DOI Assignment

Three types of Digital Object Identifiers (DOIs) can be assigned in EM/PM: Submission DOI, Submission Item DOI, and Preprint DOI. For submission items that are uploaded to a repository, the DOI assigned by the repository can be displayed instead of a system-assigned Submission Item DOI.

Submission DOI

The Submission DOI is assigned to the submission as a whole. Usually, a publisher registers this DOI when the final version of the article is published and made available electronically.

The Submission DOI field appears on the Publish Information page and on the transmittal form. This DOI field may also be configured to appear on a custom Details page layout (either Editorial or Production Details).

Submission DOIs may be assigned manually. If using manual assignment, publications may want to designate a user or role to be responsible for entering DOIs to ensure they are entered in the correct format.

Submission DOIs may also be configured for automatic assignment. If configured, EM generates a Submission DOI in a publication-specified format and assigns it automatically at a specific event in the editorial or production process. No manual intervention is required for DOI assignment when this feature is enabled. The DOI field appears on the Publish Information page, transmittal form, and any custom Details page layouts.

Editor roles may be granted permission to edit automatically assigned Submission DOIs.

To Configure:

To enable this feature, contact your Aries Account Coordinator.

Once the feature is enabled, go to PolicyManager > ProduXion Manager > Configure Automatic DOI Assignment. Use the drop-down list to select the system event that will trigger the automatic assignment of the DOI for a submission. When finished, click Submit.

Two trigger-event options may be available:

• Notify Author of Accept Decision (For publication sites that are not using ProduXion Manager, the automatic DOI assignment must occur at this event.)
• Initiate Production (Publication sites using ProduXion Manager have the option of this event or the Notify Author event.)

Note: When the Notify Author of Accept Decision event is selected as the point for the system-generated DOI to be assigned, the DOI is assigned and stored in the database after the accept decision notification is confirmed (by clicking the Send Now button) but before the Author notification letter is sent. This ensures that all merge fields included in Decision letter, including the %DOI% merge field, work properly.

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

• Edit Submission DOI Automatic Assignment

Submission Item DOI

DOIs may also be assigned to individual Submission Items, for example, figures and supplementary materials provided as separate files during the submission process. These DOIs are automatically assigned by the system, based on the related Submission DOI. A Submission Item DOI is assigned at the same time as the Submission DOI and uses the next number in the DOI sequence.

Files configured to receive Submission Item DOIs can be added after the assignment of the main Submission DOI:

• Companion files will automatically be assigned Submission Item DOIs at upload (when the user clicks the Proceed button on the Upload Companion Files page). Files added by production task import will automatically be assigned Submission Item DOIs at import. If the file imported by the production task replaces an existing file that has already been assigned a Submission Item DOI, the replacement file takes the Submission Item DOI from the original file.

The File Inventory page displays a Submission Item DOI column for each file. Once a Submission Item DOI has been assigned to the file, it will appear in the column. Users with permission see a Replace link for uploaded files. If a Submission Item DOI exists for the file and the user replaces the file, the replacement file takes the Submission Item DOI from the original file.

For Submission Item Types configured to allow an Author to upload supplementary materials to a repository during the submission process, the repository will assign a DOI to the item. Publications may choose to display the Repository DOI on the File Inventory page in the Submission Item DOI column. DOIs assigned by a repository cannot be edited.

TO Configure:

To enable this feature, contact your Aries Account Coordinator.

Once the feature is enabled, go to PolicyManager > ProduXion Manager > Configure Automatic DOI Assignment. The publication must configure automatic Submission DOI assignment first (see above).

Configure Submission Items that are to be assigned DOIs. Go to PolicyManager > Submission Policies > Edit Submission Items. Access the Add/Edit Submission Item Type page for the applicable type.

For any item type to be assigned a DOI:

1. Item Type Family: Select the appropriate type from the drop-down list.
2. Assign Submission Item DOI: Check the box next to this setting to enable the system to automatically assign a DOI.

For item types to be uploaded to a repository:

1. Item Type Family: Select Supplemental from the drop-down list.
2. Choose DOI option. Only one option may be enabled:
   • 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 by the system automatically when this option is selected.)

For details on configuring Submission Items, see Define Submission Item Types.

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

• Edit Submission Item DOI Automatic Assignment

Preprint DOI

Publications that post preprint versions of submissions can configure the system to assign preprint DOIs. A preprint identifier is completely independent of the DOI that may be assigned to the submission's final published version of record.

A system-generated preprint DOI is assigned via submission production task. (Preprint DOIs cannot be assigned manually.) A submission's preprint DOI appears on the Publish Information page. It can also be configured to display on:

• Details pages (Editorial, Proposal, or Production)
• Production status grid
• Transmittal Form page (Although the preprint DOI can be configured to display on the Transmittal Form page, it is not added to any existing editorial transmittal methods for sending the final version of a submission to an external production system to be published.)

Note: Preprint DOIs are not displayed on all production tracking pages, because production pages deal with the work being done for the final published version of the submission, which is identified by the DOI (not the preprint DOI).

If a JATS transmittal method is used, the preprint DOI (if one is assigned) is written to the XML file and transmitted. Preprint DOI can also be imported from a JATS XML file.

The preprint DOI is included in submission transfers to other EM sites and to non-EM sites.

The merge field %PREPRINT_DOI% can be used in letters associated with a submission. If the preprint DOI field is added to the transmittal form, the preprint DOI is also pulled into a letter by the merge field %TRANSMITTAL_FORM%.

Editor roles may be granted permission to edit Preprint DOIs.

To Configure:

To enable this feature, contact your Aries Account Coordinator.

Once the feature is enabled, create a submission production task to assign the preprint DOI. Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks.

1. Click the Edit link next to the standard workflow, All Submission Production Tasks.
2. On the Configure Submission Workflow page, identify the task to be used to assign the preprint DOI: Click the Edit link next to an existing task OR enter a name for a new task and click +Add New Task Type. (Multiple tasks can be configured to assign a preprint DOI, but only the first task assigned will cause the system to assign one.)
3. On the Add/Edit Submission Production Task page, go to the Preprint DOI Options section and check the box next to the setting, Assign Preprint DOI.
4. Click Submit.

For details on configuring tasks, see Configure Submission Production Tasks or Editorial Tasks.

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

• Edit Preprint DOI Automatic Assignment

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