An Editorial Manager® Tutorial for AHA Reviewers

Prepared for the Pediatric Subcommittee

July 17, 2005

Tutorial for Reviewers

Overview
Introduction
/ The "Tutorial for Reviewers" is a step-by-step guide to performing basic operations as a reviewer of manuscripts within the Editorial Manager®(EM) system.
Content
/ This chapter contains the following topics:
Topic / Page
Logging into Editorial Manager / 4
Accepting or Rejecting the Assignment / 5
Overview: Methods for Providing your Edits / 8
Method 1
Topic / Page
Downloading the document to review (as a MS Word file) / 9
Making edits to the document using track changes and comments / 12
Uploading the document back into EM / 16
/ 9
Method 2
Topic / Page
Downloading the document as a PDF / 21
Reviewing the document / 23
Submitting your review / 23
/ 21
Navigation
shortcuts
/ The following shortcuts will help you navigate quickly through the document:
  • Click on any page number above to jump to that section.
  • Click on this symbol at the end of each section to return to the topics list above:

Optional Practice Exercises
Purpose
/ There are two optional "hands-on" practice exercises available to you. The purpose of the exercises is to give you an opportunity to walk through the steps outlined in the tutorial in a relaxed environment (ie, it is OK to make mistakes and click around within EM).
Below is a description of the practice exercises:
Name / Document Description / What you will practice
Tutorial Practice 1 / One page of text in info mapping format—topic is "Vacation Destination" / Perform the steps in Method 1
  • Download the document as a MS Word document
  • Using "Track Changes" add and delete some text
  • Insert a comment
  • Upload the edited document back into EM to complete the review process

Tutorial Practice 2 / A photograph / Perform the steps in Method 2
  • Download the document as a PDF
  • Look at the photograph
  • Submit your review (a short sentence)

Requesting access to practice exercises
/ To obtain access to these practice exercises, please request them from your editor or from your product manager. Your editor will route these documents to you within Editorial Manager in the same manner as actual review documents. You will then receive a system-generated email from ECC inviting you to review these documents.

Logging into Editorial Manager

Receive email invitation to review a manuscript
/ You will receive a system-generated email from ECC requesting you to review a manuscript via the Editorial Manager system. To access the EM website, click on the link in the email or type the Editorial Manager URL into your browser:

Go to EM website
/ You will now see the Editorial Manager home page. Click LOGIN.

Login as a reviewer
/ Type in your username and password. Click Reviewer Login.


Reviewer Main Menu
/ You will now see the Reviewer Main
Menu. From this menu you can
  • respond to new reviewer invitations
  • see what assignments you have that are open
  • see what assignments are completed

Accepting or Rejecting the Assignment

Introduction
/ After receipt of the ECC invitation email to review a document, you need to respond within 48 hours. You have the choice to either reject the assignment or accept the assignment.
Rejecting the Assignment
If you do not want to be a reviewer for this assignment, you can reject the assignment by following the steps below:
Step / Action
1 / Log into Editorial Manageras a reviewer.
2 / From the Reviewer Main Menu select New Reviewer Invitations.
3 / Select Decline to Review.
4 / The following comment box will appear requesting a reason for declining. Type in your reason and click SUBMIT.

Rejecting the Assignment (continued)

5 / A confirmation message will appear confirming your decision to decline to review.
Accepting the Assignment
If you would like to be a reviewer for this assignment, you should accept the assignment by following the steps below:
Step / Action
1 / Login to Editorial Manager as a Reviewer.
2 / From the Reviewer Main Menu select New Reviewer Invitations.
3 / Select Agree to Review.

Accepting the Assignment (continued)

4 / A box will appear asking you to confirm. Click OK.
5 / You will now see the screen shown below confirming that you have agreed to review the manuscript:
6 / Click on Pending Assignments to access the document.
Please review the next section, "Methods for Providing your Edits," for instructions on how to access the document that is waiting for your review and how to provide your edits and comments.

