Improving Journal

Editorial Processes

with ScholarOne Manuscripts

David Thomas

May 2017

The Scholarly Publishing

Environment

4

Why is this important?

Peer reviewworkflow tools establish a formal, fully audited peer review process, and

help find and validate reviewers with appropriate expertise

Ethical publishing practicescheck for plagiarism, duplicate submission, enforce

guidelines, capture conflicts of interests, and prevent

fraudulent reviews

Meet technical requirementscollect all the information required to ensure technical

requirements can be met upon publication

Publication timelinesscollect all key material from authors,

complete forms, and schedule

workflows with appropriate reminders

Reporting tools help identify rate limiting

steps in workflows

Optimising the manuscript

submission process

6

An intuitive and clear submission process for all authors

Required fieldsadd requirements to ensure

authors complete all required

steps

Be specificabout what is actually required

and provide on-screen cues

Outlinegive clear signposts throughout

the submission steps; and provide

clear and concise instructions

Inline error messagesremove frustration for authors

Final submissiononly possible when all steps are complete

Summary of problemsensures nothing is missed

Direct links to any problemsauthors can quickly fix issues

Visual cues for incomplete stepsmanuscripts can’t be submitted until all steps are

complete

8

Ensure data quality — institutional affiliations

InstitutionRinggold Identify provides an

authoritative database of searchable

institution names

Type-ahead searchlets users quickly pull up the correct

affiliation from the Ringgold Identify

database

Matching institutionscorrect name can be selected from

the list to populate affiliation address

9

Ensure data quality — author identity

Create or associate an

ORCID iDduring submission process — this

can be made mandatory for

submitting authors

Create or

associate

ORCID iDduring user

account creation

or registration

Author detailswith hyperlinked

ORCID iD and

validation status

10

Potential ORCID use cases

Manuscript

Submit &

review

Manuscriptvia ScholarOne

Manuscripts

Publisher

production

system

Export

publication

datatitle, author,

ORCID iDs

Obtain

DOIfrom CrossRef

Automatically

update publication

information in user’s

ORCID profile

Peer

Reviewreview activity

can be

acknowledged

in user’s

ORCID profile

11

Ensure data quality — capture funding sources

Type-ahead searchlets users quickly pull up potential matches from the CrossRef Funder Registry

taxonomy

Matching funder namefunders can be selected and added. New

funders can be created and will be

flagged as not being part of the Registry

Funder detailsare now part of the manuscript record and metadata — this is

available for reporting, publication, and downstream indexing

12

Use on-screen instructions

Configure guidancetools let staff add instructions to any system page — for

all users: authors, editors, reviewers, and staff

Contextual

instructions

some instructions

can be applied to

specific pages for

additional clarity

13

Tool tips for contextual help

Tool tips

let journal staff

create contextual

instructions with

hyperlinks to

further information

A single clickto find further

information

14

Language editing

Language editing

option can be made

available — this is a third-

party service

Service providersare not limited to a single

company — several options

can be offered (Edanz,

Editage, etc.)

Some publisher offer their

own service

15

Submission Partners

Submit

from

Overleafdirectly or

initiate via

overleaf.com

Write and

collaborateuse either a LaTeX

or rich text editor

Submit to

journalfrom Overleaf

Coming in 2017additional submission partners

Checking new manuscripts

and maintaining editorial

standards

17

Admin checklists

Checklistuse a configurable webform to check

manuscript is ready for further

consideration

Unsubmitfor technical corrections — incorrect

reference format, missing figures or tables,

etc.

Savebut hold manuscript for more information

Reject and transfer

manuscripts to another title

Rejectmanuscripts that are out-of-scope, very

poor, or have critical problems

Approvemanuscripts that are ready for the editors

18

Duplicate submission check

Perform checkchecks across a site (or several sites)

for duplicate or similar previous

submissions

Potential match detailssearch is based on both title and

author list

19

CrossChec

kcan be run

manually or

automated to run

in the

background.

Similarity Index

threshold can

trigger an email

warning to staff

CrossCheck, Powered by

iThenticateis an originality / plagiarism checking service.

Users need to subscribe to the service &

provide their content for indexing.

CrossCheck indexes a large amount of

publisher content and wide range of other

sources

iThenticate Report

Viewershows sources, level of similarity,

and areas of matching text

Similarity Indexand included / excluded content

Sourcesfor matching material

Effective and efficient peer

review

21

Make the most of your user data

AUTHOR (AU) EDİTOR-İN-CHİEF (EIC) ASSOCİATE EDİTOR (AE)REVİEWER (REV)

Keep your data clean and up to

date

Use merge and admin

toolsto consolidate identity

Use ORCID iDsand encourage their

uptake

Use external searchesto help verify identities and correct

correspondence details

22

Add value to user accounts

Use account flagsto capture important information

Use person designationfor instance, editorial board member, tenure

committee

Use commentsto record addition information about the candidate

Use attributeskeywords, areas of interest, classifications,

specialities to help locate relevant editors &

reviewers

23

Find the best reviewer candidates

Search toolslet you search your local

database and also other

data sources (Google,

PubMed, Web of

Science)

