IMPROVING YOUR JOURNAL WORKFLOW
BEST PRACTICES FOR THE MODERN JOURNAL OFFICE IAN POTTER
GLOBAL BUSINESS DEVELOPMENT MANAGER, PUBLISHING & ASSOCIATIONS THOMSON REUTERS
BANDUNG, INDONESIA, THURSDAY 7TH APRIL 2016
SCHOLARONE MANUSCRIPTS
THE SCHOLARLY PUBLISHING PROCESS
2
MANUSCRIPT SUBMISSION PEER REVIEW
PRODUCTION PUBLICATION
AUTHOR (AU) EDITOR-IN-CHIEF (EIC)
ASSOCIATE EDITOR (AE)
MANAGING EDITOR / ADMIN (ADM)
PRODUCTION STAFF (PROD) REVIEWER (REV)
EIC
ASSIGNS AE
AE SELECTS, INVITES, &
ASSIGNS REVS
REVS COMPLETE
REPORTS
AE DECISION OR RECOMMEND REVISION
RECOMMEND DECISION
AUTHOR SUBMITS
ARTICLE
ACCEPT ARTICLE
PROOFING
AU
CORRECTIONS
& QUERIES REJECT
JOURNAL
PRINTPRINT PRINT
ISSUE LINEUP
& PRINT ONLINE
PUBLICATION
ARTICLE ONLINE ARTICLE
PUBLISH AHEAD OF PRINT
ASSIGN TO EIC IMMEDIATE
REJECT OR TRANSFER
ARTICLE
TRIAGE
GALLEY
PROD STAFF MANAGE MARKUP & COMPOSITION
EDITORIAL EFFICIENCY TOOLS IN SCHOLARONE MANUSCRIPTS
3
MANUSCRIPT SUBMISSION AUTHOR CENTRE
AUTHORS CAN SUBMIT MANUSCRIPTS AND REVISIONS, TRACK THE STATUS OF THEIR MANUSCRIPT
CUSTOM SUBMISSION QUESTIONS
COLLECT ADDITIONAL MANUSCRIPT INFORMATION
FUNDREF
COLLECT FUNDING INFORMATION
STEP-BY-STEP SUBMISSION PROCESS
ENFORCE REQUIREMENTS & COLLECT ALL INFORMATION
PRE-PRODUCTION OUTPUT
COPYEDIT, PROOFING, AND OTHER SERVICES AND EXPORT
ELECTRONIC FORMS & E-COMMERCE
COPYRIGHT, LICENSING, CONFLICTS OF INTEREST
RECOMMENDATIONS
& DECISIONS DECISION MAKING
DELEGATED POWERS TO EDITORS OR FINAL APPROVAL BY EIC
MANUSCRIPT TRANSFER
FORWARD MANUSCRIPTS TO ANOTHER TITLE FOR CONSIDERATION
MANUSCRIPT CHECKS SUBMISSION TRIAGE
CHECKS TO ENSURE A MANUSCRIPT IS READY FOR
CONSIDERATION CROSSCHECK
CHECK MANUSCRIPT ORIGINALITY WITH ITHENTICATE
CUSTOMIZED CHECKLISTS
CHECK SUBMISSION & UNSUBMIT TO AUTHOR FOR IMMEDIATE CORRECTION
PEER REVIEW CONFIGURABLE WORKFLOW
CUSTOMISED PEER-REVIEW PROCESSES TO ENSURE EFFICIENT MANUSCRIPT PROCESSING
REVIEWER DATABASE & REVIEWER LOCATOR
FULLY SEARCHABLE DATABASE, ORCID ID, AND WOS RECOMMENDATIONS
AUTOMATED REMINDERS
SCHEDULE-BASED EMAIL REMINDERS
DASHBOARDS
ROLE-BASED DASHBOARDS SHOW THE STATUS OF ASSIGNED MANUSCRIPTS
REPORTING TOOLS
STANDARD & BUILD- YOUR-OWN REPORTS COVERING SUBMISSION, PEER-REVIEW, USERS, AND OTHER METRICS REPORTS CAN BE SCHEDULED AND AUTOMATED
SUBMITTING A MANUSCRIPT
4 CONSIDER EMBEDDING
INSTRUCTIONS & LOGIN INTO YOUR JOURNAL WEBPAGES USE LOCAL LANGUAGE
