Editorial Workflow Tool Manual

Transcription

1 Editorial Workflow Tool Manual EditFLOW is a dynamic editorial workflow tool, designed by Editors to follow how Editors really work, with minimal and providing full tracking and metadata creation to complement the production of manuscripts. This manual was developed by the American Mathematical Society for use by the editorial boards of its journals. Edit FLOW developed by mathematical sciences publishers

2 2 2 1 How to log in Support The listing of articles Grouping articles in the listing Sorting articles in the listing Go to menu Viewing other groups of papers Search feature Recent or scheduled events The individual article window: Overview View/Add to History View Mail Log Reach Out Send Internal Request advice Requesting a referee The referee request letter Recording a request made outside of EditFLOW Self-referee action Add a note Transfer Out Referring to the Managing Editor or to another editor Request revision Before acceptance: Making sure you have everything Acceptance and Rejection Flavors of Rejection (backlog, too specialized, etc) Withdrawing a paper Transfer to Another Journal Versions and Referees Attaching your own report Sending a revision to referees Sending a reminder to a referee Taking action about a referee Uploading report for a referee Customizations Changing your password Browser preferences Signature Individual letters Languages For Managing Editors Steal and reassign FAQ

3 3 1 How to log in To log in, start at the webpage and enter your username and password, which have been provided to you. You should bookmark this initial page for reference. You will probably want to change your password from the default password which was given to you. You can do this by clicking the Settings link near the upper right, and then clicking the Change password link at the top of the next page. We strongly recommend that you not use the same password as the one that you use for your , since your EditFLOW account is associated with your address. Figure 1: The login screen 3 The EditFLOW tool is available anywhere you have access to a browser and a network connection. Make sure to log off and close all EditFLOW windows when you leave your browser or anyone else using the same browser will have access without authentication. 1.1 Support The AMS has a dedicated support staff for you to contact if you have comments, questions, problems, or suggestions. The address for the support team is: editflow-support@ams.org

4 4 2 The listing of articles The initial screen after login (or after selecting a journal if you are an editor of more than one AMS journal) contains a list of all the articles that have been submitted to you. (See Figure 2.) Information for each article in this list includes: article identifier submission date number of revisions ( v followed by numeral only if more than one revision exists; blank otherwise) status of article article title author name(s) number of manuscript pages (of original submission) referee assignment Full data for an individual article can be accessed by clicking on that article s title. New Feature: Number of revisions indicated on listing page Figure 2: The list-of-articles screen 4 The status of each article is displayed just below the submission date, and shows the current action queue of that article; the indication of how many days it has had that status is indicated just after the number of pages. The action queues include: Submitted, Advice Requested, Referee Requested, Referee Declined, Refereeing, Revision Requested, Revision Uploaded, Report Uploaded, Recommend Acceptance, and Conditional Acceptance. When an action is taken on an article, the status will change to reflect the action. Referee information is listed on the right side of the listing. For each referee listed, REQ means that the referee request has not yet been answered, ACC means that the referee has accepted the referee request, and DEC means that the referee declined the request. More detailed information about referees is available on the article detail screen (Section 3). Feature change: Status is now on left

5 5 2.1 Grouping articles in the listing In the lower right corner of the window, you will see abbreviations for grouping and sorting the articles. Under Grouping, you will see editor, state, and none. If you select editor, then articles will be grouped by editor, and each editor s articles will be sorted according to the current sort selection. This is most useful for Managing Editors and Coordinating Editors, whose view includes articles from many editors. If you select state, then the articles will be grouped according to the current state ( Referee reqeusted, Report uploaded, etc); in this case, if you have privileges to see the queues of various editors, then the handling editor s name will appear below the submission date. If you select none, then there will be no grouping and articles will simply be displayed in the selected sort order as a single group. 2.2 Sorting articles in the listing Whatever you choose as the grouping, you can also choose a sort order within each grouping. The options are title, author, number of days idle ( idle ), or date of submission ( sub ). These options are also located in the lower right corner of the window. The currently active sort category will have an arrow next to it, indicating whether the sort is an ascending sort or a descending sort. These labels are toggles: If you click on the currently active sort category, the arrow (and the sort) will reverse direction. 2.3 Go to menu Along the right side of the screen, depending on what grouping you have selected, you may see a GO TO list of links to the various choices within that grouping. For example, if you are grouping by state, then you may see a list of abbreviations for the various states which a paper may currently have. These are live links which will take you to that section of the page. New Feature: Versatile sorting and grouping 2.4 Viewing other groups of papers 5 Near the upper left, you will see Mine, Accepted and Rejected, as well as Submitted (which is the default view). If you select Accepted or Rejected, you will see a listing of accepted or rejcted papers. You have the same grouping and sorting options available for the Submitted queue. The Mine listing can be a bit overwhelming if you have handled a lot of papers, but you may find it useful for looking only at papers that you have handled, if you are a Managing Editor or a Coordinating Editor for Proceedings of the AMS.

