AllenTrack User Group 2008

1. AllenTrack User Group 2008 Anna Jester Product Marketing Manager

2. Our role and our goal is to help you use the software to its fullest potential Today we will discuss tips we hope will make your life easier and new features you may want to implement

3. Link to the New Features List • Link to AllenTrack New Features Version 8.4 (soon to be released) at: • Microsoft Word version of New Features http://www.allentrack.net/version_8_4/NEW_FEATURES_LIST.doc • Adobe PDF version of New Features http://www.allentrack.net/version_8_4/NEW_FEATURES_LIST.pdf

4. SECTION: Code Upgrades

5. New Feature Lists • New features or enhancements are requested and paid for by customers and coded to the specifications of the client paying for the feature. • When they are added to the code, they are then available for use to all customers. • You are not required to return your list (no chasers).

6. New Code Timeline • New versions of code implemented on your site 3 times each year • Testing code and creating New Features List are continuous processes • May take 6-12 months for a requested (and funded) feature to be available in live code

7. Testing • Testing is conducted by companies who host the software (Allen Press, Nature, American Medical Association, National Academy of Science, American Institute of Physics, American Geophysical Union) • Thousands of variables are already available for use

8. SECTION: Hints and Help

9. Microsoft Word 2007 • Microsoft Word 2007 saves files by default in the .docx format • We strongly recommend you save files as .doc instead of .docx at this time to ensure compatibility with others involved in the peer review process, post peer review and the system

10. Microsoft Word 2007 (cont.) • If someone has uploaded at .docx file at this time the system will convert the file to PDF • Link to: Microsoft 2007 Compatibility Pack

11. File Types What file types should the Editorial Office accept? Only those which can be (relatively easily): • Opened on computers in the Editorial Office • Modified as needed by Editorial Office staff Note: We have never met an Editor who didn’t want to open and edit files at some point in the process

12. Updating AllenTrack for future TOC creation (1 of 3) • Reports Directory contains Production - Table of Contents Report • Must enter in relevant issue data before you can run this report and receive meaningful data • You are not required to enter this data or use this report

13. Updating AllenTrack for future TOC creation (2 of 3) • Enter data to be pulled into Production - Table of Contents Report via either of two data entry options: • Set/Modify Production Data (accessed inside and out of Advanced MS Tasks based on settings/stage of MS) • Accepted Manuscript No Issue Report

14. Updating AllenTrack for future TOC creation (3 of 3) From AMT

15. Updating AllenTrack for future TOC creation (cont.) From Waiting for Production

16. Set/Modify Production Data Drop Down Menus Allow you to Set/ Modify Production Data fields

17. Report - Production - Accepted MS No Issue (1 of 2) Parameters allow running the report by date range

18. Report - Production - Accepted MS No Issue (2 of 2) Set issue column on the right allows quick issue assignment

19. Production – Table of Contents Report (1 of 3) • Parameters allow you to run by Issue Date or Issue (assuming at least 1 MS has been assigned to an issue)

20. Production – Table of Contents Report (2 of 3) longhand format

21. Production – Table of Contents Report (3 of 3) • Report shows all manuscripts assigned to specified Vol & Issue • Has links to Set/Modify Production Data for manuscripts table format

22. Automatic DOI Generation • Many AllenTrack sites already have auto-DOI generation in place • Please contact our staff if you do not currently use this feature or are unsure of your setting • DOI: digital object identifier • CrossRef registers 16,000 content items daily Shown as at Set/Modify Production Data

23. Making the most of Subject Areas (1 of 6) • Subject Areas allow you to define a single list of terms to classify both Manuscripts and Editor/Reviewer Specialties • Makes searching for Potential Reviewers easier • Eliminates multiple spellings for terms/specialties • For example: mammal, mammals, mammalogy, mammalogist, Department of Mammalogy *Editor behavior may vary. Results not typical.

