Managing articles

To manage articles, go to the menu Journal management/Article management.

After having set up the reviewing parameters, the peer review process can take place. The editorial board must assign papers to editors and reviewers and follow up after they have provided a feedback.

Good to know: Once the review process begins, an author can’t remove his submission. An author can remove his article if any review has begun.

By default, the article management section lists all articles submitted to the journal, regardless of their status. However they can be filtered by status, volume and/or section; clicking on the desired criterion will filter the results:

Clicking on the title gives access to the paper’s summary page. The abstract and basic information can be found on this page and following actions can be performed: assign reviewers or editors, move the paper in a volume and/or section, access to the review history and (as the editor-in-chief) accept, reject or send a request for modifications.

Articles status

A status defines the article at each stage of the process.

  • Submitted: the article was submitted by an author and is not yet assigned to the reviewers. It may be at this stage rejected by the editorial secretary
  • Waiting for reviewing: the article was proposed to at least one reviewer; the latter has not yet accepted to read the article
  • Under review: the article was proposed to at least one reviewer who accepted to read it
  • Pending modification: the article needs to be modified; the author has to submit  a new version
  • Reviewed: the article has at least one evaluation report
  • Accepted: the article is accepted
  • Refused: the article is rejected

Assigning an article to reviewers/editors

Reviewers

Reviewers can be selected from the reviewer database by clicking on the “invite a reviewer” button:

A pop-up window opens and users with the appropriate role will appear on the drop-down menu:

If you can’t find the person you are looking for, go to the user management page and verify he/she has an account on the platform and is enrolled as a reviewer.

The invitation message can be sent as shown in the template or you can customise the content by changing the e-mail type. In the template, fields starting with %% will automatically be completed by the system. See the list of the variable of the templates.
The language of the email automatically matches the settings selected by the reviewer.

Editors

The same procedure applies to the selection of editors in charge of an article :

By default, a paper submitted to a specific section of the journal will be assigned to the editors in charge of the section.

Making a decision

Once reviewers have sent their review, the editor in charge of the paper is notified and can suggest accepting, refusing or sending a request for modifications.

To justify their choice, they can copy/paste the reviewer’s feedback into the dedicated text box and/or add further comments:

Following this feedback, the chief-editor can accept the article, as it is, reject it or ask for a new version. In all cases the author will be automatically notified.

Asking for a new version of the paper: After clicking “ask for a revision” button, a text box appears where the chief-editor can copy/paste the given feedback and provide further instructions to the author:

A new reviewing round of the paper will be initiated when the revision request is sent. The paper’s status will become “pending modifications” and the author will be notified.
When he/she uploads a new version, the paper’s status will go back to “under review” and the editors and reviewers will be informed that a new version is available. By default, the same editors and reviewers are selected, but others can also be added.
The next round of the review can take place.

Accept / Reject a paper : The chief-editor can accept an article by clicking the “accept paper” button. He can add a message to the author in the text box and select a section and/or volume where he would like the article to be published.

Once the article has been accepted, the author, the Editor in Chief and the Editors will be notified and the pre-print on the online repository will be upgraded to a journal article. The bibliographical information stored on the online repository is automatically updated with the journal name, publication date, etc.

The chief-editor can reject an article by clicking the “reject this article” button. He has the possibility to add a message to the author that will be added to the notification email: