Submission

Dashboard

Submission

Manuscript

Submission

Manuscript

A

A

A

Notes

• There is, generally speaking, one author that makes the submission on behalf of the research team. Later we will enable collaboration of multiple user accounts (researchers) on a single submission.

• A docx manuscript file is required for the thin slice to create a submission.

• For the thin slice we will have no author profile management.

• Validations in the Submission component need some thinking. How do you know, for example, that a text is a valid abstract. How do you know they have entered all the author names etc.

• The linkages above are simplified visually. It will be possible to get from the Submission to the Manuscript, and vice versa.

• Wax editor will be customised for Journals in later iterations.

• Once submitted a 'terms and conditions' view appears, this must be agreed to in order to complete the submission (see below).

Dashboard listing your submissions (as Author)

note: Wax will be customised for Collabra, presently using default config

Initial Decision

Dashboard

Submission

Manuscript

Submission

Manuscript

ME

ME

ME

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Notes

• ME checks submission data and manuscript. These components show the ME exactly the same view as appears to the author.

• There is no reject in the current UI for the thin slice. This is because the state of a manuscript post reject needs to be considered (deleted? archived? retrievable? etc)

• A decision to continue with a review requires no action at this step. The next step is where the action occurs (assign SE).

Assign SE

Dashboard

ME

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Notes

• Assigning the SE by the ME is done using the Dashboard Editors molecule.

• When assigned the SE gets an email notification and the manuscript appears on their Dashboard (in the Dashboard Editor molecule).

• It is worth noting that the Dashboard Editor molecule (see below) is the same for the ME, SE, and HE. The ME sees all manuscripts in play. The SE and HE only see those that they have been assigned to.

• The system does not, at this stage, prevent the SE and HE from assigning a HE or SE for a manuscript. This is useful because often staff need to do this when colleagues are on holiday etc.

Detail of the Dashboard Editor (ME, SE, HE) Molecule

Assign HE

Dashboard

SE

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Submission

Manuscript

SE

SE

Notes

• The SE pretty much just assesses the manuscript and decides which handling editor would be best to manage things from here on in. This is largely determined by workload and subject matter expertise.

• The HE is notified by email and the manuscript appears on their dashboard as per the previous step.

Detail of the Dashboard Editor (ME, SE, HE) Molecule

Assign Reviewers

Dashboard

HE

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Submission

Manuscript

HE

HE

Manage
Review

HE

Notes

• The assign reviewers mocks are forthcoming.

• HE reviews information on the Submission and Manuscript components.

• HE then invites (assigns) reviewers.

• When invited a reviewer receives an email invitation with the abstract included.

• This process is cyclical and requires a historical overview. Refer to the Design Brief for further explanation.

Review

Dashboard

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Review

R

R

Notes

• The reviewer can accept or decline an invitation to review from their Dashboard.

• The reviewer can read the full manuscript in the review component.

• Only select submission data is available to the reviewer, that data is displayed here.

• The reviewer can write a review, or attach a review, or both.

• The reviewer can submit confidential remarks to the HE.

• This interface must account for the cyclical nature of this process and review of historical versions.

• At a later date we will add some form of local storage so this interface can be utilized offline. This is a common use case for reviewers traveling and reviewing.

Detail of Dashboard Reviewer Molecule

Decision

Dashboard

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

HE

Decision
Control

HE

Notes

• Once all reviews are in (or earlier) as notified via email and a dash notification, the HE visits the Decision component.

• The manuscript and all reviews are present.

• The HE then writes a decision and chooses the decision from the available radio buttons (accept, revise, reject).

• This decision is then forwarded to the author via email.

• The interface must also account for a cyclical process and historical version review.

Detail of Decision component showing earlier version of manuscript on left

Author Response

Dashboard

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

A

Submission

Manuscript

A

A

Notes

• Authors can respond to the decision by editing the manuscript, changing the submission data, and writing a response in a new field provided in the Submission component.

• The author must reconfirm the terms and conditions as per a normal submission.

• The HE is notified of this response via email and dashboard notifcation.

• At this point the HE reviews and makes a decision to accept the manuscript for publication or starts another review process via the review panel. The 'accept' process is not yet designed into the thin slice.

Done!

1. Author prepares submission
2. Author submits
3. Managing Editor (ME) Initial decision (reject or review)
4. Assign handling/academic staff
   1. ME assigns Senior Editor (SE)
   2. SE assigns Handling Editor (HE)
5. HE Assign Reviewers
6. Reviewers review
7. HE Make decision (accept, reject, or revise)
   1. (revise) Author response
   2. (revise) Goto 5
8. Production
9. Publish

Notes

• For the thin slice we are not yet addressing rendering to PDF, JATS and HTML although this may come relatively quickly.

• Integration with Continuum or other publishing front end  is anticipated but has not yet been discussed.

Thin Slice Extras

• Notifications via email only

• Basic notifications push to Mattermost staff channel 
• INK integration (MS Word -> HTML)

Notes

• Later, Mattermost chat integration will go further than purely notifications. We are keen to work out ways it can be used for the resolution of issues throughout manuscript processing.