24. Making the most of Subject Areas (2 of 6) • Categories, specialties & sub-specialties can be migrated • We recommend requiring them on Profile/Registration screens and at Submission

25. Making the most of Subject Areas (3 of 6) If you need, you can modify Subject Areas via Configuration Tasks  Configure Subject Areas

26. Making the most of Subject Areas (4 of 6) Search for Associate Editors by subject area

27. Making the most of Subject Areas (5 of 6) • Headings and Sub Headings in Subject Areas on submission

28. Making the most of Subject Areas (6 of 6) • Dual Select Subject Areas at reviewer assignment • Default red text explains how to search

29. Report Visibility • Getting TMI (Too Much Information)? • Reports can be set as visible or hidden in the report listing • Change your settings via Configuration Tasks  Configure Reports Visibility

30. Tabs, tabs everywhere (1 of 4) Person Bio screen with tab view • Eliminates some scrolling

31. Tabs, tabs everywhere (2 of 4) View Manuscript in tab view

32. Tabs, tabs everywhere (3 of 4) • Manuscript Submission in tab view

33. Tabs, tabs everywhere (4 of 4) Reviewer Assignment in tab view

34. SECTION: Forthcoming Features

35. WYSIWYG Editor for Configure Instructions and Help Files (1 of 3) • WYSIWYG: What You See Is What You Get • WYSIWYG HTML Editor for all instructions and help files • Change text size, • color, alignments, • etc.

36. WYSIWYG Editor for Configure Instructions and Help Files (2 of 3) • WYSIWYG helps you enter links • Highlight text of link, click web link icon • Pop up allows you to enter the URL, title and target of the link *Recommend you always open a new window with the link

37. WYSIWYG Editor for Configure Instructions and Help Files (3 of 3) Prefer the HTML Source code? Use the Toggle HTML Source to see and modify it.

38. Compartmentalizing Reports • Allows you to have specific folders created inside the Reports directory (show up at top of report listing) • Which Reports show up in each folder is configurable • Folder names configurable • Number of folders

39. Display Editor/AE Stats at bottom right on Homepage • Displays table at bottom right of homepage for all active Editors and Associate Editors • Show statistics about their current and past manuscripts in past 12 months including: • number of MS assigned to person • number of MS currently active without a decision • MS awaiting revision are not considered active in this listing • number of MS rejected without review • number of MS rejected after review • number of MS accepted • Average Turnaround Time: Average number of days from assignment to decision recommendation

40. Add Person Email History table/tab to bio screen • Displays list of emails, grouped by manuscript number, user has been sent from the system • If bio screen is displayed in tab view new screen displayed as a new tab

41. Add Person Email History table/tab to bio screen (cont.) Example of email history for a user

42. Add From Line to Edit Email Template • Adds a “from line” field to each email template’s edit screen • Change via Configuration Tasks Add/Edit Letters • If none is selected emails will be sent from default staff email address

43. CC (carbon copy) and BCC (blind carbon copy on email template • Add CC and BCC fields to email template edit screen at Configuration TasksAdd/Edit Letters • Each role in your site will be displayed in the menu • Multiple roles and/or specific email addresses, configured under other, can be added to list *PLEASE NOTE: Roles will appear which do not correspond to your journal. Only cc or bcc roles used on your site

44. Person Bio File upload on Modify Profile / Registration Screen • Adds option for authors to upload a biographical file to the profile when registering or modifying profile • User can upload bio file and name it • Appears just below subject areas on Modify Profile / Registration screen

45. Person Bio File upload on Modify Profile / Registration Screen (cont.) • Link to bio file on Person Bio page

46. Modify Order of Tabs on Tab View Manuscript Submission • Order of the tabs in tab view manuscript submission can be changed if feature turned on for your site • Contact Support Staff for additional details

47. Configuring Additional Instructions • Three new configurations of Instructions • Configure Contact Us • Configure Tips • Configure Requirements • New instructional pages • Place links in your site to pages journal office can configure through the Configuration Tasks page • Links can be placed anywhere in site where there is configurable text • Login page • Author instructions • Help Files

48. Configuring Additional Instructions (cont.) • Contact Us – Links to page with info on how to contact journal office • Configure Tips – Links to page with frequently asked questions • Glossary of terms, other information useful to authors regarding MS submission • Default text, you can modify as needed • Configure Requirements – Links to page with requirements for using AllenTrack software (browsers, email, and PDF Reader)

49. GROUP DISCUSSION TIME

50. TOPICS • NIH Mandate - Anna • Exporting to other systems • (pre-prints, typesetting, etc.) - Elizabeth • Stump the Staff - Yvonne