WHERE NECESSARY — BE CLEAR ABOUT HOW TO
SUBMIT & WHAT IS REQUIRED
USE ON-PAGE INSTRUCTIONS TO GIVE CUES &
IMPORTANT INFORMATION
USE SCHOLARONE MANUSCRIPTS TO UPDATE AUTHORS
CONSIDER PROMOTING LANGUAGE EDITING SERVICES
CLEAR SUBMISSION PROCESS
5 COLLECT ALL THE INFORMATION YOU
NEED DURING SUBMISSION MAKE SURE YOUR SUBMISSION PROCESS IS CLEAR AND DON’T COLLECT INFORMATION YOU DON’T NEED
TIME SPENT
OPTIMISING YOUR SUBMISSION
PROCESS IS TIME SAVED LATER
OPTIMISING YOUR SUBMISSION PROCESS
6
START SUBMISSION CAPTURE TITLE &
ABSTRACT
KEYWORDS & OTHER ATTRIBUTES
AUTHORS & CO- AUTHORS ENTRY
COVER LETTER &
OTHER DETAILS
REVIEWER & EDITOR SUGGESTIONS
FILE UPLOAD REVIEW & SUBMIT
COMPLETE SUBMISSION COLLECT ORCID IDS
USE FUNDREF
COLLECT KEY SUBMISSION INFORMATION
USE RINGGOLD FOR INSTITUTIONS
FLAG SUBMISSION PROBLEMS CLEARLY
ALWAYS MAKE IT EASY FOR YOUR AUTHORS
7 INSTRUCTIONS TO AUTHORS
BLAH, BLAH, BLAH, BLAH, BLAH, BLAH, MORE BLAH. AUTHORS HAVE PROBABLY STOPPED READING NOW… BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH
THEY’VE DEFINITELY STOPPED
NOW BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH
BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH…
PAGE 1/150
HTTPS://WWW.MYJOURNAL.ORG
SUBMIT
SUBMISSION
CLEARLY SIGNPOST SUBMISSION
BE CLEAR A BOUT AIMS & SCOPE — WHY AN AUTHOR SHOULD SUBMIT?
HOW LONG TO MAKE A DECISION?
WHO ARE THE EDITORS &
EDITORIAL BOARD
ENSURE INSTRUCTIONS ARE SIMPLE, CLEAR,
AND SHORT DON’T ASSUME
AUTHORS WILL READ LONG INSTRUCTIONS TO AUTHORS
BUT DO ASSUME THEY WON’T FOLLOW THEM!
TRIAGE NEW MANUSCRIPTS
8 USE A CHECKLIST TO
ENSURE MANUSCRIPTS ARE COMPLETE
UNSUBMIT FOR MINOR CORRECTIONS
REJECT UNSUITABLE
MANUSCRIPTS IMMEDIATELY OR TRANSFER TO A MORE SUITABLE TITLE
USE THE DUPLICATE SUBMISSION CHECK TO SEE IF THIS A DUPLICATE
CROSSCHECK TO VERIFY ORIGINALITY AND SPOT PLAGIARISM
MANAGE FORMS & LEGAL PAPERWORK
9 DELAYED PUBLICATION
NO DELAYS OFFLINE LICENSING, COPYRIGHT PROCESS…
OR MANAGE IT ONLINE
E-FORMS PROCESS
FOR CAPTURING LEGAL AND OTHER AGREEMENTS
SEND FORM
(TO SUBMITTING OR ALL AUTHORS)
AUTHOR(s) COMPLETES
FORMS
COMPLETE SKIP FOR NOW
REMINDERS
DASHBOARD E-FORMS CAN BE TRACKED ON ROLE DASHBOARDS
INTEGRATE INTO EDITORIAL WORKFLOW
& CUT DELAYS SEND
FORMS RE-SEND FORMS CHASE AUTHORS CHASE AUTHORS
SOME MORE WAIT SOME
MORE
FORMS ONLINE
TRACK COMPLETION
REMIND
AUTOMATICALLY
DONE!
