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Reviews

This section provides a quick description of the review process. Implementation details can be found in the sections that follow.

Create accounts for the reviewers and give them the reviewer function

Three options:
  • Create an Excel spreadsheet with the reviewers' profiles, which can be done on the Participants page, and upload it to the site.
  • Create individual accounts on behalf of the reviewers, on the Participants page.
  • Let reviewers create their own accounts.

Configure the review form

  • This can be done at Configuration / Reviews / Review form.
  • Starting from a preconfigured form, you can adapt it and extended it, to fit your workflow.

Choose a way of distributing the reviews

     
  • Option 1: start assigning reviews once the submission process is over    
           
    • Manually, or
    •      
    • Automatically
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    Once all reviews have been allocated, you can send an email to the reviewers, to invite them to start their reviews.    
     
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  • Option 2: start assigning reviews as soon as the submission process starts    
           
    • Manually, or
    •      
    • Automatically
    •    
       
    If you choose this option, you can allocate submissions as soon as they are created. An automatic email is sent out to the reviewers, as soon as you allocate them a review. If you remove an assignment, an automatic email is also sent out.
     
Both options can be combined with constraints that are put on the review assignment procedure, for instance:  
   
         
  • bidding by the reviewers,
  •      
  • the allocation of speciality topics to the reviewers,
  •      
  • a set number of reviewers per submission.
  •    
 

Set options for the review process

  • Options can be set at Configuration / Reviews / Options for the review process.
  • Available options include: decide whether to use blind reviews; allow file downloads and uploads by the reviewers; activate bidding; detect conflicts, and more.

Control reviewers' access to their tasks

  • You can set reviewers' permission to access their assigned reviews at Configuration / Access rights / Set user access permissions / Reviews.
  • If the reviews are preformed after all submissions have been collected, you might want to ensure that the reviews are not accessible before the review assignment process has been finalised.
  • If the reviews can be performed during the submission period, you will need to ensure that the reviews are accessible during this period.

Invite reviewers to perform their reviews

  • The configuration and sending of emails can be done on the Emails page.
  • If the reviews start after the abstract submission period, you can send a targeted email to all reviewers, to invite them to start the review process, at Emails / Targeted emails / Reviewers / 2. Inform all reviewers about their task assignments.
  • If reviews are already assigned during the abstract submission period, you can set up automatic emails to notify reviewers of their new assignments at Emails / Automatic emails / Send an automatic email to a reviewer as soon as a review is assigned to that reviewer .

Track progress and send reminders

  • Once the reviews are started, you can follow their progress at Submissions & reviews / Progress Tracking.
  • You can send reminders about the approaching deadline for the completion of reviews at Emails / Targeted emails / Reviewers / 4. Reminder email to all reviewers: deadline is approaching.
Last updated: 30 March 2020