abstracts™ v4.14 release notes release...

SCHOLARONE ABSTRACTS™

v4.14 RELEASE NOTES

The following features are planned for release in ScholarOne Abstracts v4.14. This document provides information

about the default configuration values and configuration time required for each of the features. If you have any questions,

please contact Kasey Skidmore, Product Manager at [email protected]

RELEASE SUMMARY The default configuration settings and values for each of the features available in the release are outlined below. If you

wish to change any of the defaults, please contact your Client Implementation Manager or submit a case via the “Help”

link on your ScholarOne Abstracts site.

FEATURE SUMMARY

Automatic Reviewer

Assignment Tool

Users will now have the ability to choose to assign reviewers to abstracts using an

automated tool.

Action Required: This feature will be turned off by default. Please contact your

implementation manager to use this feature.

Collecting Areas of Expertise

based on the Reviewer Flag

There will now be the option to require entry of areas of expertise for users that

have been marked as a potential reviewer.

Action Required: If you are not currently using Areas of Expertise, please contact

your implementation manager to use this feature.

Import / Update Multiple

Abstracts

This feature will give admins the ability to create draft submissions or update parts

of existing submissions through an import template.

Action Required: This feature can be activated through configuration. To activate

this feature, contact your implementation manager.

Saved View Function in the

Session Builder

The session builder grids will all have individually functioning drop-downs for the

saved view capability.

Action Required: No Action is Required

Clarivate Analytics | ScholarOne Abstracts™ Release Notes v 4.14

ScholarOne Ideas Popular client requested enhancements; Please visit our Scholar One Abstracts

Ideas site to review suggestions from other clients, and submit new input!

https://scholaroneabstracts.ideas.aha.io/

Action Required: No Action is Required

AUTOMATIC REVIEWER ASSIGNMENT TOOL

There is now a feature available to expedite the reviewer assignment process through using an automated tool in the

Review Center. When configured, the tool is located in the Review Admin Center, on a tab in the left hand navigation

pane:

As seen in the above graphic, the user will be prompted to specify certain values, explained below:

1. Maximum number of assigned abstracts per reviewer – Enter the maximum number of abstracts that should be

assigned to each reviewer.

2. Minimum number of reviews required per abstract – Enter the minimum number of reviews that need to be

completed for each abstract.

3. Please select at least one of the following options:


a. Limit assignments based on role – This option will specify a review role that the user should have in

order to be assigned any abstracts for review.

b. Limit assignments based on “Do you want to be a reviewer” question – Selecting “Yes” for this option

will let the tool know that only those users that specified that they wanted to be a reviewer during

account creation should be assigned abstracts to review. This option is only available if the user’s

site is configured to ask this question during account creation.

c. Limit assignments based on Areas of Expertise – Selecting “Yes” for this option will let the tool know

that the review assignments should be made based on the areas of expertise specified in the user’s

profile. This option is only available if the user’s site is configured to collect areas of expertise.

4. Submission Roles – This option allows the user to specify which submission roles they would like to assign for

review. If the user does not select any specific submission roles, the tool will automatically assume that the user

would like to assign for all roles.

After all of the required criteria is filled out, the user will be required to complete a test run, by selecting the “Test Run”

button, seen below.

Once the user has selected the “Test Run” button, an information box will appear letting them know that the test

assignment run has been started, and “Test Run is Pending” will appear in the tool. The user can use the “Refresh”

button periodically to update the status of the test run, and upon completion, the “Download most recent Test Run csv

files” button will become available (see below).


The user is encouraged to review the files from the test run and if they are satisfied with the outcome, proceed to the

final run. To trigger this, the user will simply select the “Run” button in the tool; the final run will not execute unless there

has been a test run completed within 12 hours prior. The “Run” button will behave in the same way as the “Test Run”

button described above. As with the test run, the final run will output 2 csv files that can be reviewed by the user.

Adjustments needed after the final run can be made from the Assign Reviewers page.


Collecting Areas of Expertise based on the Reviewer Flag

There will now be an option in to require entry of areas of expertise for users that have been marked as a potential

reviewer. This feature will work alongside the Automatic Reviewer Assignment Tool very nicely if the user chooses to

assign using areas of expertise.

Import / Update Multiple Abstracts (Beta)

This new functionality will give admins the ability to create draft submissions or update existing submissions by

uploading a template into the UI. The feature is located in the Admin Center > Client Configuration >

Import/Update/Abstracts. The full page instruction text with added notes can be found below the image:


This page can be used to create new draft submissions or to update existing submissions.

To begin, select the submission role you will be working with. Only one role can be selected at a time. The

import template and resource files you will be using will be specific to that role.

o It is important to pay attention to the submission role selected, as this will determine which resources

and template is available in the next steps.

Use the template provided below to create the import or update file. Save as a .csv when done, and import in

the area below. A fully successful test must be run before an import job can be run.

o Sample import template for Oral or Poster Submission:

When creating new submissions, they will be imported as drafts. Stub submissions will be imported as

sessioned abstracts and placed in to the session ID noted in the import file.

Some helpful tips on using the import tool:

o Leave the control ID field blank if you are creating a new submission.


o Include the control ID if you are updating an existing submission.

o To remove previous data, insert **blank** in the value column of the template. Control ID and

Submitter Person ID cannot be removed or changed from existing submissions.

o Any submitted abstracts left in an incomplete state due to an update will need to be corrected by the

society.

This is not reversible. Please ensure that any updates to existing submissions (title, category changes, etc.)

are fully reviewed and correct before overriding data.

Saved View Function in the Session Builder

Users will now have the option of saving views in each of the 3 grids in the session builder individually. There is now a

drop down in the left-hand grid, as well as both the Assign Hosts and Assign Abstracts grids, seen below.


Scholar One Ideas ScholarOne Ideas is a community-driven ideas portal that allows participants to post their product ideas, comment on

the ideas of their peers, and vote to promote or demote ideas. This tool offers clients a direct, transparent, and

interactive line into the development process for the product. With the release of v4.14, users will see another great

enhancement to the product based entirely on your top Ideas.

Statistics & Date Submitted Reports

We have added 2 new special reports to the Admin Dashboard, the Statistics Report and the Date

Submitted Report. As seen in the below graphic, they can be found on the Submission tab of the Admin

Dashboard. The Date Submitted Report contains a summary of how many submissions were received on

each date in the submission period. The Statistics Report contains the following information:

Submission Status (Submitted Abstracts)

Submission Status (Draft Abstracts)

Decision Status

Countries (Count for Contacts & Presenters)

Category

Presentation Types


Email Attachments

Users will now have the ability to add attachments to Emails in system emails, custom emails, and speaker

management emails. Users will also have the ability to remove attachments when using the “Edit before

sending” feature on system emails.


Create Custom Emails from Existing Custom Emails

New custom emails can now be populated with data from existing email templates if the user chooses. This

feature can speed up the process of creating a new email template that is very similar to one that is already

existing. In the Admin Center > Email Administration > Templates > Custom Email Templates tab, there is a

set of 2 boxes for creating a new template. The first box is for entering the Template Name, and the second

box is for specifying which template the user would like to copy content from. As a default, the “Copy From:”

box will have “New Template” selected, which would indicate that the user would like to begin with a blank

template.

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