CURATE YOUR DATABASE
10 USE ORCID IDS
AUTHOR (AU) REVIEWER (REV) EDITOR-IN-CHIEF (EIC) ASSOCIATE EDITOR (AE)
KEEP YOUR DATA CLEAN
USE EXTERNAL SEARCH TOOLS TO HELP VERIFY IDENTITIES & CORRECT CORRESPONDENCE DETAILS
USE KEYWORDS AND OTHER ATTRIBUTES, ALONG WITH ACCOUNT FLAGS & PERSON DESIGNATIONS
USE MERGE &
OTHER TOOLS
USE THE RIGHT PEOPLE
11
ACTIVE TASK
SELECTED BY DEFAULT
PROGRESS
NUMBER OF REVIEWERS REQUIRED TO MAKE A RECOMMENDATION / DECISION. CAN BE CHANGED AT ANY TIME
CREATE REVIEWER ACCOUNT
ADD A NEW USER TO THE DATABASE
VERSION HISTORY
TOGGLE BETWEEN ORIGINAL AND REVISED VERSIONS
MANUSCRIPT STATUS HEADER
KEY MANUSCRIPT INFORMATION, ASSIGNMENTS, & STATUS
MANUSCRIPT INFORMATION
FULL MANUSCRIPT RECORDS &
DETAILS
AUDIT TRAIL
INDELIBLE RECORD OF ALL MANUSCRIPT ACTIVITY AND CORRESPONDENCE
MANUSCRIPT FILES
ALL FILES ASSOCIATED WITH THE MANUSCRIPT, WITH UPLOAD AND VERSIONING TOOLS
TASK & SEARCH OPTIONS
CURRENT REVIEWER LIST & THEIR STATUS, ALONG WITH SEARCH TOOLS, AUTHOR SUGGESTIONS, AND REVIEW LOCATOR (IF ACTIVE)
USE THE TOOLS TO FIND THE
RIGHT REVIEWER
SELECT THE NUMBER OF REVIEWER REPORTS
NEEDED AND USE THIS TO DRIVE THE PROCESS
SUPPORT FOR ALTERNATE
REVIEWER LIST IS AVAILABLE
SET AND USE AUTOMATED REMINDERS FOR INVITES &
REPORTS
BE WARY OF FRAUDULENT REVIEWERS
12
SUGGESTED REVIEWERS
DIRECT GOOGLE AND WEB OF SCIENCE SEARCH OPTIONS ARE AVAILABLE IN ADDITION TO EXTERNAL SEARCH TOOLS
WEB OF SCIENCE
WILL RETURN THE RESULTS OF AN AUTHOR NAME SEARCH
WILL RETURN THE RESULTS OF AN EMAIL ADDRESS SEARCH
BE WARY OF FRAUDULENT REVIEWERS — USE THE
ONLINE TOOLS TO VERIFY IDENTITY & EXPERTISE
HTTP://STATEOFINNOVATION.THOMSONREUTERS.COM/FRAUD-IN-PEER-REVIEW
SAVE TIME WITH SEARCH PREFERENCES
AVOID FATIGUE — DON’T OVER-UTILISE REVIEWERS
13 USE THE DATA
YOU HAVE WHEN ASSIGNING
REVIEWERS SET ACTIVITY
PREFERENCES
LET THE MACHINES DO THE HARD WORK…
14
REVIEWER LOCATOR
UP TO 30 SUGGESTIONS ARE READY FOR THE EDITOR TO USE ALL SUGGESTIONS
LINK THROUGH TO RECORD IN THE WEB OF SCIENCE AND DOI LINK TO PUBLISHED ARTICLE SUGGESTIONS CAN BE QUICKLY ADDED
MANUSCRIPT METADATA
• author names
• manuscript title
• manuscript abstract
• manuscript keywords
• publication journal
PUBLISHED PAPERS
