Prevent Duplicate Submissions

The EM system includes a duplicate submission check, which can compare a new submission to previously submitted work to identify whether a manuscript has been accidentally, or intentionally, resubmitted to the publication. This feature can be used by a single publication site or across publications in a journal group (IJRS-linked sites).

When an Author has submitted another manuscript within the defined time threshold, a duplicate submission check icon ( ) appears next to the Author's name in several Editor folders:

New Submissions
New Submissions Requiring Assignment
Direct-to-Editor New Submissions
New Assignments

An Action link, Duplicate Submission Check, also appears in the folders listed above. This link opens a pop-up window that presents information on similar submissions.

In performing a duplicate submission check, the system runs a query to compare the Article Title, Abstract, and Author List of the submission to those of all manuscripts previously submitted to the publication (or to the journal group).

For information on performing submission checking against external works, see Similarity Check.

TO CONFIGURE:

Configuration requires configuring the thresholds for the check, enabling the check by Article Type, assigning permissions for viewing the check results, and, if desired, linking to check results from the Details page.

To configure the thresholds, go to PolicyManager > Submission Policies > Configure Duplicate Submission Check. The duplicate submission alert can be defined by time frame and/or degree of similarity:

Corresponding Author has submitted a paper in the past [X] (number of) days.
A previously submitted paper scores a [X] percent duplicate score. This setting also includes the option to highlight scores of a chosen percentage or higher; these appear in red in the Editor's EM interface.

Check the box next to the desired parameter(s) and enter the desired threshold numbers.

Then enter any custom instructions to display for the Editor. (Default instructions appear in the text box. These may be added to or edited.) When finished, click Submit.

To enable the check for an Article Type, go to PolicyManager > Submission Policies > Edit Article Type. Select the applicable Article Type and click the Edit link. On the Edit Article Type page, check the box next to the setting, Check for duplicate submissions to Editorial Manager, and click Submit. For detailed instructions, see Configure Article Types.

For permissions, go to RoleManager > Editor Role. Select the appropriate Editor role and click Edit. On the Edit Role Definition page, go to the General Searching and Viewing section, check the box next to View Duplicate Submission Check Results, and click Submit.

To include a link to the Duplicate Submission Check Results on the Details page, 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 the Links section, check the box next to the setting, Duplicate Submission Check. For detailed instructions, see Configure Details Page.

For additional information, see the video on duplicate submission check.

Cross-publication duplicate submission check

Publications that are part of a Business Publisher Group signed up for Cross-Publication Enterprise Analytics Reporting may configure duplicate submission checking across all sites in the group.

When enabled, the Duplicate Submission Check query is run at the following events for configured Article Types:

New Submission Sent to Publication
New Child Submission Sent to Publication
Revised Submission Sent to Publication
Author Returns Submission to Publication
Editor Approves Edited Submission

The Article Title of the triggering submission is used as the search argument against the Article Title and Abstract of previously submitted manuscripts across all linked publications. The Author list of the triggering submission is used as the search argument against the Author list of previously submitted manuscripts across all linked publications.

An overall EM Duplicate Score is calculated from three scores returned for each similar submission:

Article Title Similarity: 40% of the total score
Author Similarity: 30% of the total score
Abstract Similarity: 30% of the total score

These scores are accessible via a link, Duplicate Submission Check Results. The highest EM Duplicate Score of all possible matches across all linked publications is displayed next to the link in parentheses.

The link appears for submissions on the Technical Check page, the File Inventory, and in most Editor Folders. The link can also be configured to appear on the Details page.

When the Duplicate Submission Check Results link is clicked, the user is taken to the Duplicate Submission Check Results page. This will display up to 20 potential duplicate submissions across all linked publications, listed in order from highest EM Duplicate Score to the lowest. For each submission, a bar graph is displayed. If the result score is over the threshold, the bar displays red (otherwise it displays green).

For each submission in the list, the logged in user will see the Publication Code of the publication in which the submission was found. If the potential duplicate submission is in the current publication, the user may have access to a View Submission link or a Details link to confirm if the submission is actually a duplicate. If the submission is in a linked Publication, a Send Email link displays, allowing the user to send a notification to the linked Publication about the potential duplicate submission.

Note: If an Editor is blocked access to a potential duplicate submission on the current publication, the View Submission and Details links are not available to that Editor.

To Configure:

To enable this feature, contact your Aries Account Coordinator.

Once the feature has been enabled, configuration is required on each EM publication site in the Business Publisher Group. This includes settings to define the thresholds for the check, to enable the check by Article Type, and to assign permissions for viewing the check results.

Configure thresholds, Article Type settings, and Details page layout as described above for the single-publication check.

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

View Duplicate Submission Check Results
Produce Reports
1. Run Cross-publication Enterprise Analytics Reports for All Publications
  1. Restrict to Selected Publication Groups: Presents a list of the available groups; if appropriate, select the applicable group(s) in the list.