Send Submission Back to Author

When a submission is received by the editorial office, staff may determine that the materials are incomplete, incorrectly formatted, or that they require some other adjustment to be made by the submitting Author before the submission can be allowed to move into the editorial workflow.

A Send Back to Author button appears on the Technical Check page.

The same function is available via a Send Back to Author action link in these folders only:

• New Submissions
• New Submissions Requiring Assignment
• Revised Submissions
• Revised Submissions Requiring Assignment
• Direct-to-Editor New Submissions
• Direct-to-Editor Revised Submissions

To send a submission back:

1. Click the button or link to open the Send Back to Author – Select Letter page.
2. Use the Letter drop-down menu to select a letter.
3. Click Send Letter OR click the Customize link to make changes to the letter. When you have finished changes, you may use buttons to:
   • Preview Letter
   • Save and Send Later
   • Send Now

The folder, Submissions Sent Back to Author for Approval, contains all submissions (new or revised) that have been sent back to the Author.

Send edited submission back for Author's approval

A Send Back to Author link also appears when an Editor has edited a submission. This link provides the Editor the option of sending the edited submission for approval by the Corresponding Author.

For more information, see Editor Edits Submission.

Ingested and transferred submissions

Submissions received via ingest (from an Author Portal or Manuscript Service Provider) or transferred from another publication do not have a system PDF when they are initially received into the publication's EM site. A PDF must be built and approved before the submission can move into the editorial workflow.

Depending on publication configuration, these submissions may be processed manually by an Editor or editorial staff member or automatically by the system.

Manual processing

These submissions are received in the New Ingested Submissions folder or the Transferred Submissions folder.

An Editor or editorial staff may edit the submission metadata and build/approve the submission PDF or send the submission back to the Author to build/approve the PDF.

To build and approve the PDF:

1. Click Edit Submission link
2. Check that metadata conforms to publication's requirements. Edit as needed.
3. Click Build PDF for my Approval. (This moves the submission to your Submissions Needing Approval by Editor folder.)
4. Click View Submission to check the PDF. (Edit and rebuild if necessary.)
5. Click Approve Submission. (This moves the submission back to its initial folder.)
6. Access the submission in its initial folder and click Transfer Complete link. (Depending on configuration, this moves the submission into the New Submissions or New Submissions Requiring Assignment folder.)

To send back to Author:

1. Click Send Back to Author link or Send Back to Author button (if using Technical Check).
2. Use the drop-down list to select the appropriate letter. (Editors with permission may customize the letter.)
3. Click Send Letter.

Automatic processing

Publications may configure the system to automatically send the submission back to the Author. When this setting is configured, the folders, New Ingested Submissions and Transferred Submissions, are not displayed on the Editor Main Menu. New submissions received via ingest or transfer move directly to the Submissions Sent Back to Author for Approval folder as soon as the Author is notified to check metadata and build/approve a PDF.

An additional setting allows publications to complete the ingest/transfer process automatically once the Author approves the submission PDF. The submission moves to the appropriate folder in the workflow. (This replaces the need for a staff member to click the Transfer Complete link.)

 

 

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