Transfer Submissions to Another EM Publication

Publications using EM can easily transfer submissions to other EM publications. Editors can set Final Disposition to "Transfer" and select a recipient publication from a list of publications that also have the transfer feature enabled. (Transfers may be made from one publication to another that is using the same version of EM, one version earlier, or one version later.)

An Editor may determine that a submission is better suited to another publication upon receipt of the manuscript (from the New Submissions or New Submissions Requiring Assignment folders) or make the determination later in the editorial process.

The Final Disposition: Transfer option is available only if there are no open assignments associated with the submission (including Reviewer or Editor assignments, Author invitations, or the initiation of production). A Final Disposition of "Transfer" may be set only after assignments are complete (or unassigned) or before assignments are made.

Authorized Editor roles (with RoleManager permission, Set Final Disposition) can initiate a transfer.

To transfer a submission to another publication, click the Set Final Disposition action link, choose "Transfer" from the drop-down list. A second drop-down list appears, showing the publications available to receive the transfer. Choose the publication, and click Proceed. On the Transfer Submission – Customize Letters page, choose the appropriate action:

Click the link to customize the letter to the target publication
Check the box for the option not to send a letter
Proceed with the configured letter

Any other letters (to Corresponding Author, Editors, Reviewers) configured to send when Final Disposition is set to "Transfer" also appear on this screen and may also be customized.

When finished, click the Confirm Transfer and Send Letters button.

If an error occurs during transfer, the sending publication receives a notice of the error (at the email address indicated during configuration of the feature, see below).

As part of the transfer process, the recipient publication's people records are checked to confirm that the Corresponding Author can be identified (by name and email address). This step can have two possible outcomes:

If more than one possible match is found, the system displays an alert message to the sending Editor and the transfer is not completed.
If no possible match is found, the Corresponding Author information is copied into the receiving publication as a new registration (letters configured in the receiving publication for New User Registers event are sent in response).

When the transfer is successful, the sending Editor sees a confirmation page.

After successful transfer, the Details page for the submission on the sending publication includes transfer information. The submission is moved to the All Submissions with Final Disposition: Transfer folder on the Editor Main Menu.

This Final Disposition: Transfer folder includes a column indicating where the submission was sent. The folder (and this folder only) also includes a Resend Transfer action link, which may be used in case of an error with the initial transfer.

Note: If a submission is transferred before being assigned to an Editor (before a Manuscript Number is assigned), the source files are deleted from the sending publication upon successful transfer of the submission. The submission is, in effect, withdrawn from the sending publication.

TO CONFIGURE:

Both sending and receiving publications must have the transfer feature enabled.

Go to AdminManager > Configure Cross-Publication Submission Transfer.

Configure Transfer Time Limit: Enter the number of days allowed the Author to respond to the transfer offer.
Configure Transfer Target Publications: Check the box next to "Enable cross-publication submission transfer for Editorial Manager publications not in a People Sharing Group" and enter the publication code of the journal(s) to which submission transfer is enabled. Click the Add button after entering each code.
Restrict Transfer Target Publication(s): Check the box(es) to allow an Editor to limit the number of target publications suggested to the Author.
Configure Email Addresses for Notification:
- Transferred submission received (for incoming transfers)
- Error during outbound transfer (for sent transfers)
When all fields are completed, click Submit.

Transfer-related information may be included on custom Details pages. See Configure Details Page.

To configure letters related to transfers, go to PolicyManager > Email and Letter Policies > Edit Letters.

Edit the default Transfer Letter template if desired. This letter notifies the receiving publication of the transfer. The letter appears on the Editor's Confirm Transfer and Send Letters screen and may be customized by Editors with permission at the time of sending. (This is the only letter available in the Transfer Letter family and must be used to notify the receiving publication of the transfer in order for the correspondence to be recorded correctly in Correspondence History.)

Other internal letters can be associated with ActionManager events related to outbound transfers:

Author Agrees to Transfer Submission (to notify assigned Editor(s))
Author Declines to Transfer Submission (to notify assigned Editor(s))
Final Disposition – Transfer (to notify Publisher and/or other Editors)

Once letters are complete, associate them to the appropriate triggering event. Go to ActionManager > Editor Letters > Editor Decision and Final Disposition. Find the events listed above and select the new letter to associate from the drop-down menu. When finished, click Submit.

For details on letter configuration, see Create Letters.