Overview: Methods for Providing your Edits

Method Summary
/ Once you accept the assignment to review a document, there are two ways to provide your edits and comments. Your options are
Method 1—Type your edits and comments directly into the MS Word document
  • Open the PDF file with EM. Once in the PDF document you will find a link to download the document as an MS Word file and save it to your computer. (Be sure to remember where you saved the file.)
  • Edit the file by inserting comments or by adding or deleting text in "track changes" mode.
  • Upload the document back into EM as a "Reviewer Attachment."
Method 2—Type your edits and comments into the comment boxes in EM
  • Review the file as a PDF either online or download and save to your computer. (Be sure to remember where you saved the file.)
  • Make notes of any edits or comments that you would like to submit to the editor: you can (1) make handwritten notes or (2) type your notes into MS Word or another word processing application.
  • Go into EM and (1) type your edits and comments directly into the "Comments to Editor" box or (2) copy and paste the notes of your edits and comments from MS Word into the box instead of typing them in.
Note: The manuscript lines are numbered in both the MS Word and PDF format for your convenience in referring to changes.

Method 1

Introduction
/ If you choose to edit the document by typing in additional text, deleting other text, and making comments directly into the document, you will need to download the document as a MS Word file. Then you will use "track changes" and/or "comments" to provide your review. Finally, you will upload your edited document back into Editorial Manager.
Downloading the Document to Review (Method I)
How to download
/ Follow these steps to download the document as a MS Word file:
Step / Action
1 / Login to Editorial Manager as a Reviewer.
2 / From the Reviewer Main Menu select Pending Assignments.
3 /
4 / Select View Submission to access the document you wish to download.

Downloading the Document (continued)

5 / A box will pop-up asking whether you want to open or to save the file. Select OPEN this file.
6 / The file will open as a PDF.
7 / Scroll down until you find the blue link: Click here to download Info Mapping MS: followed by the file name. Click on this link.

Downloading the Document (continued)

8 / A box will pop-up asking whether you want to open or to save the file. Select SAVE this file.
9 / SAVE the file to your desktop or to another temporary location. Please add your initials to the end of the filename. This will identify the file reviewer to the writer and editor.
Example: VascularAccess2005_0707infoAZ.doc
Note: Be sure to remember where you saved the file.
Making Edits to the Document (Method 1)
Introduction
/ You can now make your edits and comments directly into the document using two features in MS Word:
  • Track changes
  • Comments

Track changes
/ The track changes feature shows the editor what changes you made in the original document. The text that you insert and delete will be displayed in different fonts from the original text.
Follow the steps below to use the track changes feature in MS Word 2002:
Step / Action
1 / Open the document as you would any MS Word document.
2 / From the menu at the top of your screen, select TOOLS, Track Changes, Highlight Changes.

Making Edits to the Document (continued)

Track changes

(continued)

3 / The Highlight Changes box will then appear. Make sure that all three boxes are checked as shown below. Then select OK.
4 / Now all additions and deletions that you make to the original document will be highlighted. In the example below the deleted text shows up in dark yellow and the added text in dark blue.
.
Shortcut
/ Alternatively, you can position the mouse over the menu area and right click. A drop down list of menu toolbars is displayed. Select the “Reviewing” toolbar. Now you can activate or deactivate track changes by clicking on the menu button.

Making Edits to the Document (continued)

Comments

/ You can add comments to the document so that the comment text appears separately from the document text. Comments can be viewed by selecting View/Comments at the top of the screen or by scrolling your cursor over the area of text that is highlighted as described in step 3.
To use the comments feature, follow the steps below:
Step / Action
1 / Select the text that you want to comment on by highlighting it with your cursor.
(Note: If you just position your cursor at the insertion point of your comment, it is somewhat difficult to see the insertion marker in MS Word 2002.)
2 / From the drop-down menu at the top of your screen, choose INSERT then Comment as shown below.

Making Edits to the Document (continued)

Comments

(continued)

3 / A box will appear below your document so that you can type in your comments.
4 / The area where you inserted your comment will now be highlighted. You can read a comment by positioning your cursor over the highlighted areas.
Note: Your comments may appear differently from the one shown above, depending upon how you set up your reviewing options. Some comments may appear as balloons to the side.
Uploading the Document back into EM (Method 1)

Introduction

/ After you have finished reviewing the document and providing your comments and edits, you are now ready to upload the document back into EM.
Be sure to save and close the file before attempting to upload it.
Follow the steps below to upload the document:
Step / Action
1 / Login to Editorial Manager as a Reviewer.
2 / From the Reviewer Main Menu select Pending Assignments.
3 / Select Submit Recommendation.