Advanced

searchcombine multiple

fields (&

wildcards) with

keywords,

assignment data,

and other

information to find

the most suitable

reviewer

candidates

24

Make the right selections with key information

Headline metricskey reviewer performance information — number in parentheses

shows data from across shared sites

Choose which metrics to displayup to five key indicators in the main search results

View full

recordall details are

available including

past performance

25

Use effective reminders

Invite reviewersresponse links in the email — auto decline, alternates list, & alternative suggestions feature available

Decline or

unresponsive

No reportReviewers assigneddirect link to report form in email

Decision

Reviewers report

Select

reviewers

1

2 DAYS

25 DAYS

Invite remindersup to two invite reminders can be configured — if reviewers don’t respond within a

defined time period they can be auto-declined

1

7 DAYS BEFORE

2ON DUE DATE

37 DAYS OVERDUE

Reviewer reminders remindersany number of reminders can be configured to be sent before, on, or after the due

date. Extensions can be granted for all reminders

26

Build effective reminders

Templatestemplates can be

created & edited

triggering activity

is specified

Template section

Global

editing toolsglobal search and

replace or download

for offline editing

Email templatetags can be inserted to pull in user & manuscript

information

tags are also used in the email header

Reminderscan be set relative to the task due date, to go before, on, or

after the task is due

27

Watch for fraudulent reviewers http://stateofinnovation.thomsonreuters.com/fraud-

in-peer-review

Be wary of fraudulent

reviewersuse the external searches to

verify identity & relevant expertise

Suggested reviewersdirect Google and Web of

Science search options are

available in addition to external

search tools

Web of Sciencewill return the results of an

author name search

Googlewill return the results of an

email address search

Use account flagsto show validated reviewer

details

28

Avoid exhausting your reviewers

Use the datato look at current & previous assignments

and use this information to guide

selections

Use reviewer activity

monitor how often you invite and how

many manuscripts reviewers handle

Save time

save your search preferences

29

Structure your reviews for better, more informed responses

Ask focused

questionson specific topics

about the manuscript

to get more qualified

feedback

Reviewer recommendationsome journals prefer not to bias any

comments by asking for a recommendation

Collect commentsboth confidential for editors / staff and also for

transmission back to the author

any field can be made mandatory

30

Use automation to aid efficiency

MANUSCRİPT METADATA

• author names

• manuscript title

• manuscript abstract

• manuscript keywords

• publication journal

PUBLİSHED PAPERS

• 12,000 journals

• 150,000 conference proceedings

• 250 subject disciplines

• previous 5 years’ data

• 7.3 million individuals

AUTHOR FİNGERPRİNT

their research interests

JOURNAL FİNGERPRİNT

publication field and scope

PAPER FİNGERPRİNT

subject areas and keywords

Reviewer Locatoruses our ATLAS text analysis tool

to link and refine matches with

researchers in the Web of

Science™ Core Collection

Reviewer

LocatorReviewer Locator

automatically

recommends reviewers

based on their publication

record in the Web of

Science™

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

recommended

reviewers can

be quickly

added

Making recommendations

and decisions

WF 0no AEs

ADMİN

CHECKLİST

EIC SELECT &

İNVİTE REVİEWER

REVİEWER

AGREES

REVİEWER

SCORES

EIC DECİSİON

AUTHOR SUBMİTS

AD

DİT

İON

AL

RE

VİE

WE

RS

RE

QU

İRE

D

WF 1AE direct

decision

AD

DİT

İON

AL

RE

VİE

WE

RS

RE

QU

İRE

D

ADMİN

CHECKLİST

EIC ASSİGNMENT

EIC ASSİGNS AE

AE SELECT &

İNVİTE REVİEWER

REVİEWER

AGREES

REVİEWER

SCORES

AE DECİSİON

AUTHOR SUBMİTS WF 4AE

recommendation

then EIC final

decision

ADMİN CHECKLİST

EIC ASSİGNMENT

EIC ASSİGNS AE

AE SELECT &

İNVİTE REVİEWER

REVİEWER

AGREES

REVİEWER

SCORES

AE

RECOMMENDATİO

N

AUTHOR SUBMİTS

EIC DECİSİON

AD

DİT

İON

AL

RE

VİE

WE

RS

RE

QU

İRE

D

Best Practice

workflowsmost popular workflows are ready

to go and can be a starting point

for more sophisticated workflows

Recommendations

and decisionscan be mixed — allowing

Associate Editors to make

direct revisions but only to

recommend accept/reject to

the Editor-in-Chief

33

Effective Decision Making

Create your own decision

categoriesso they are clear to everyone

Track revisionson dashboards and reports

Set expiration datesto manage revisions and send

reminders to authors

1

2

34

Inform and instruct authors about their decision

Quick access to all

reportsfor informed decisions

Decision emailshould contain all the information

an author needs for next steps

Revision linkgo direct to submission

Commentsappended (and any attached

files)

35

Keep track of all processes

Use reportsto check on editor

decision ratios to

maintain copy flow

and protect

integrity

Analyse, present and compare datause in editorial board meetings, to mentor new editors etc.

