The transmittal form can be printed, inserted into a notification letter to the Publisher (the letter that is sent at Final Disposition Accept or Final Disposition Accept on Submission), and/or uploaded to an automated production system or SFTP site.
For sites with no automated interface between EM and the Publisher's production system, a manual download process is used. In these cases, the transmittal form is available for printing or emailing (a letter should be configured). The metadata may also be downloaded into a tab-delimited text file by the Publisher role.
The merge field, %TRANSMITTAL_FORM% inserts the submission metadata from the current transmittal form. The merge field is primarily used in email notifications sent to the Publisher (and other roles) triggered by the ActionManager events, Final Disposition Accept or Final Disposition Accept on Submission, but the field may be used in any letter associated with a submission.
For permissions related to transmittals, see Access to Transmittal Form.
Configure a letter (in the General family) to notify the Publisher (and other roles, as appropriate) of the accepted submission. To include transmittal form information, use the merge field %TRANSMITTAL_FORM%. For details on letter configuration, see Create Letters.
Go to ActionManager > Publisher Letters. In the Editor Decision and Final Disposition section, use the drop-down list to select the letter (configured above) for these events:
For sites with an automated interface between EM and the Publisher's production system, releasing the transmittal form to production may trigger the creation of a file extract (or extracts) that can be uploaded to the Publisher's production system. The ability to SFTP to an automated production system or to an SFTP site requires custom programming. (If EM is supplied to you by a Publisher, check with the Publisher to see if this option is available.)
When an automated production system is used, it is possible to release only the source files and not the metadata listed on the transmittal form. This option can be found on the transmittal form. This provides a means of sending updated source files to an automated production system without sending a new (unchanged) transmittal form in the case of a re-release.
For permissions related to transmittals, see Access to Transmittal Form.
To configure transmittal to an automated production system, contact your Aries Account Coordinator.
If required by the production system, add metadata related to submission items. These settings allow the publication to create data fields that are specifically related to Submission Items (source files), which may be required by the production system but are not stored in EM.
Go PolicyManager > Transmittal Policies > Add/Edit Submission Item Metadata.
The Submission Item Metadata page lists all configured Submission Item Metadata fields.
The order shown on this page is reflected in list(s) presented in configuring Submission Item Family Metadata. To reorder the list, enter the preferred numbered order in the boxes in the Order column and click the Update Item Order button.
These fields are displayed on several pages in the system: Edit Article Type, Transmittal Form, Upload Companion Files, and File Inventory. To hide the field on a page, select the checkbox under the page name.
Fields may be edited or removed from the list by clicking the applicable link next to the name.
To create a new field, click the Add button. On the Add/Edit Submission Item Metadata Field page, complete the following:
After creating Submission Item Metadata fields, go to PolicyManager > Transmittal Policies > Edit Submission Item Family Metadata (or use the link on the Submission Item Metadata page). Click the Edit Metadata Field Selections link for the applicable Item Family.
On the Edit Individual Submission Item Family Metadata page, check the box next to the field(s) associated with the Item Family. When finished, click Submit.
Note: These selections allow different Submission Items to have individualized characteristics, so that when the Submission Item is passed on to the transmittal form and/or an automated production system, the recipient (person or program) in production will know what to do with that Item. The Submission Item Families are already defined (hard coded) in EM and cannot be changed or edited. Each Submission Item can be assigned one of five families: Default, Figure, Document, Supplemental, and Table. Each Family can be treated differently by the scripts that take the information on the transmittal form and change it into a production-ready format. For details on Submission Items, see Define Submission Item Types.
To display the option to include/not include metadata in transmittal, go to PolicyManager > Transmittal Policies > Edit Transmittal Form Layout.
Check the box next to the setting, display the "Include Metadata in release to production" checkbox on the transmittal form. (If the setting does not appear on the transmittal form, default behavior is to include metadata in the release to production.) When finished, click Save.
For more details, see Transmittal form layout.
After a transmission to an external production system has been scheduled, transmittal status may be accessed from the Unsent, Pending, or Failed Transmittals folder or from the Transmittal Form History page (linked to from the transmittal form). Publisher roles may also have access to this information directly from the grid in the Accepted Submissions folder on the Publisher Main Menu.
The Transmittal Status column displays one of four possible statuses: Not Sent, Success, Pending, Failed. A Failed status appears as a hyperlink. Clicking the link shows transmittal error information in a pop-up window. The timestamp of the Transmittal Status and Transmittal Attempt Count are also available.
A successful transmittal moves the submission out of the Unsent, Pending, or Failed Transmittals folder.
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