Transfer Submissions to a Non-EM Publication

Some publications may opt to transfer submissions to non-Editorial Manager systems. This can be done via SFTP. When this transfer feature is enabled, Editors can set Final Disposition to "Transfer" and select a target publication from a configured list.

As with transfers to EM publications, an Editor may opt to transfer upon receipt of the manuscript (from the New Submissions or New Submissions Requiring Assignment folders) or 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). The Final Disposition of "Transfer" may be set only after assignments are complete (or unassigned) or before assignments are made.

To transfer a submission to a non-EM 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).

When a submission is transferred to a non-EM publication, a single zip file is sent to the designated SFTP server. The zip file holds an XML file containing:

• Submission metadata
• All Reviews and Reviewer information with transfer authorization
• All Submission/Companion/Attachment files for all versions of the submission
• Submission PDFs for all versions of the submission

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 folder includes a column that indicates where the submission was sent; a Resend Transfer action link in this folder may be used in case of an error with the initial transfer.

TO CONFIGURE:

Go to AdminManager > Configure Cross-Publication Submission Transfer:

1. Configure Transfer Time Limit: Enter the number of days allowed the Author to respond to the transfer offer.
2. Configure Transfer Target Publications: Check the box next to "Enable cross-publication submission transfer to non-Editorial Manager publications."
3. Click the Add button to open a new pop-up window
4. In the pop-up window, complete the form, and click Submit. Required fields are:
   • Publication Name: Enter the Journal Title/Publication Name of the target publication. Maximum length is 256 characters. (When the name is displayed on the page, it is truncated after 120 characters followed by an ellipsis.)
   • Publication URL: Enter the target publication's web site. This must be a complete URL (e.g., http://www.target_site.com).
   • Transfer Method: Select from the drop-down menu.
   • FTP Server address: Enter the FTP site for the target publication. This must be a well-formed host name and cannot contain any slashes.
   • FTP Username: Enter the username required to access the designated SFTP server.
   • FTP Password: Enter the password required to access the designated SFTP server.
   • Subdirectory: Enter the subdirectory on the SFTP server of the target publication.
5. Restrict Transfer Target Publication(s): Check the box(es) to allow an Editor to limit the number of target publications suggested to the Author.
6. Configure Email Addresses for Notification: Enter the appropriate email addresses in the following fields:
   • Transferred submission received (for incoming transfers)
   • Error during outbound transfer (for sent transfers)
7. When all fields are completed, click Submit.

Note: Confirming submission transfer relationships is the responsibility of the publications involved.

For related information, see Define One-Way Transfer Relationships and Associate Decision Term in Reject and Transfer Family with Transfer Target.

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.

See also:

Include Completed Reviews with Transferred Submissions

Transfer Submissions to Another EM Publication

Manuscript Common Approach Initiative (MECA)

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