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Suggest Editor Feature

Publications that have a large pool of Editors (i.e., typically more than 100) may use the Suggest Editor feature to narrow down the field of Editor candidates to make selection more efficient. When this feature is enabled, the system generates a list of suggested candidates based on classification matches between the candidate and the submission.

The system counts the number of classification matches between an Editor and the manuscript. Those Editors with the highest numbers are ranked highest on the Suggested Editor list. A publication may also opt to list all Editors rather than display by classification matches.

If an Author requests an Editor, the requested Editor appears first in the list.

Publications may also configure Additional People Detail (APD) fields to display on the Editor Selection Summary page to provide more information about the candidates to the user who is making the selections. For details on APDs, see Configure Additional People Detail Fields.

When the system suggests Editors for a revised submission, the previously assigned Editor appears first in the list, unless the Author has requested an Editor. Then the requested Editor appears first, followed by the previously assigned Editor.

Publications may customize instructions that appear on Suggest Editor pages.

Automatic invitation (with batch option)

The assigning Editor selects candidates from the list to and sets the order in which to invite them. The Editor has the option to customize invitation letters before submitting the selected list. Once the user confirms selections, the system automatically invites the first Editor.

Remaining selected Editors are added to a queue to be invited as needed. If an invited Editor declines the invitation, the next available Editor in the queue is automatically promoted and invited. As soon as an Editor accepts the invitation to handle the submission, all outstanding invitations to candidates in the queue are automatically closed, and no more invitations are sent.

Occasionally, an Editor/editorial staff may need to close out the queue manually and/or assign an Editor directly to the paper without waiting for someone to accept the invitation in the system. Editors (with permission) see a Close Queue or an Assign Editor Now button on the Editor Selection Summary page.

If a queue has been created, the Close Queue button appears. Closing the queue terminates any outstanding invitations and removes selected Editors from the queue. The submission returns to whatever folder it was in before Editors were invited (e.g., New Submissions Requiring Assignment, Revised Submissions, Requiring Assignment, New Assignments).

If a queue is not active, the Assign Editor Now button appears. This button enables the assigning Editor to bypass the queue, select one Editor, and assign the selected Editor immediately.

The feature may also be configured to invite selected candidates automatically via a nightly batch process. The publication defines how many invitations to send on a staggered schedule (e.g., several each night) until an Editor accepts the invitation or until all invitations have been sent out, whichever happens first.

Tracking invitations

When an Editor (or Editors) have been invited, the submission moves to the Editors Invited – None Yet Assigned folder on the assigning Editor's Main Menu. The Editor can see when invitations were sent, invitation status, and how many selected Editors remain in the queue. (Editors with the permission, View All Submissions, in addition to permission to use the Suggest Editor queue also see a View All Submissions with Editors Invited – None Yet Assigned folder.)

Information for assigning Editors can be included in Automatic Editor Summary Reminder (AESR) emails. AESRs can be configured to alert inviting Editors when the Editor queue for a submission is empty. For details, see Automated Editor Summary Reminders.

Invited Editors see the submission in the New Invitations folder. Action links provide the ability to accept or decline the assignment. Deep links to accept or decline may also be included in the invitation email (using the merge fields %ACCEPT_EDITOR_INVITATION% and %DECLINE_EDITOR_INVITATION%).

  1. Yes, I will take this Assignment: When the invited Editor clicks this link to accept, the submission moves to the Editor's New Assignments folder.
  2. No, I will not take this Assignment: When the invited Editor clicks this link to decline, the confirmation page displays a text box where the Editor may enter a reason for declining. The publication may also configure a list of reasons to display in a drop-down list from which the Editor may choose.

The reason entered/selected by an Editor appears in the Invitation Status column of the Invited Editors section of the Editor Selection Summary page. A Re-invite link in this section enables the assigning Editor to send an invitation again.

The Editor's reason for declining may also be included in the Editor Declines Invitation of New Submission letter, using the merge field, %SUGGEST_EDITOR_DECLINE_REASON%.

Note: If the assigning Editor bypasses the queue by using the Assign Editor Now button, the selected Editor is assigned without invitation, and the submission goes directly to that Editor's New Assignments folder.

Automatically cancel invitations after defined time

Publications may set invitations to expire. After the defined number of days has elapsed the system will send a letter to notify the Editor that the invitation has been cancelled. The system may also be configured to invite the next Editor in the queue after an Editor's invitation has expired.

To Configure:

To enable this feature, contact your Aries Account Coordinator.

Enable Editor roles to use the feature for Editor assignment. Go to RoleManager > Editor Roles. Grant permissions to the applicable Editor roles. When the Suggest Editor feature is enabled, two Editor assignment permissions are available. Check the box next to the appropriate permissions and click Submit.

