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Early Proof URL Feature

In Editorial Manager a system-generated PDF combines all of the Submission Items (not configured as Companion Files, which never appear in the PDF) into a single file. Two versions of the PDF (Author/Editor PDF and Reviewer PDF) are created for use in the review process. The PDFs can be accessed from several places in the interface via the Action link, View Submission.

Some publications may use a tool outside the EM/PM system to create early proof documents of submissions. The Early Proof URL feature enables them to provide access to those external files for the review process, instead of using EM system-generated PDFs. The Early Proof URL can be accessed using the View Submission link and from the submission record’s Details page (if configured to appear).

Functionality allows for one URL/URI link per submission. The link may direct to a PDF, an editing/e-proofing tool (e.g., Google Docs), or a landing page containing links to various revisions of the submission. The URL/URI link may be updated throughout the lifespan of the submission.

If a user tries to access the early proof when the URL has not been created, the system displays a message that the early proof is not yet available.

Creating and updating the link

A custom Early Proof URL may be imported directly into EM via a production task. Editor and Publisher roles (with permission) may also add or edit the Early Proof URL on the Custom Details page.

Steps for use:

  1. Author submits a manuscript, including one or more source files.
  2. On intake of the submission, Editor/editorial office staff initiates production on the submission before Editor chain assignment.
  3. Submission production task (Create Early Proof URL) is assigned, manually or automatically, to a specific user on the production team. This sends an XML file, along with designated assignment files, to a configured SFTP server to the task recipient.
  4. Task recipient (e.g., composition vendor) creates an external (outside EM) version of the submission. This could be PDF or HTML format. The task recipient also creates a URL/URI, which is used to access the submission in the external system. This URL/URI is referred to as the Early Proof URL. The value of the Early Proof URL is included in the import.xml file sent to the publication's EM site and updates the value for the submission in the publication’s database.
  5. Users (with permission) access external document via Early Proof URL.

A submission's Early Proof URL is not versioned (i.e., it is expected to be the same value for the life of the submission). The contents of the URL's target page (content that is displayed when a user clicks the URL) may be updated through the lifespan of the submission. This content is under the control of the third-party that creates the URI/URL.

The Early Proof URL can be updated over the life of the submission as follows:

Note: This feature is intended for use with production tracking or Task Manager, so that the URL/URI is created/updated via production or editorial task. However, the URL/URI can be added and edited manually via the Details page by Editor or Publisher roles with permission on sites not using production tracking or Task Manager.

A merge field is available for use in letters with this feature.

%VIEW_SUBMISSION% can be used in any letter, but it is only populated when the recipient of the email has access to the submission. When populated, the merge field displays a hyperlink (View Submission) that opens a pop-up window where the user can select either the role-appropriate system PDF or the Early Proof URL, depending on configuration settings.

Submission production FTP tasks

Once the feature is enabled, the process to import an Early Proof URL involves assigning a Submission Production Task configured to send an XML file, along with designated assignment files, to a configured SFTP server. The task recipient creates a version of the submission outside of the EM system. This could be a PDF or an HTML version of the submission.

When the task recipient has created the Early Proof URL, the task is submitted to the publication's EM site as an FTP task and includes the import.xml file. The value of the Early Proof URL is included in the import.xml file and updates the value for the submission in the publication's database.

Assign a submission production FTP task

Editor selects a submission in the publication's EM site. (Ideally, this occurs while the submission is located in the New Submissions folder or New Submissions Requiring Assignment folder in order to ensure that the Early Proof URL is available for viewing by Editors or Reviewers).

  1. For the chosen submission, click the Initiate Production link.
  2. Skip this step if the task is configured for automatic assignment. If the Early Proof URL Submission Production Task is configured for manual assignment:
    1. Select the task from the drop-down list and click Proceed with Selected Task to go to the Letter page.
    2. Select the task recipient (who will generate the Early Proof URL) from the "Task Assigned to" drop-down list, customize the letter as needed, and click Assign Task and Send Letter.
Submit a submission production FTP task

Task recipient accesses the FTP folder where the submission production task dropped the files.

  1. Move the zip file and the .go.xml file to computer desktop.
  2. Delete source files from the zip file, which should then contain only the import.xml file.
  3. Edit the import.xml file (use Notepad, XML Spy, Oxygen, or another editing tool).
  4. Edit the <early-proof-url> value.
  5. Save and close the import.xml file.
  6. Add import.xml file to the zip file (it should only contain the import.xml file).
  7. Open the .go.xml file.
  8. Delete <archive-file> element.
  9. Delete <file> element for all source files.
  10. Retain the tag for the <import-xml> file metadata.
  11. Save and close the .go.xml file.
  12. Log in to ftp.ariessys.net using SFTP.
  13. Drop the zip file.
  14. Drop the .go.xml file.
Check the Early Proof URL

As either task recipient or Editor, locate the submission (in the New Submissions folder or New Submissions Requiring Assignment folder).

  1. Click View Submission link. Confirm that the Early Proof URL is available. Click the URL and confirm that the publisher-generated version of the submission is displayed.
  2. Click Details link. Confirm that the Early Proof URL has been updated on the Details page.

