item Type page, go to the File Reference and File Name Generation section.

Enable settings as appropriate. Available settings:

Auto Suggest File Reference values: Suggested value will be displayed to users when this box is checked, based on the method chosen. Select a method using the radio button:
- Truncate Filenames: This removes any Format Extension and File Use Suffix.
- Suggest EM XML: Explained below.*
Apply File Use Suffix when processing file names: Check this box to enable the system to apply the defined suffix. In the text box enter a suffix to be applied to files with the corresponding Submission Item Type. (Once a suffix has been entered in the text box, the system displays an example of how files will be renamed.)
When finished, click Submit.

*The Suggest EM XML option formats the File Reference value based on the chosen elements: Source Identifier + Content Label + Number Metadata Field.

Source Identifier: The pre-set manuscript identifier and publication code.
Content Label: Use the drop-down menu to select a figure caption type. (Figure, Scheme, Plate, Audio, Video, Uncaptioned image, Inline image).
Number Metadata Field: Use the drop-down menu to select from currently configured EM Item Type Metadata Fields. (All Text, Integer, and Decimal fields will be displayed.)

Note: In order to use the EM XML Format for file names, an Item Type metadata field must be configured to hold the index value used to apply a number to the file name (e.g., “.fig1”). For details, see Apply Submission Item Type metadata to companion files.