• 12,000 journals
• 150,000 conference proceedings
• 250 subject disciplines
• previous 5 years’ data
• 7.3 million individuals
AUTHOR FINGERPRINT their research interests
JOURNAL FINGERPRINT publication field and scope
PAPER FINGERPRINT subject areas and keywords
REVIEWER LOCATOR
USES OUR ATLAS TEXT ANALYSIS TOOL TO LINK AND REFINE MATCHES WITH RESEARCHERS IN THE WEB OF SCIENCE CORE COLLECTION
REVIEWER LOCATOR AUTOMATICALLY
RECOMMENDS REVIEWERS BASED ON THEIR
PUBLICATION RECORD IN THE WEB OF SCIENCE
OPTIMISE YOUR WORKFLOW
15 WORKFLOW 0
NO AES
ADMIN CHECKLIST
EIC SELECT &
INVITE REVIEWER
REVIEWER AGREES
REVIEWER SCORES
EIC DECISION AUTHOR SUBMITS
ADDITIONAL REVIEWERS REQUIRED
WORKFLOW 1
AE DIRECT DECISION
ADDITIONAL REVIEWERS REQUIRED ADMIN CHECKLIST
EIC ASSIGNMENT
EIC ASSIGNS AE
AE SELECT &
INVITE REVIEWER
REVIEWER AGREES
REVIEWER SCORES
AE DECISION
AUTHOR SUBMITS WORKFLOW 4
AE RECOMMENDATION EIC FINAL DECISION
ADMIN CHECKLIST
EIC ASSIGNMENT
EIC ASSIGNS AE
AE SELECT & INVITE REVIEWER
REVIEWER AGREES
REVIEWER SCORES
AE
RECOMMENDATION AUTHOR SUBMITS
EIC DECISION
ADDITIONAL REVIEWERS REQUIRED
BEST PRACTICE WORKFLOWS
OUR MOST POPULAR WORKFLOWS ARE
READY TO GO AND CAN BE A STARTING POINT FOR MORE SOPHISTICATED WORKFLOWS
RECOMMENDATIONS AND DECISIONS CAN BE MIXED — ALLOWING ASSOCIATE EDITORS TO MAKE DIRECT REVISIONS BUT ONLY TO RECOMMEND ACCEPT/
REJECT TO THE EDITOR-IN-CHIEF
EFFECTIVE EMAILS AND REMINDERS
16
EMAIL TEMPLATE
TAGS CAN BE INSERTED FROM THE FULL SUPPORTED SET, ALONG WITH DEFAULT ATTACHMENTS TAGS ARE ALSO USED IN THE HEADER FIELDS (TO, FROM, CC, BCC, AND SUBJECT)
MASS EDITING TOOLS
GLOBAL SEARCH AND REPLACE AND THE ABILITY TO DOWNLOAD A FULL SET OF EMAIL TEMPLATES FOR OFFLINE EDITING AND RE-UPLOAD
TEMPLATE SECTION
TEMPLATES
NEW TEMPLATES CAN BE ADDED, TEMPLATES MARKED AS ACTIVE, DEFAULT, OR EXISTING TEMPLATES EDITED. MULTIPLE TEMPLATES CAN BE CREATED AS ALTERNATIVE EMAILS
REMINDERS
CAN BE SET RELATIVE TO THE TASK DUE DATE, TO GO BEFORE, ON, OR AFTER THE TASK IS DUE
DECISION
INVITE REVIEWERS
RESPONSE LINKS IN THE EMAIL — AUTO DECLINE & ALTERNATES LIST
AVAILABLE
1
2 DAYS
2
5 DAYS
1
7 DAYS BEFORE
2
ON DUE DATE
3
7 DAYS OVERDUE DECLINE OR
