Search People – Update Information Page

The Search People – Update Information page allows authorized Editors/editorial staff to see (and update, depending on permissions) individual user records.

Some of the items described below on the page layout are dependent on feature configuration and role permissions and so may not appear to all Editor users.

The individual's name, registration date, and the record's last-modified date appear on the left of the page. In addition, any people flags associated with the record are displayed next to the name. An Editor can click the white flag icon ( ) to associate additional flags with the record.

The remaining information on the page is divided into five main areas:

User Information includes settings related to how the user interacts with the publication and the EM system. (The Update Information page for an individual user includes fields in this section for Username and Password; these do not appear on the Search People – Update Information page.)

Default Login Role: The role that EM automatically logs a user in as when the user hits the Enter key rather than clicking a specific role button on the login interface. The standard default role is Author. This may be set by the user or by Editor with Search People permissions.
Default Login Menu: This setting dictates which main menu (Editorial, Proposal, Production) the user sees upon login.
Radio button settings: Use the button to select Yes or No in response to the questions related to the individual.
1. Available as Reviewer?
2. Board Member? (Select Yes if the individual is a member of the publication's Editorial Board.)
3. Forbidden as a Reviewer?
Role assignments: Use the drop-down lists to select from the publication's defined roles. (Use the default, None, for no assignment in a Role Family.)
1. Reviewer Role
2. Publisher Role
3. Editorial Role
  1. If an Editor role is assigned, a description phrase may be entered in the Editor Description field. See Editor Description Field.
  2. If a user's Editor role is removed or changed from one role to another, additional steps may be required. See Changing a User's Editor Role.

Personal Information is the main section of the record, which contains the individual's identifying and contact information. All fields may be completed by the individual. Fields may be updated by Editors/editorial staff with proper permissions.

All users registering on EM must provide a unique email address. Multiple email addresses may be entered; they must be separated by a semicolon. Personal identifier fields, such as ORCID and ISNI, may be configured to display for data entry.

Given/First Name, Family/Last Name, and Email Address fields will appear as grayed out (not editable) when the publication site uses an OpenID Connect Single Sign-on (SSO). These fields are automatically synchronized at sign-on and can only be edited in the user’s SSO user profile.

Areas of Interest or Expertise may be entered by the individual user or by Editor/editorial staff. (The publication configures the list of classifications and/or keywords to present to users.)

Select Personal Classifications: Clicking this button opens a pop-up window that displays a list of available classifications (on the left) from which to select. Check the box next to the applicable classification(s) and click the Add button in the center of the page. The selected classifications for the user record are then displayed on the right of the page. (A classification can be removed from the list on the right by checking the box next to it and clicking the Remove button.) When finished selecting, click the Submit button or the Submit and Continue to Ranking button.
Rank Personal Classifications: This button appears when classifications have been entered into the user record. Click to open a pop-up window, where the selected classifications can be ranked related to the individual's level of expertise; use the radio buttons to select ranking. Use the checkbox next to a classification to remove it from the list. When finished, click Submit
Edit Personal Keywords: Clicking this button opens a pop-up window that displays the list of keywords associated with the individual. New keywords may be entered in a text box (and added to the list by clicking the Add button).

Institution-related Information may be entered by the individual user or by Editor/editorial staff, except for URLs.

People URLs: Up to three URLs to be included in the record. These URLs display as active links on the People Information and Select Reviewer pages and open a new browser window when clicked. These fields may be completed only by Editor/editorial staff with applicable permissions. The full URL must be entered (i.e., it must start with http:// or https://).

Alternate Contact Information: Clicking this button opens a pop-up window where the user or Editor/editorial staff can enter alternate contact information for an identified timeframe. Enter a start and end date for the time period, the applicable contact information, and any notes about the information (if desired). When finished, click Submit. Information entered on this window can be removed by clicking the Remove this Alternate Contact Information button.

