The EM system builds each submission into a PDF file that includes submission files and related metadata. Versions of the PDF are made available for use by Editor/Author and Reviewer. An Auxiliary PDF may be configured for an additional use. Publications can customize these PDF files in a number of ways.
Publications may create customized PDF cover page layouts to associate with each Article Type. A customized layout allows the publication to select the data items and order in which they appear on the cover page to convey that information in the most effective format. Three different versions of the layout can be assigned (to an Article Type): Editor/Author, Reviewer, and Auxiliary.
Cover page layouts must be defined and then associated with an Article Type.
To customize cover pages, go to PolicyManager > Submission Policies > Define PDF Cover Page Layouts. Default layouts for Editor/Author and Reviewer cover pages are available to copy and edit. An Auxiliary PDF may be defined using either. Any existing layout may be copied and edited.
Click the Copy link next to an existing layout to create a new one; the new layout appears in the User-defined Layouts section. Then click the Edit link next to this layout. Alternatively, click the Add New Layout button to create a layout with no pre-defined settings.
On the Add/Edit PDF Cover Page Layout page:
User-defined layouts may be edited by clicking the Edit link. A user-defined layout may be removed by clicking the Remove link if the layout is not currently associated with an Article Type.
To associate the layout with an Article Type, go to PolicyManager > Submission Policies > Edit Article Types. Click the Edit link next to the Article Type to which the cover page is being assigned. On the Edit Article Type page, go to PDF Cover Page Layout and select the appropriate layout from the drop-down menu for each version. When finished, click Submit. For more, see Configure Article Types.
Note: Changes to configuration of an existing Article Type are not applied retroactively. New configurations will not affect submissions in process. They will apply only to submissions initiated after the configuration change.
For additional information, see this video on customizing PDF cover pages.
Watermark graphics, such as a publication or society logo, can be added to PDFs that are built by the EM system. The watermark is applied to the page underneath any content, so opaque content such as photographic images cover any part of the watermark they overlap. The watermark may show through some content, such as figures with transparent areas. This should be considered when positioning the watermarks.
Three stock watermark images are available for immediate use and convenience: Confidential, Reviewer PDF, and Do Not Distribute. Custom images (in .jpg/.jpeg, .gif or .png format) with a size limit of 500 KB can be uploaded for use as watermarks.
To add watermarks, go to PolicyManager > Submission Policies > Configure PDF Watermarks.
The configuration tool allows for custom placement of watermarks on the cover page and body pages in both portrait and landscape formats. Author/Editor, Reviewer, and Auxiliary versions of the PDF can be configured separately. Each can be previewed and printed.
For additional information, see the video on configuring PDF watermarks.
PDFs can be configured to display line numbers. Line numbering allows users to refer to specific lines (by number) when submitting comments on a manuscript.
Line numbering is configured by Submission Item. If an item is configured to display line numbers, then the PDF pages where the item appears includes numbers from 1–66 (for portrait layout) and 1–50 (for landscape layout).
Go to PolicyManager > Submission Policies > Edit Submission Items. Click the Edit link next to the applicable Submission Item. On the Edit Submission Item Type page, check the box next to "Display with automatic line numbering in PDF" and click Submit. This setting applies to all versions of the submission PDF (Editor/Author, Reviewer, and Auxiliary, if configured). For more, see Define Submission Item Types.
Hyperlinks included in source files appear as active hyperlinks in EM system PDFs. The PDFs can be rebuilt by Editors to include eXtyles-generated links to PubMed and Crossref information; this enables the PDF created by the EM system to more closely approximate a final manuscript with a linked bibliography.
An additional layer of security may be added to the source file links within the PDF. Access to the source files can be limited to EM users only, requiring that a user log into Editorial Manager before downloading a source file from the PDF.
If the user clicks a link to a source file in the system PDF, the link goes first to the EM login page. After a successful login, the source file download commences. (If the user is already logged into an EM session, the link goes directly to the file download.)
No configuration is required to include hyperlinks.
Contact your Aries Account Coordinator to enable the security feature for hyperlinks.
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