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Editor or Publisher Edits Submission

The Edit Submission feature allows a user (with permission) to fix metadata problems, attach or remove source files, or return incomplete submissions to an Author before they are processed. Users with permission to edit a submission will see an Edit Submission action link in the submission’s current folder. When a user clicks this link, the system presents two options:

A submission is not available to another Editor or Publisher for editing while it is being edited; however, it becomes available for others to edit as soon as the Edit Submission page is saved. When a user edits the submission and rebuilds the PDF, the submission moves to the user's Incomplete Submissions folder during edited. If the user is interrupted during the editing process, any changes are saved. The user can access the submission in the Incomplete Submissions folder and click the Edit Submission link again. The submission is not available to another Editor or Publisher for editing while it is in an incomplete state. When a user edits submission data only, the submission does not move out of its current folder during editing.

Note: The Edit the Submission (and rebuild PDF) feature should be used very carefully. If a submission is with an Editor or out for review and the Edit the Submission (and rebuild PDF) feature is used, the Editor or Reviewers may end up viewing, printing and reviewing the wrong version of the submission.

To edit submission data only:
  1. Click the Edit Submission link in the Action column for the submission.
  2. Click the Edit the submission data only link.
  3. Select one or more of the following options and edit as needed:
    • Enter Metadata
    • Add/Edit/Remove Authors
    • Attach Files (Note: These files are not included in the Author/Editor or Reviewer versions of the PDF files but are available on the File Inventory page for the submission. These files can be included in the PDF at a later time by editing the submission using the option, Edit the Submission (and rebuild PDF).)
  4. Click the Submit button. (Or click Cancel to close the editing session without saving edits.)
To edit submission data (and rebuild the PDF) – Editor roles:
  1. Click the Edit Submission link in the Action column for the submission.
  2. Click the Edit the submission (and rebuild PDF) link. The page displays all fields as configured for the Article Type of the submission.
  3. Move through the submission steps and make edits as needed.
  4. Click the Build PDF for my Approval button.
  5. Go to the Submissions Needing Approval by Editor folder to perform next steps as appropriate. Applicable action links:
    • View Submission: You must view the submission PDF to confirm proper build.
    • View Reviewer PDF: You may be required to view the Reviewer version of the PDF to confirm proper build.
    • Edit Submission: Use link to edit the submission again if necessary.
    • Approve Submission: Use link to approve the edited submission. The submission returns to the folder it was in before the Edit Submission process began.
    • Send Back to Author: Use link to send the edited submission back to the Author for the Author’s approval of the changes. The submission moves to the Submissions Sent Back to Author for Approval folder.
    • Revert Submission: Use link to discard the edits and revert the submission back to the version that the Author submitted. (All changes made to source files and PDF are reversed, even if there have been multiple edits to the version. Metadata is not reverted; the Editor must change it back manually.)

Note: When a submission is edited only to include updated files (on the Attach Files page), renaming the source files may be necessary in order to generate a new version of the PDF.

To edit submission data (and rebuild the PDF) – Publisher roles:
  1. Click the Edit Submission link in the Action column for the submission.
  2. Click the Edit the submission (and rebuild PDF) link. The page displays all fields as configured for the Article Type of the submission.
  3. Move through the submission steps and make edits as needed.
  4. Go to the Submissions Needing Approval folder to perform next steps as appropriate. Applicable action links:
    • View Submission: You must view the submission PDF to confirm proper build.
    • Edit Submission: Use link to edit the submission again if necessary.
    • Approve Submission: Use link to approve the edited submission. The submission returns to the folder it was in before the Edit Submission process began.

Note: When a submission is edited only to include updated files (on the Attach Files page), renaming the source files may be necessary in order to generate a new version of the PDF.

 

 

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