Sending your Accepted Papers to our Production Department: A Guide

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1 Sending your Accepted Papers to our Production Department: A Guide Once you accept a paper on your site, it moves into the Pre-Production Centre. It will be held here until you complete the necessary steps to send the files and associated information to our Production Department s Central Article Tracking System (CATS), where accepted manuscripts are prepared for publication. This guide will show you all you need to know to successfully complete the Pre-Production Checklist, and export the files our Production Department need so that they can begin the production process. The benefits: Seamless transition of accepted papers to production Accepted papers are transferred faster to our Production System from ScholarOne Manuscripts Direct transfer of files to CATS Files and associated information go straight into our Central Article Tracking System (CATS) Improved copy flow By sending manuscripts to CATS as they are accepted, our Production team can begin preparing accepted manuscripts for publication sooner. Once the paper has been prepared, our Production Department will hold it until you are ready to assign it to an issue. * please note that if your journal is on ifirst, the paper will be published online as soon as it is finalised, however, you will still be able to determine which print issue it will be assigned to. CATS accounts for authors Authors are automatically assigned a CATS account, which stores their address and affiliation information securely Sending your Accepted Papers to our Production Department Finalising the files for Production If you have all the files our Production Department require, you can export a paper to CATS as soon as you have accepted it. Our typesetters require an editable Word or LaTeX file to begin the production process. For PDFs they therefore require the original source file for comparison: Source file - Word document,.doc or.docx, LaTeX (as supplemental file),.ps Image files -.jpeg,.tiff,.eps,.doc,.tex If these file are not present, we recommend asking authors to you the final file for the accepted paper. You can then upload the file to the system. This will ensure that these source file are included in the export to CATS.

2 Please note that authors will not be able to upload a file on the system itself once a paper has been accepted. If you would like them to be able to upload the final file themselves, please speak to your ScholarOne contact about the Conditional Acceptance decision type. Please click below for instructions on how to: your authors to request the final files Flag manuscripts that are awaiting final files Uploading the author s final file versions in the Manuscript Files tab If you have all the files you need, and the paper is ready to be sent to Production, click on the link to access the instructions on sending it to our Production Department: Complete the Pre-Production Checklist your authors to request the final files using the hyperlink s You can the author directly from your ScholarOne site. Click on the author s underlined name, to generate an editable with information about the paper: You can edit the before sending. Once sent, it will be stored in the Audit Trail.

3 Flag manuscripts that are awaiting final files Once you have contacted the author, you can assign a colour flag to quickly identify the manuscript when the author s the files: You can assign one of four colour flags to a manuscript. These are located on the Manuscript Information tab. Uploading the author s final file versions in the Manuscript Files tab: Save the author s source file to your computer. In the Manuscript Files tab, click on the Edit details button to replace it:

4 Browse and locate the file on your computer, and click upload. The new file will appear in the version history. Click save and close the box. Completing the Pre-Production Checklist Accepted papers are held in the Pre-production centre on your site, until you complete the following steps to export them. Accepted papers can be seen in the pre-production checklist from your Editorial Office Centre. When you are ready to send them to our Production Department, you can access them in the Pre-Production Centre. This is a separate Centre on the Main Menu: Once in the Pre-Production Centre, click on the Complete Production Checklist queue on the dashboard:

5 Select Complete Production Checklist from the dropdown list in the Take Action column: In order to export a paper you need to be able to answer Yes to the important questions found on this page: Have you received the final version of the manuscript from the author? Are the image files of good quality? Author bio included (if applicable)? Are source files present? If the answer to any of these questions is no, click the link for instructions to amend this. Click on the Manuscript Files tab to locate the author s final files *If you feel that these questions would be useful to you when completing the Pre-Production Checklist, please speak to your ScholarOne contact, who can activate them on the site for you.

6 Selecting the files for export to CATS All of the individual files that make up the PDF proof are visible in the Manuscript Files tab: If your journal operates double-blind peer review, any files marked File Not for Review will not automatically be included when files are exported to Production. These would include the author s title page, with the names of any co-authors, and their affiliations. Our typesetters require these files for publication. This file is not appropriate for the peer review process, but is required by our Production Department at this stage. Ensure all files intended for publication are included in the export package before you complete the Checklist. Tick Ready for batch/page count next to each file that needs to be included in the export package. Click Save when done.

7 Only those files that are ticked as ready for batch/page count will be exported to CATS. These should include any files intended for publication, including: author s title page named version. *Please note once you have ticked the files for export, you will need to click the PDF icon to rebuild the PDF proof for the marked files to go through to production. If you do not rebuild the PDF proof, the export will fail. When you have done this, return to the Complete Production Checklist to complete the process.

8 Once you have ticked to confirm the final files have been received, you can enter any comments to the Production Editor, if required. These will feed through in the notification that is sent. When you have done this, click on the blue Checklist Complete button and you will move through to the next stage in the process: You will then find yourself on a new page called Assign to Batch : Select To Production from the dropdown list. Then click Assign The manuscript will be assigned to a batch to export at 12:00am midnight US East Coast time that night, and will show as pending export :

9 The manuscript is now in the right place. You do not need to take any further action on this manuscript at this point. At approximately 12:00am midnight US East Coast time, CATS will do a sweep of all the Taylor & Francis ScholarOne Manuscripts sites. CATS will pull all papers that have been assigned to a batch into CATS, along with all the information that the author submitted regarding page counts, word counts, numbers of figures etc. The Production Editor will get an from ScholarOne Manuscripts to tell them that the paper has exported, and then get another one from CATS to confirm receipt of the paper. If you would like to be copied in on this , please speak to your ScholarOne Manuscripts contact. If the paper does not export successfully, you will receive an to notify you, so that you can re-assign it to batch. You can also ask your ScholarOne Manuscripts contact to investigate why the paper did not export. Viewing Exported Papers You can view the details of any exported papers in your Export History Queue, or search for them by their manuscript ID on the Pre-Production dashboard. If you have any questions, please speak to your ScholarOne contact.

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