6 6 2.5 Search feature There is a Search feature on this article listing page. This is a way to locate a paper about which you know some piece of information. If you click Search, you will get an input form where you may enter a choice of criteria. The various criteria are joined with a boolean AND, so results should match all criteria. When you see the results, once you either click on the article you want, or decide that it is not there, you may make the search results disappear by clicking on Search again. Note that once you do this, the criteria which you entered will not be remembered, and you will need to re-enter them if you wish to see the same search results. The results will be from all papers which you have a right to view. If you are a Managing Editor or Coordinating Editor, this will include papers which are being handled by other editors. Also, it may include papers from multiple journals if you are in EditFLOW as an editor for more than one journal. 2.6 Recent or scheduled events The links recent events and scheduled, which appear on the same line as Search, allow you to view events which either have happened or are expected within EditFLOW. Initially after the migration, recent events will be empty. The scheduled section will mostly consist of referee reports which are expected, and their due dates, in chronological order, including past-due reports whose dates will show up in red at the top of the list. 3 The individual article window: Overview New Feature: Search for papers 6 When you click on an article title in the articles listing, a new window or tab (depending on your browser settings) will open containing more extensive information about that article. (See Figure 3 on the next page.) This page is divided into several sections. Most of those sections are described in Sections 4, 5, and 6 of this manual, but there are few links at the top of the page, just below the general article information. One is an link for the corresponding author, highlighted in blue to indicate corresponding author (this is not available to editors of some journals). There are two additional useful links near the top of the page, which we will describe here. 3.1 View/Add to History The View/Add to History link shows you the list of database entries representing the history of this article. Most of these entries are created automatically when some action is taken in EditFLOW, but you also have the option of typing some text into the box at the top and pressing the Submit button to manually add a note which might be helpful to yourself or others when looking through the history of the paper in the future. Feature change: Add to history feature is built into the View History page

7 7 7 Figure 3: The individual article window

8 8 3.2 View Mail Log EditFLOW keeps a record of all mail which it sends out. When you click View Mail Log, these messages are displayed in chronological order. For articles which were first submitted prior to the migration from the older version of EditFLOW to the newer version in mid 2015, the old mail log file from prior to the migration has been imported as a single chronological list of outgoing messages. Any mail which was sent by EditFLOW after the migration will appear at the top, in chronological order, followed by all of the messages which were sent prior to the migration. For articles which have no mail messages since the migration, you will see Mail log is empty at the top, even though the entire logfile from before the migration will be displayed below. What is empty in this case is, of course, the listing of mail messages since the migration You may toggle the order of the messages sent since the migration by clicking the Toggle order link at the lower right. You may jump to the old mail log file (for mail messages sent prior to the migration) by clicking the Log file link also at the lower right. 4 Reach Out With the exception of Self-Referee, the links in this section provide opportunities to send messages. Any letter that pops up after choosing an action can be modified to fit the situation at hand. Do not change all-uppercase <PLACEHOLDERS> in the text, which will be replaced by the relevant links. Some actions may not be available on all journals. New Feature: Newer mail log entries can be sorted ascending or descending 4.1 Send Internal 8 This provides a way to send to another editor or an AMS staff person, while keeping a record of that in EditFLOW. It provides a template which includes the suggestion that the recipient likewise use this tool if they reply to the message. It is recommended that you use this tool, or some other action within EditFLOW, to communicate with other editors about a specific paper, so that your communication will be recorded along with other information relevant to the ultimate decision about a paper. 4.2 Request advice New Feature: an editor within Edit FLOW The Request Advice function is very similar to the Request Referee function, (see Figure 4), except that it does not create a referee request in the EditFLOW database. It is a way to ask for a less formal assessment of the paper from within EditFLOW. The article will be attached to the mail message in PDF form, and the default letter includes a link where the recipient of the request will be able to upload a response. It is recommended that you use this tool rather than sending outside of EditFLOW, so that your request and the Feature change: address for Request Advice must be in Edit FLOW database

