The publication must create a master list of Submission Item Types that are required and/or allowed when an Author submits a manuscript. These include the manuscript file, cover letter, figure, table, etc.
Note: This functionality is not required for manuscript submission or any part of the editorial workflow in EM. It is used to assign specific metadata fields to each Submission Item for the purpose of passing information onto the production department or to an automated production system.
Once configured, Submission Item Types are assigned to Article Types. (Not all Article Types require all Submission Item Types.) For each Article Type, all the assigned Submission Item Types appear in a drop-down list on the Attach Files step of the submission process. The Author selects the appropriate Submission Item Type for each item included in the submission.
Submission item types are assigned to families for the purposes of production. This information is not required in the editorial workflow.
Each item type must be assigned to one of the five Submission Item Families: Default, Figure, Table, Document, and Supplemental. (These families are hard-coded in EM and cannot be changed or edited.) The different Submission Item Families are treated differently by the scripts that take the information on the transmittal form and change it into a production-ready format.
For example, publications do not always use specific file extensions for figures or may set up different Submission Item Type names that relate to figures (Color Images, Radiographs, Gels, etc.). Defining all these as items in the Figure family enables the EM system to identify them definitively as figures in order to process them correctly for transmittal.
For more information, see Configurations for Transmittals.
Defining a Submission Item Type includes configuring how files for this type are handled. The file can be configured to be built into the submission PDF or to be kept separate as a Companion File (and not built into the PDF).
In addition, a Submission Item Type option can allow Authors to enter a URI/URL address as a submission item rather than uploading a file. The URI/URL might be used to access data (such as videos) accessible via the Internet. Another Item Type option can allow authors to enter a URI/URL to a data repository or to upload items to a data repository without leaving the Author submission process on a publication's EM site.
Publications can restrict the types of files that the Author are allowed to submit on the Attach Files page for both new and revised submissions. Default system settings allow all file types.
The restrictions can be set in two ways: to allow all file types with identified exclusions or allow only identified file types. Different restrictions may be set on new submissions and revised submissions.
These restrictions apply to the Author submission process. The file restrictions are extended to Editors and Publishers (during an Edit Submission session) unless the Editor/Publisher role is authorized to bypass restricted file types.
Note: Submission Item Types defined for use as the Primary Manuscript File (i.e., the first uploaded file that is examined for metadata extraction), should be set to allow .doc and .docx files. They should also be set to allow PDF files, unless the publication is opting to exclude PDFs from metadata extraction, as configured on the Add/Edit Article Type page. For more information, see Automatic Metadata Extraction.
File references may be used to rename files for download or transmittal. If the publication uses the same file reference to identify multiple versions of the same file, for example, a document image, these versions may be differentiated by applying different Submission Item Types. Each Item Type may have its own File Use Suffix to allow file handlers to quickly identify the different versions.
For more information, see Configure Use of File References.
For additional information, see the video on submission items.
Go to PolicyManager > Submission Policies > Edit Submission Items.
The Edit Master Submission Item Types page displays the list of defined Submission Item Types. Item Types can be added and edited on this page.
Several Item Types—Manuscript, Author Agreement, Figure, and Table—are pre-configured when the publication's EM site is created. These may be edited, and new Item Types can be added.
This master list is orderable. Enter the numbers of preferred order in the Order boxes and click the Update Item Order button, or arrange in alphabetical order by clicking the Sort in Alphabetical Order button. The order displayed on this page is the order that appears in the drop-down list in the Attach Files submission step (unless it is overridden by the "required items" setting below).
Two additional settings on the page dictate how list appears in the submission process:
To create a new submission item type:
The Add New Submission Item Type page is divided into three sections. Some settings described here may not appear on all publications sites.
In the top section, complete the following:
Item Type: Name entered on the mast page appears here and may be edited.
Item Type Family: Family selected on the master page may be edited. Use the drop-down list to make a selection.
Assign Submission Item DOI: Check the box to assign a Submission Item DOI to files of this type. For details, see DOI Assignment.
File handling settings:
This submission Item Type is a Companion File (not built into PDF): Check the box to define the item as a companion file. For details, see Configure Companion File Handling.
This Submission Item Type is a Repository Item: This setting appears only when the Supplemental family is selected above. Check the box if authors will be required to deposit this file to a repository. For details, see Configure Submission Item for Repository Upload.
PDF Handling: The item will be built into the submission PDF if neither of the settings above (companion file, repository item) is checked. Use the drop-down lists to select the PDF handling method for Reviewer, Author/Editor, and Auxiliary PDFs:
URL/URI/External Resource Entry (in lieu of file upload): This option allows Authors to enter a URI/URL address as a submission item. Use the drop-down list to set.
Additional settings. The availability of these settings is dependent on PDF handling and URL/URI settings:
Custom Metadata ID: Choose from the drop-down list. For details, see Define Custom Metadata IDs.
Include this submission item when sending submissions to the following Manuscript Analysis Services: This section appears only when an analysis service is enabled for a publication site. It allows for inclusion of submission items in the files sent to an analysis service. Use the checkboxes to select on or more analysis services. For details, see Configure Use of Manuscript Analysis Service.
Restricted File Types
This section allows the publication to restrict the types of files that may be uploaded for the submission item type. Use the radio buttons to set the parameters in both the New Submissions and Revised Submissions columns.
File Reference and File Name Generation.
For details, on settings in this section, see Configure Use of File References.
When finished with settings on the Add/Edit Submission Item page, click Submit.
To allow Editor/Publisher roles to bypass the file restriction settings, go to RoleManager > Editor/Publisher Role. Select the appropriate Editor or Publisher role and click Edit. On the Edit Role Definition page, go to the Edit Submission section, check the box next to the permission, Bypass "Restricted File Types" Requirements, and click Submit.
For related information, see:
Set Maximum Size for Uploaded Files
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