Managing accepted

manuscripts

37

Manage the post-acceptance process

Post-acceptance

dashboardmanuscripts don’t stop once

accepted — ensure they are ready

to move forward towards publication

Track key post-acceptance stepsmanage all the steps before handing over the manuscript

to production, composition, & hosting services

Production toolsmanage volumes and issues and create export batches

38

Creating and managing journal issues

Current running ordercreate a table of contents

Issue datesdates and issue metadata

Advanced searchsearch tools for adding manuscripts.

Manuscripts can also be added

directly to existing issues

Placeholdersfor external content, adverts, tables

of content, instructions to authors

PaginationEstimates are based on multipliers in

the site designation. Actual can be

added

Export Entire Issueall files, metadata, & running order

39

Exporting your accepted content for publication

Production checklistensure accepted manuscript is ready

to move forward into publication

Export your contentsend all files & metadata

Build packagewhat to include

Chose locationwhere to send it

Pick formatfor the metadata

Efficient journal

administration

41

Use Dashboards to manage manuscript flow

Dashboard listsexpand workflow to

show status of all

manuscripts, including

those overdue at key

stages

Search toolsfind manuscripts quickly

42

All information in a single place

Header detail(see next slide)

Manuscript informationthe ‘full file’

Audit trailwhat and when it happened, and who did it

Manuscript filesall files and appropriate management tools

Task detailoptions for pending task

Pending taskalways located at the top right of the record

Assignment detailsnames hyperlinked for quick messaging

Completed reviewsreviewer recommendation and report detail

Completed

recommendationseditor recommendations (where applicable)

Version historysee previous and later versions of the

manuscript

Notesconfidential notes from staff & editors

43

The Manuscript Header: A key to the manuscript

New notemagenta star

Add a new noteor from the notes section

Companion

paperlink between papers

Manuscript

detailmanuscript type, any

custom metadata,

status & due date Proofs and filesHTML & PDF proofs, plus

the original files

Directly editablecustom question

metadata

External

searcheson key

manuscript

fields

Assignmentscurrent role

assignments

Time in reviewkey milestones

Manuscript flagsup to 12 customisable flags Submitting author

hyperlinked name, proxy

option, & any user flags Manuscript ID & title

unique identifier (.Rn for

revision)

44

Manage Paperwork & Forms Online

E-forms processfor capturing legal and other agreements

SEND FORM(to submitting or all

authors)

AUTHOR(S)

COMPLETES

FORMS

COMPLETE

SKİP FOR

NOW

REMİNDER

S

Dashboarde-forms can be tracked on

role dashboards

Author(s)can complete forms in their Author Centre or go via a link in their emails

45

Use reporting tools

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

Reportsreports can be made

available from any centre

dashboards

Build-your-own

reportsusers can build custom

reports using simple drag-

and-drop tools

Standard reportskey reports are ready to run

Drag-and-dropdata fields can simply

be dropped into the

table

Data treea comprehensive list

of data fields can be

used

Pre-built

filtersand other features

are available to

make reporting

easier

Tool barsave, format, and access advanced features like

filters, pivots, groups, summaries and calculated

fields

46

Reporting — some key metrics

Submission Triage Decisions Online

publication

Peer

review

REVİSİON

Reject

ACCEPT

NUMBER OF ARTİCLES

RETURNED TO AUTHOR

EDİTOR

ACCEPT/REJECT

RATES

EDİTOR

TURNAROUND

TİME

REVİEWER

DECLİNE

RATE

REVİEWER

TURNAROUND

TİME

REVİEWER

RESPONSES

JOURNAL

ACCEPT/REJEC

T RATES

REVİSİON RATE, NUMBER OF

REVİSİONS, AND HOW MANY RETURN

Time to first and final decision

Time to online publication

Print

publication

Time to print publication

Continuous development:

our roadmap for 2017 and

beyond

ScholarOne Manuscripts 2018 priorities (features subject to change)

◉ additional submission integration support

◉ reviewer recognition tools

◉ suspicious review flagging

◉ further partner integrations

◉ automated metadata extraction from files

◉ Reviewer Locator 2.0

◉ redesign of user account creation and management

◉ ideas and product quality improvements

ScholarOne Manuscripts v4.21◉ reviewer user experience re-design

◉ document conversion and processing

improvements

◉ expanded API: manuscripts version history

◉ expanded API: people details

◉ Portuguese/Spanish language toggle

◉ ideas and product quality

Jun

2017

ScholarOne Manuscripts v4.22◉ submission APIs for integration (stage 2)

◉ conversations improvements

◉ single sign-on and people APIs

◉ HTML email support

◉ drag and drop file load

◉ ideas and product quality

Nov

2017

Our roadmap themesin 2017 and beyond:

extending APIs & interoperability

enhancing the user experience

new workflow features, and

tools for automation

David Thomas, Manager EMEA Sales, Publishing & Associations | david.h.thomas@clarivate.com | clarivate.com