UNRESPONSIVE
NO REPORT
REVIEWERS ASSIGNED
REPORT LINK IN EMAIL
REVIEWERS REPORT SELECT REVIEWERS
MANAGING ACCEPTED MANUSCRIPTS
17 USE THE ACCEPT
WORKFLOW TO BUILD YOUR PRE- PRODUCTION TASKS
CREATE BATCHES AND AUTOMATE
— INCLUDES REPOSITORIES
TRACK E-FORMS – FORMS CAN BE COMPLETED ONLINE OR
DOWNLOADED. FORMS ARE
TRACKED ON THE DASHBOARD AND SUPPORT A REMINDER SCHEDULE
CHECKLISTS – CONFIGURABLE WEBFORMS TO ENSURE
MANUSCRIPTS ARE READY TO MOVE TO THE NEXT STEP
ROLE ASSIGNMENT – ANY NUMBER OF PRODUCTION ROLES CAN BE CREATED (COPYEDITOR,
PROOFREADER, TYPESETTER ETC.) MANUSCRIPTS CAN BE ASSIGNED INDIVIDUALLY OR IN BATCHES
NON-CONDITIONAL BRANCH –
MULTIPLE PRODUCTION TASKS CAN BE PERFORMED SIMULTANEOUSLY
CONDITIONAL BRANCH – LAUNCH SPECIFIC
WORKFLOWS BASED ON METADATA OR
CHECKLIST OPTIONS
BATCH– EXPORT MANUSCRIPT FILES AND METADATA BY FTP TO CMS, PRODUCTION, AND TYPESETTING SYSTEMS
FIRST LOOK – FLEXIBLE PROOFING TOOLS LET YOU RETURN AN ACCEPTED MANUSCRIPT PROOF TO THE AUTHORS WITH COMMENTS, QUERIES, AND AN OPPORTUNITY TO RESPOND; OR ALLOWS YOU TO COLLECT FINAL PRODUCTION-READY FILES
PROOFING– AUTHORS RECEIVE PROOFS IN THEIR FAMILIAR AUTHOR CENTER (A DEEP-LINK CAN BE INCLUDED IN SYSTEM EMAILS) WHERE THEY CAN RESPOND TO QUERIES, SUPPLY CORRECTIONS, AND IF NECESSARY UPLOAD ADDITIONAL FILES
REPORTS
18
REPORTS
REPORTS ARE AVAILABLE FROM ALL CENTER DASHBOARDS
STANDARD REPORTS
KEY REPORTS ARE READY TO RUN
BUILD-YOUR-OWN REPORTS
USERS CAN BUILD CUSTOM REPORTS USING THE DRAG-AND-DROP TOOLS
DATA TREE
A COMPREHENSIVE LIST OF DATA FIELDS ARE AVAILABLE
DRAG-AND-DROP
DATA FIELDS CAN SIMPLY BE DROPPED INTO THE TABLE
SYSTEM BAR
SAVE, FORMAT, AND ACCESS ADVANCED FEATURES LIKE FILTERS, PIVOTS, GROUPS, SUMMARIES AND CALCULATED FIELDS
REPORTS CAN BE KEPT PRIVATE, MADE AVAILABLE BY SYSTEM ROLE, OR SCHEDULED FOR AUTOMATIC DISTRIBUTION BY EMAIL
PRE-BUILT FILTERS
AND OTHER FEATURES ARE AVAILABLE TO MAKE REPORTING EASIER
A FULL SET OF STANDARD REPORTS ARE AVAILABLE…
…OR BUILD YOU OWN USING THE DRAG-AND- DROP REPORT BUILDER
REPORTS CAN BE SAVED, MADE
AVAILABLE BY ROLE, OR SCHEDULED FOR EMAIL DISTRIBUTION
PUBLISHER REPORTS
19
PUBLISHER REPORTS
A FULL SUITE OF STANDARD CROSS- JOURNAL REPORTS.
