Task Manager

The Task Manager feature allows publications (with ProduXion Manager enabled) to use production-task functionality while submissions are still in the editorial workflow. These editorial tasks might include checking permissions or artwork quality, transferring files to preprint servers (see this video), or handling the creation of an early proof URL (see Early Proof URL Feature). Editorial tasks may be assigned for a submission only before production is initiated or before a final disposition has been set.

Task Manager allows publications to keep submissions for which production has been initiated separate from those undergoing tasks in Task Manager. Roles can be configured so that users see only the submissions related to the kind of tasks (Task Manager or Production) they are allowed to perform. In addition, the feature can be configured to display Task Manager labels in the interface (rather than "production" terminology). This helps minimize confusion for editorial users.

Editorial tasks must be configured and placed into workflows. Workflows are then assigned as Task Manager workflows to Article Types. Editor roles may be granted permission to assign and receive editorial tasks. (System administrators will see that some permission names reference production tasks. These permissions also apply to editorial tasks for publications using Task Manager.)

Example roles:

Production Staff: This role would have access to view all submissions in Production but would not see submissions in Task Manager. Tasks intended for use in post-acceptance production would be accessible to users with this role as the assigner and assignee as needed. Required permissions:

• View All Submissions in Production
• Assign Submission Production Task
• Receive Production Task

Editorial Task Staff: This role would have access to view all submissions in Task Manager but would not see submissions in Production. Any tasks intended for use in Task Manager would be accessible to users with this role as the assigner or assignee as needed. Required permissions:

• Use "Task Manager" Labels
• Assign Editorial Tasks in Task Manager
• Receive Production Task

Administrator: This role would have access to view all submissions in both Task Manager and Production. Users with this role would be able to assign tasks manually in Task Manager and initiate production on submissions as well as assign production tasks as needed.

• View All Submissions in Production
• Assign Editorial Tasks in Task Manager
• Assign Submission Production Task
• Receive Production Task
• Initiate Production Manually

Roles configured to use Task Manager may access the Tasks tab and menu. The Tasks Menu displays several folders in which a user can access submissions:

• View All Submissions in Task Manager: Contains all submissions for which Task Manager has been initiated (i.e., an editorial task has been assigned).
• Submission Tasks Assigned to Me: Contains submissions on which the user has been assigned an editorial task.
• Submission Tasks I Have Assigned: Contains submissions for which you have assigned an editorial task to another user.
• View All Tasks with Authors: Contains submissions for which the user has assigned an editorial task to the Corresponding Author.

The Task Manager Status field (in the Documents table) can be used to identify submissions on which editorial tasks have been assigned. Submissions have a status of "In Task Manager" until one of the following events takes place:

• A user clicks the End Task Manager link to close Task Manager on the submission.
• The final task in the Article Type's Task Manager workflow is completed, and the task is configured with the setting, End Production Automatically after this task is Completed.
• Production is initiated. (Initiating production will end Task Manager automatically only if configured by the publication.)
• A final disposition is set. (Setting final disposition will end Task Manager automatically only if configured by the publication.)

Expected use

Task Manager will be used to create and manage editorial tasks that must be done when the submission is still in the editorial workflow, generally before the submission has been accepted. (Publications will initiate production for a submission later in the process, when real production work is ready to begin. The expectation is that this will be done after the peer review process is completed, after final disposition is set to Accept, and after all Task Manager tasks have been completed. However, this feature does not prevent publications from initiating production earlier in the process, as some publications may choose to do.

Production can be initiated on submissions in Task Manager using one of the following methods:

• User with the related RoleManager permission (Initiate Production Manually) manually initiates production via the Initiate Production action link.
• Final Disposition of Accept is set (either manually or automatically), and the publication site is configure to initiate production automatically when this occurs. (Configured in PolicyManager > ProduXion Manager > Configure Automatic Production Initiation.)

Once production is initiated on a submission that has been handled in Task Manager, the tasks configured in the submission production workflow for the submission's Article Type are available for assignment. Users are still able to complete any pending tasks that were assigned in Task Manager and are not yet completed.

Editors (with permission) see an action link, Assign Editorial Task, for submissions whose Article Type has a configured Task Manager workflow. The link appears in folders on the Main Menu (Editorial tab) in the Editor 'To-Do' List section that contain submissions on which the Editor can take action.

The Assign Editorial Task link also appears in folders on the Tasks Menu. Other links that may appear in Tasks Menu folders are:

• Cancel Assignment (an Editor may cancel an editorial task s/he originally assigned)
• Reassign Task (if task is configured to allow reassignment)
• Task Manager Details (if Task Manager labels are enabled for the user; this links to the Production Details page layout specified for the user's role in RoleManager)

The option to assign an editorial task will be available until final disposition has been set or production has been initiated or for the submission.

For more information, see the Task Manager video.

To Configure:

Task Manager is available only to publications that have ProduXion Manager enabled. Contact your Aries Account Coordinator.

Configurations for Task Manager include RoleManager permissions and ProduXion Manager settings.

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

Two permissions apply specifically to Task Manager:

• Use Task Manager Labels: Presents Task Manager labels in the interface in place of Production Tracking labels (for example, the tab is labeled "Tasks" rather than "Production Tasks").
• Assign Editorial Task in Task Manager: Allows the Editor role to assign tasks using Task Manager. This permissions also allows access to the View All Submissions in Task Manager folder. Roles with this permission appear in the "Can be assigned by" list on the Add/Edit Submission Production Task page. (See below.)

Additional permissions may be necessary, depending on role activities. The following permissions apply to both Task Manager and Production tasks/workflows:

• Receive Production Task: Adds the Editor role to the "Can be assigned to" list on the Add/Edit Submission Production Task page. (See below.)
• Cancel Production Task Assignment: Allows the Editor role to cancel a task assignment.
• Override Submission Production Task Due Date: Allows the Editor role to change the due date when assigning a task.
• Assign Submission Production Task: Editor roles that assign production tasks will also be able to assign Task Manager tasks. Roles with this permission appear in the "Can be assigned by" list on the Add/Edit Submission Production Task page. (See below.)
• Create Automated Submission Task Reminders
• Send Production Reminders
• Run Production Task Assignment Totals Report

If desired, set conditions for automatically ending Task Manager. Go to PolicyManager > ProduXion Manager > Configure Task Manager Policies. Check the box next to the desired setting and click Submit. Two options are available:

• Automatically end Task Manager when Production is initiated (if no tasks are open)
• Automatically end Task Manager when Final Disposition if set (if no tasks are open)

Define editorial tasks and Task Manager workflows. For details, see Configure Submission Production Tasks or Editorial Tasks.

Assign Task Manager workflows to Article Types. Go to PolicyManager > Submission Policies > Edit Article Types.

1. Select the appropriate Article Type and click the Edit link to open the Edit Article Type page.
2. In the Production Tracking Parameters section, use the drop-down list to select the Task Manager workflow to apply to the Article Type.
3. Click Submit.

For details on Article Type configuration, see Configure Article Types.

 

 

EM Help Home

To return to previous page click ALT + left arrow