9 9 9 Figure 4: Request advice sample letter

10 10 response will be recorded within EditFLOW. (In an older version of EditFLOW, it was possible to use any arbitrary address in the Request Advice function. Now, the recipient must be in the EditFLOW database; if they are not, you may add them to the database as you would for a referee.) 4.3 Requesting a referee To request a referee, while in an individual article window, click on Request Referee to access your list of referees. On the Find a Referee page, you can click the My Referess button to see the list of referees that you have used previously. Other buttons provide lists of referees who have been used in this journal, or referees who have been used by this journal for articles whose MSC matches the current article, or all referees who have been used for articles with a matching MSC. You may also search for a referee by last name, , etc. The search results will look something like Figure 5. Please note the instructions on the screen about helping to keep addresses up-to-date. Figure 5: Example of referee search results 10 Your list will be empty when you first begin using EditFLOW. To add referees to your list, it is recommended that you use one of the methods for locating existing people from the EditFLOW database to use as referees. These include the tabs indicating the journal s referees, the journal s by MSC, or the search input in the second row, which was described above. If you cannot find the person anywhere in the database using the available methods, you may add a new person. To add a new person to the EditFLOW database to use as a referee, use the or add a new one button on the Find a Referee screen. Take great care with spelling when adding a new person.

11 11 On the screen for adding a new person, you must enter at least the first name, last name, and address, as all of these fields are needed to add a new person to the database. Please carefully check the spelling of the name and address before you add a new person to the database. After the new person has been is added to the database, the screen confirming this action will provide a link to use this person as a referee The referee request letter 11 Whether you select an existing person or enter a new person into the database, your next screen will be a draft letter addressed to the new referee candidate. (See Figure 6.) Note that there is a pulldown menu labeled Available letters, from which you may be able to choose from a few different languages for the draft letter. There is a default time frame for the return of the referee report, but you may choose an alternate time period if needed. You may have a more up-to-date address for this referee than the one in the EditFLOW New Feature: database. If you do, click on the indicated checkbox and supply the updated address. Inform AMS of updated The EditFLOW database will not be automatically updated, but this will provide AMS address from staff with updated information which they will be able to compare with the contents of the within Edit FLOW database. In the same way as with all other letters and messages that accompany each EditFLOW action, you may change the wording in the letter to the referee to accommodate a more personal message or more specific communication. There are two placeholders for links provided in the referee letter. The first link will give the referee access to the article and a dialog box to confirm whether or not they will be able to referee the article; the second link is for the referee to upload his/her report when finished. (Referees are asked to send their reports as PDF files, but TEX, Word, and plain text can also be uploaded.) Please do not alter the <ALL UPPERCASE> placeholders inside of angle-brackets, which will be replaced by the relevant links. Referees are able to upload multiple reports at once, designating each report as authorviewable or not. Once the referee has completed his/her report and uploaded it, you will receive an notification, and the status of the article will change from Refereeing to Report Uploaded. You will be able to see the report by clicking on it on the article page, and from there continue along with the editorial process.