Synchronize metadata via API

The Early Proof URL feature may be configured to keep metadata synchronized between EM and the external tool. Synchronization occurs when submission metadata is edited in either tool (after the initial exchange of files via SFTP). This applies to six metadata fields: Article Title, Secondary Article Title, Abstract, Secondary Abstract, Keywords, and Secondary Keywords.

Note: The bi-directional API is invoked from EM to the external tool when an Author, Editor, or Publisher user edits the submission in EM, changes one of the six relevant fields (for a submission that is already in the external tool) and saves the edits. The bi-directional API is not invoked if a new file is uploaded. If a new file is uploaded, the editorial office is expected to re-trigger the Submission Production Task or Editorial Task that sends the files via SFTP to the tool.

View API message history

Editors with permission can view API message history via a link in the Administrative functions section of the main menu.

Monitor API traffic statistics

System administrators can view API traffic statistics on the File Transfer Statistics page in AdminManager.

To Configure:

To enable this feature, contact your Aries Account Coordinator.

Editor roles may be granted permissions to edit the Early Proof URL. Editor and Publisher roles must also be granted permission to assign and receive the production tasks related to the Early Proof URL.

Go to RoleManager > Editor Role. Select the appropriate role and click Edit. On the Edit Role Definition page, go to, check the box next to the applicable permission(s), and click Submit.

To assign the task to create the Early Proof URL, an Editor role must also have these permissions:

Go to RoleManager > Publisher Role. Select the appropriate role and click Edit. On the Edit Role Definition page, go to, check the box next to the applicable permission(s), and click Submit.

To assign submission production tasks, a Publisher role must also have these permissions:

To grant users access to the Early Proof URL, go to PolicyManager > General Policies > Set "View Submission" Options.

  1. Click on a Role family (e.g., Editor) to expand the accordion section. All roles for that family display.
  2. Click on a Role within the family to expand the accordion section. All active Article Types display
  3. Use the drop-down menus to choose an option for Original Submission and Revised Submissions for each Article Type. Options are:
    • View System PDF Only
    • View Early Proof URL AND PDF
    • View Early Proof URL Only
  4. Repeat steps 1 – 3 for each Role as required.
  5. When finished, click Submit.

Configure a production task to create the Early Proof URL. Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks. Click the Edit link next to the applicable workflow.

  1. Task name: Create Early Proof URL (or something similar)
  2. Automatic Assignment Options: Check the box next to the applicable setting. Leave boxes unchecked to assign task manually. If selecting the option, Assign Automatically when all Trigger Tasks are completed (if configured in the workflow, a trigger task must also be configured (see below).
  3. Can be Assigned by: Select applicable roles. If configuring automatic assignment, select a specific user to assign the task.
  4. Can be Assigned to: Selected Editor/Publisher Roles only. If configuring automatic assignment, select a specific user to perform the task.
  5. Automatically Select Files for Assignment: Check the box and select submission file(s) to be used to create Early Proof URL.
  6. FTP Options: Submission Production Task Transmittal Method:
    • Use the drop-down list to select a Submission Production Task Transmittal Method. (This enables submission files (in a zip package) and an optional XML file to be sent to the designated FTP server. Note that the "General Submission Production Task Export" method does not send an XML export file. Publications can also select a JATS Production Task Export method.)
    • Select the "Include Aries Import XML file in transmittal" checkbox to include the import.xml file in the zip file.
    • (If not already configured) enter SFTP server address, username, password, subdirectory, and email address for transmittal notification.
  7. FTP Options: Submission Production Task Import Profile:
    • Use the drop-down list to select "Aries Import" as Submission Production Task Import Profile. (Allows vendor to SFTP import.xml file back to Aries.)
    • Click the link, Select Fields for Import, to open a pop-up window. In the popup select "Early Proof URL" field (in General Manuscript Information). Click Proceed to close the popup. (This value will then be used to update the system field used to store the Early Proof URL for the submission.)
  8. Companion File Options: Check the box next to the setting, Limit the Submission Item Types that can be uploaded when Task is Submitted, and choose a file from the list. (Note: This file will not actually be included when the task is submitted.)
  9. Complete other sections as appropriate to the publication.
  10. Click Submit to save settings and return to the Configure Submission Workflow page.
  11. Use the fields in the Order column to place this task in the appropriate position in the workflow and click the Update button.
  12. If the task is configured to "Assign Automatically when all Trigger Tasks are completed (if configured in the workflow)" an Edit icon appears in the Trigger Task column. Click the icon and select the trigger task. Then click the Save icon.

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

To enable the Early Proof URL for Article Types, go to PolicyManager > Submission Policies > Edit Article Types. Select an Article Type and click Edit. On the Edit Article Type Page, go to the Production Tracking Parameters section. In the Use Submission Workflow drop-down list, select the workflow configured above. When finished, click Submit.

For details on Article Type configuration, see Configure Article Types.

To include Early Proof URL access on Details page layouts, go to PolicyManager > General Policies > Define Details Page Layouts. Select the applicable layout and click the Edit link. Use the Select Items to Display link. In General Manuscript Information, check the box next to the setting, Early Proof URL. For detailed instructions, see Configure Details Page.

 

 

 

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