Uploading the Document (continued)

4 / You will be directed to the following screen as shown below:
5 / Click on the Recommendation drop-down menu to change "No Recommendation" to either:
  • No revisions recommended
  • Minor revisions recommended
  • Major revisions recommended
Note: This step is mandatory. ("No Recommendation" will not be accepted as a selection.)
6 / If you wish to make any additional comments regarding the document, you may type them into one or both of the comment boxes below:


Uploading the Document (continued)

7 / Now select Upload Reviewer Attachments.

8 / Enter a description of what you are uploading into the Description box. The title of the document that you have reviewed is an acceptable description.
9 / Click the Browse button to locate the file.

10 / Once you find the file, highlight it and select OPEN.

Uploading the Document (continued)

11 / Next clickAttach This File.
12 / You will see that the file has been successfully attached as in the example below.

Note: You can attach another document by repeating step 11.
13 / Now, click the Proceed with Recommendation button.
14 / The screen below will appear. Click the Proceed button.

Uploading the Document (continued)

15 / A final summary screen will now appear. You can edit the text in the comment boxes or remove attachments if necessary. When you are ready to complete the upload, click the Submit Review to Journal Office button.
16 / Confirm your submission by selecting OK in the box below.

Method 2

Introduction

/ Another option for providing your edits and comments is to review the document in PDF format. You can submit your review by typing your edits and comments directly into the "Comments to Editor" boxes within Editorial Manager. This option is frequently used for the following types of review:
  • Comments on pictures or drawings
  • Minor edits to a document
  • General comments about a document
  • Addition of a case scenario
  • Addition of short supplemental material

Downloading the Document as a PDF (Method 2)
After accepting the invitation to review a document, follow the steps below to download the document as a PDF:
Step / Action
1 / Login to Editorial Manager as a Reviewer.
2 / From the Reviewer Main Menu select Pending Assignments.
3 / Select View Submission to access the document you wish to download.

Downloading the Document as a PDF (continued)

4 / A box will pop-up asking whether you want to open or to save the file. Select SAVE this file.
5 / SAVE the file to your desktop or to another temporary location on your computer. (Be sure to remember where you saved the file.)
Reviewing the Document (Method 2)

Summary

/ The document is now downloaded and saved on your computer. You can review it electronically or print it out.
Make notes of your comments or edits. The manuscript lines are numbered for your convenience in referring to changes. ECC recommends typing your notes into a word processing document so that you can cut and paste them into the "Comments to Editor" boxes in Editorial Manager.

Submitting your Review (Method 2)

Introduction

/ After you have finished reviewing the document and noting your comments and edits, you are now ready to submit your review.
Follow the steps below to submit your review:
Step / Action
1 / Login to Editorial Manager as a Reviewer.
2 / From the Reviewer Main Menu select Pending Assignments.


Submitting your Review (continued)

3 / Select Submit Recommendation.
4 / You will be directed to the following screen as shown below:
5 / Click on the Recommendation drop-down menu to change "No Recommendation" to either:
  • No revisions recommended
  • Minor revisions recommended
  • Major revisions recommended
Note: This step is mandatory. ("No Recommendation" will not be accepted as a selection.)

Submitting your Review (continued)

6 / Enter your comments into one or both boxes shown below:


Shortcut: An easy way to enter text in these boxes (and to take advantage of word processing features such as bullets and spell-check) is to use MS Word to type your review.
Then Copy (Ctrl+ C) and Paste (Ctrl+V) your comments from your MS Word document into the boxes. If you wish to select all of the text in your MS Word document, press Ctrl+A, then copy and paste it as above.
Option / You can enter part of your comments into the boxes and then click the Save & Submit Later button. This saves your work in EM so that you can return to it later.
7 / When all of your comments have been entered and your review is complete, click the Proceed with Recommendation button.

Submitting your Review (continued)

8 / The screen below will appear. Click the Proceed button.

9 / A final summary screen will appear. At this point you can edit any of your input if necessary. When you are ready, click the Submit Review to Journal Office button.
10 / Confirm your submission by selecting OK as shown in the box below:

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