Unavailable Dates: Clicking this button opens a pop-up window where the user or Editor/editorial staff can enter the dates. In the pop-up window, click the Add New Unavailable Date link, enter start and end dates, a reason for the unavailability, and up to three substitutes that the publication may contact for any requested work. When the form is complete, click Submit. Entered information appears on a grid in the pop-up window that can be updated with the Edit or Remove links.

Registration Questions are presented to the individual user at registration. Registration questions are answered with a checkbox only. These appear in a grid. Depending on configuration, responses may be edited by Editor/editorial staff.

Other types of questions also appear in this section.

Additional People Detail fields may be configured for use as questions presented at registration. These appear in a list under the grid. Responses are not editable by Editor/editorial staff.

Required question(s) related to privacy policies, and the date that the user responded to each, are displayed below questions described above. The date that the most recent privacy policy question was reviewed and the IP address from which it was acknowledged appear in the left column of the page.

This section may also display link text presented to users to access a demographic (gender identity, race, and ethnicity) questionnaire. The link is not active on the Search People – Update Information page. This will appear below other items in this section.

Email exclusion settings

Publications may use system tools to send emails to groups of recipients. Two settings appear in the left of the page to enable a user to be excluded from receiving these emails.

Exclude this user from receiving batch reminder emails: This setting applies to emails sent via reminder reports (on the Send Reminder Letters page or the Reports page). Exclusion options:

Never
When Unavailable Dates are active
Always

Exclude this user from receiving mass emails (sent via Batch Email tool): When set to Always, this user’s email address is not included in the recipient list for all mass email defined on the Send Batch Email page.

Additional fields and functionality

Activity Details: Editors with the related permissions see a button in the User Information section. Clicking the button opens a pop-up window, the People Information page for the individual. This page contains contact information, assigned role(s), unavailable dates, and additional configured features (such as Detailed People Notes), as well as a Detailed Statistics section, which includes lists of review assignments, Editor assignments, and Authored submissions (viewing this section depends on correct permissions). This page may also be accessed from folders throughout the EM system where the individual's name appears as a link (except the Search People results page).

Additional People Details (APD): If APDs have been configured for Editor use, Editors with the related permissions see a button in the User Information section. Clicking the button opens the Additional People Details pop-up window. Fields are defined by system administrators. Editors may have permission to view the fields. If the Additional People Details feature has been configured, the information is also accessible via Search People. APDs may also be configured for use as registration questions; these APDs appear in the Registration Questions section of the page. For details, see Configure Additional People Detail Fields.

People Notes: Editors with the related permissions see a text field at the bottom of the page. The field can be used to record any information the publication would like to capture. All information is saved in a single note, which can be added to and/or edited. This box is also accessible from the Select Reviewer pages and from the People Information page (accessed by clicking the person's name link). The People Notes field is also available as a search criterion in Search People, Search for Reviewers, and Search for Authors.

Detailed People Notes: If the feature has been configured, Editors with the related permissions see Detailed People Notes section near the bottom of the page. (A checkbox allows the Editor user to set it to display at the top of the page.) This feature allows multiple notes to be added to a person's record. A text box appears for entering a new note, and existing notes appear in a list below it. The individual notes are timestamped along with the name of the user who made the note and publication on which the note was entered. These notes cannot be edited, but they can be removed. (All Editors may remove any notes they have written; additionally, Editors with appropriate permissions may remove notes created by others). Detailed People Notes can also be used as a search criterion on Search People, Search for Authors, and Search for Reviewers (by Editors with appropriate permissions).

To create a new note, enter text in the text box and click Submit Note. The note is saved immediately.
To remove a note, click the trash can icon next to the note in the list. The note is deleted upon confirmation of the action.

Send Login Details: Editors with the related permissions see a button in the left of the page. Clicking the button sends a system email to the individual containing username and a link to reset the password.

Inactivate this User: Editors with the related permissions see a button in the left of the page. Clicking this button inactivates the user in the publication's system. (Users with active submissions, assignments, or tasks cannot be inactivated.) For details, see Inactivate People Record.

Anonymize this User: Editors with the related permissions see a button in the left of the page. Clicking this button anonymizes the record (name may be retained). For details, see Anonymize a User Record.