File Management in Production

Production tasks allow the assignment of specific files as part of the task assignments. When users complete their assignments, they can upload files as part of the submission process. Files associated with production tasks are designated companion files, and do not appear in the main submission PDF.

A system administrator must define one or more Submission Item Types to act as companion files for use with production tracking. In effect, each submission has two different pools of files associated with it: submission files originally submitted by the Author for editorial peer review, and companion files used primarily for production.

Note: An Author may be allowed to upload companion files when submitting a manuscript, but companion files are never built into the PDF that is approved by the Author or the PDF that is sent for peer review, nor can they be downloaded via a link contained in the PDF. Any type of file that needs to be peer reviewed should not be configured as a companion file.

A variety of configuration options for companion file Submission Item Types enable how the files are displayed and how users can manage them:

Color coding for companion files allows them to be easily identified in the file inventory. The system can apply color coding automatically when files are uploaded.
File references can be used to rename companion files, for example, to identify files related to a submission or to convey the intended use of a file.
Editor and Publisher roles may be granted permissions related to handling companion files.

Companion files are available to users on the File Inventory page. Users with permission may upload, download, replace, and hide files (as they are replaced with new ones). Users may also be allowed to change the color coding and to rename file references.

To configure:

To enable ProduXion Manager, contact your Aries Account Coordinator.

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

Download Source Files: This main permission must be granted in order to enable sub-permissions.
1. Download Companion Files: Allows role to download companion files from the File Inventory.
2. Upload, Hide and Restore Companion Files: Allows role to upload files to File Inventory, to hide files when replacing them with new files, and to restore previously hidden files.
3. View File References: Allows role to view file reference information on the File Inventory page.
  1. Edit File References: Allows role to edit file references.
  2. Rename Files on Download (based on File Reference): Allows role to rename companion files, based on the file reference, when downloading.

Go to PolicyManager > Submission Policies > Edit Submission Items. Define Submission Item Types for companion files as needed. See Define Submission Item Types . Also refer to Configure Companion File Handling and Configure Use of File References.