CUSTOM REPORTS CAN BE CREATED BY AGREEMENT (ADDITIONAL COSTS)
CLASSIFICATIONS
ALLOW SITES TO CLASSIFIED INTO GROUPS, FOR INSTANCE SUBJECT AREA OR BUSINESS GROUP
PROMPTS
REPORTS HAVE CONTEXTUAL IN- BUILT PROMPTS FOR
DATES, GROUPINGS, CLASSIFICATIONS, AND OTHER RELEVANT DETAILS
REPORTS
CAN BE DISPLAYED ON-SCREEN OR EXPORTED IN A VARIETY OF FORMATS (INCLUDING PDF AND EXCEL) OR A VERSION SAVED
REPORTS ARE ALSO AVAILABLE AT THE PUBLISHER LEVEL (FOR CLIENTS WITH MORE THAN ONE TITLE)
MAKE THE BEST USE OF THE FEATURES AVAILABLE
20 DASHBOARDS
FULLY
CONFIGURABLE
& CUSTOMIZED BY ROLE, VIEW &
TRACK THE
STATUS OF ALL MANUSCRIPTS OVERDUE
MANUSCRIPTS QUEUES CAN BE ADDED
REPORTS
STANDARD & BUILD-YOUR- OWN REPORTS FOR EVERY ASPECT OF THE JOURNAL FUNDREF
SEARCHABLE FUNDING SOURCE TAXONOMY DURING SUBMISSION
CROSSCHECK
SIMILARITY CHECKING WITH ITHENICATE (MANUAL OR AUTOMATED)
ORCID
LINK ACCOUNTS WITH ORCID PROFILE FOR BETTER IDENTITY IDENTIFICATION
SEARCH YOUR JOURNAL DATABASE AND / OR USE REVIEWER LOCATOR RECOMMENDATIONS FROM THE WEB OF SCIENCE
ELECTRONIC FORMS
ONLINE FORM COMPLETION INTEGRATED INTO THE AUTHOR CENTRE
MEASURE AND BENCHMARK THE PUBLICATION PROCESS
21
SUBMISSION TRIAGE DECISIONS ONLINE
PUBLICATION PEER
REVIEW REVISION
REJECT
ACCEPT
NUMBER OF ARTICLES RETURNED TO AUTHOR
EDITOR ACCEPT/
REJECT RATES
EDITOR TURNAROUND
TIME REVIEWER
DECLINE RATE
REVIEWER TURNAROUND
TIME
REVIEWER RESPONSES
JOURNAL ACCEPT/
REJECT RATES REVISION RATE, NUMBER OF
REVISIONS, AND HOW MANY RETURN
TIME TO FIRST & FINAL DECISION
TIME TO ONLINE PUBLICATION
PRINT PUBLICATION
TIME TO PRINT PUBLICATION
BENCHMARK & ANALYSE PUBLICATION OUTCOMES
22
JOURNAL
JOURNAL IMPACT FACTOR, RANK & PERCENTILE
CITATION
USAGE
ALTMETRICS
CATEGORY & JOURNAL NORMALISED CITATION IMPACT
COUNTER STATS ITEM LEVEL USER METRICS
EIGENFACTOR & ARTICLE INFLUENCE
CITED & CITING HALF-LIFE
AVERAGE PERCENTILE
TOP & HOT PAPERS
H-INDEX
IMMEDIACY INDEX
NUMBER OF PAPERS PUBLISHED
ARTICLE ARTICLE
ARTICLE ARTICLE
IMPACT
AUTHOR &
INSTITUTIONAL IMPACT
SUBMITTING AUTHOR COUNTRY
COUNTRY ACCEPT/REJECT RATE
COLLABORATIONS
TIMES CITED
YEAR
TREND ANALYSIS