  1. Assign Editor Using Single Editor Selection
  2. Assign Editor Using Suggested Editor Queue
    1. Close Queue and Assign Editor Directly

If an Editor Role is granted both Assign Editor permissions, the Suggested Editor Queue permission supersedes the Single Editor method. When the user clicks the Assign Editor link, the system proceeds to the Editor Selection Summary page.

Customize instructional text. Go to PolicyManager > Suggest Editor Policies > Customize Suggest Editor Instructions.

  1. Enter instructional text in the text boxes:
    • Editor Selection Summary: This page displays the list of candidates the assigning Editor may select from and order. The page also includes a search option.
    • Search for Editor Results: This page displays the list of names found in the search. Results can be added to the candidate queue.
    • Switch to New Editor: This page allows the assigning Editor to search for a replacement Editor to assign (rather than invite).
    • Decline Editor Invitation: This page displays to the invited Editor requesting (or requiring) a reason the Editor is declining the invitation. Reason is selected from a drop-down list.
  2. When finished, click Submit.

Configure settings for the Suggest Editor page (displayed to assigning Editors) and the batch invitation process. Go to PolicyManager > Suggest Editor Policies > Configure Suggest Editor Preferences.

  1. Editor Selection Summary Options:
    1. Display candidates: Use the radio button to select to display option:
      • By classification matches
      • List all Editors
    2. Number of candidates displayed on page: Enter a number.
      • This setting is disabled when List All Editors is selected for the Display candidates option above.
      • To display a Search for Editors tool rather than a list of candidates, enter 0 in this field and in Number of Candidates selected by default below.
    3. Number of candidates selected by default: Enter a number. This is the default number that will be added to the invitation queue; assigning Editor may select a different number of candidates on the page.
      • This setting is disabled when List All Editors is selected for the Display candidates option above.
      • To display a Search for Editors tool rather than a list of candidates, enter 0 in this field and in Number of Candidates selected by default below.
    4. Number of invitations sent immediately: Enter a number (default is 1). This is the number of invitations that are sent as soon as the Editor confirms selections. The rest are added to the queue.
  2. Batch Parameters:
    1. Turn off batch invitation process: If this box is checked, the system will not send invitations to candidates in the night batch process. Editors are still automatically promoted and invited, but only when an invited Editor declines.
    2. Defer first automated batch if within X hours of initial invitations: Enter a number. This limit instructs the system to skip the nightly batch invitations if the initial invitation was sent within the defined time.
    3. Number of invitations to send in first batch cycle: Enter a number.
    4. Number of days between automated batches: Enter a number. This setting defines how many days pass between batch cycles. Default value is 1, meaning the batch cycle will run every other night until all invitations have been sent. (Note: Batch invitations are sent only on working days, not on weekends.)
    5. Number of invitations to send in second batch cycle: Enter a number.
    6. Number of invitations to send in third batch cycle: Enter a number.
    7. Number of invitations to send in all subsequent batch cycles: Enter a number.
    8. Invitations expire after X days (excluding weekends): Enter a number. If this field is left blank, invitations will not expire.
    9. Invite the next Editor in the queue when an invitation expires: Check the box for this subsetting to automatically send the invitation.
  3. When finished, click Submit.

Define reasons for declining an invitation. Go to PolicyManager > Suggest Editor Policies > Configure Editor Reasons for Decline.

The bottom section of this page displays a list of all configured reasons. The list items can be reordered by entering numbers in the Order column and clicking the Update button. The order on this page is the order in which items appear in the drop-down list presented to invited Editors. An item can be edited or removed from the list by using the links to the right.

Reasons must be configured before enabling the display of the drop-down list.

  1. Click the Add button to create a new item and open the Add/Edit Editor Reason for Decline page.
    1. To define a new reason, enter text in the Reason for Decline text box.
    2. To disable an existing reason, check the Hide box to remove the reason from the displayed list.
  2. When finished, click Submit to return to the Configure Editor Reasons for Decline page.
  3. Enable drop-down display with settings in the top section of the page.
    1. Enable Editor Reason for Decline drop-down list: Check the box to display the drop-down list on the Decline Editor Invitation page. (If Suggest Editor feature is enabled and this box is not checked, the Editor Reason for Decline displays a text box where the Editor may enter a reason. If this box is checked, the page displays both the drop-down list and a text box.)
    2. Require Editors to select a Reason for Decline from the drop-down list before submitting the Decline Editor Invitation page: Optional. Check the box to require selection of a reason from the list.
  4. When finished, click Save Changes.

Configure letters in the Invite/Assign/Unassign Editors family. Associate them with the following ActionManager events:

For details on letter configuration, see Create Letters.

Several merge fields are available only for publications using the Suggest Editor feature:

See also:

Classifications and Keywords

Configure Additional People Detail Fields

 

 

 

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