12 12 12 Figure 6: Example of a referee request letter

13 Recording a request made outside of EditFLOW First, bear in mind that you are encouraged whenever possible to use the regular referee request mechanism within EditFLOW. However, occasionally you may find yourself in a situation where you had no choice but to make a request outside of EditFLOW. In this case, you will want to use the same initial steps described in 4.3, to arrive at the draft letter to the referee, but take a different action rather than sending the letter. At this point, you will want to use the link near the top of the window which says, Click here if you re just recording a request made outside of EditFlow. You will then be presented with a screen where you can enter information about the referee request, and even be able to upload a report, but no will be sent to the referee, because it is assumed that you have already handled that communication. 4.4 Self-referee action Self-Referee allows an editor to take an article for self-refereeing, and then upload or type a report, while still keeping the identity of the referee invisible to the authors. After you indicate the refereeing period, you will be presented with the page for uploading a report. You may choose to upload the report now, or you may close this window and upload your report at a future date (see section 6.5). Before you use self-referee : See the new option Attach a Report of Your Own in section 6.1, which may be preferable to the old method of self-refereeing in many cases. 4.5 Add a note New Feature: Record referee action outside of Edit FLOW New Feature: Attach a report without being a referee A small note, such as a brief recap of a phone conversation, can be added to the history log file using Add to History as described in section 3.1. (This is not ideal for referee reports, which should be uploaded by the referee using the supplied link, or by the editor using the Upload link described in section 6.5.) 13

14 14 5 Transfer Out Most of the links in this section of the single-article page provide ways to move the article out of your queue, either by reaching a decision or by reassigning the article to another editor or another journal. This section is also where you may manage revisions of the article. 5.1 Referring to the Managing Editor or to another editor You may reassign the article by using (depending on your journal) either the Assign to Different Editor or Refer to Chief Editor function. These functions should be used when you feel that you are not the appropriate editor for a submitted article. If your journal requires that all reassignments go through the Managing Editor, or in the case of JAMS which includes both of the links described here, you may use Refer to Chief Editor. This will provide you with a draft letter to the Managing Editor, and once the letter has been sent, the article will be moved to the Managing Editor s list. If you have a recommendation for another editor to handle the article, please edit the letter to include your recommendation. If your journal allows lateral moves to another editor, you will be able to make a direct assignment to a more appropriate editor using Assign to Different Editor. 5.2 Request revision Request Revision creates a letter to the author asking for a revision and for a separate statement with a summary of the changes made. The revised article and the statement will be examined by the handling editor to decide whether the revised article should be forwarded to the referee(s) again. Revisions typically occur in response to referee suggestions, but author-initiated revisions also occur, and referees need not be bothered with trivial changes. Also, when an article has two referees, one may have been satisfied with the original version, while a second requested revisions. (For information on releasing a new revision to the referees, see section 6.2.) 5.3 Before acceptance: Making sure you have everything 14 It is very important that, before accepting a paper, you ensure that the final revision has been uploaded to EditFLOW. This is especially important now that the final version uploaded to EditFLOW prior to acceptance will be posted in the EarlyView area on the AMS website. If you accept the paper prior to receiving the final revision, then the wrong revision will be posted for viewing by AMS members, and this action cannot be overridden. So, please do not ignore the warning which appears when you click Accept (or Recommend Acceptance for JAMS), reminding you to ensure that you have the most recent version. Failing to heed this warning could cause embarrassment to the author, to the AMS, and to you.

15 Acceptance and Rejection To accept or reject an article, click on the Accept or Reject button to see the text of a default letter, change it as you wish, and then send it out by clicking on Submit. When you Accept or Reject an article, the article moves to the Accepted or Rejected queue. (See below for information about different flavors of rejection.) For journals with final decisions made by the Managing Editor or by a panel of editors, the buttons Recommend Acceptance (or in some cases Recommend Proceed ) and Recommend Rejection may be available. When one of these buttons is used, the article will move to the Managing Editor s list or the editorial panel s list of articles recommended for decision. The article also stays on your list until a final decision is made Flavors of Rejection (backlog, too specialized, etc) When rejecting an article, you can choose from a pulldown menu labeled Available letters. The default letter is selected and displayed in the text area for editing. If you wish to choose a different letter, you may select from the pulldown menu. The most common choices are Backlog and Too Specialized. The option Quick may also be available. If you choose one of these alternate letters, then the text in the text editing area will be refreshed to reflect the default text for that type of rejection. You may then edit the letter if you wish. Note that if you make any changes to the text of the letter and then select a different letter from the pulldown menu, all changes which you made to the previous letter will be lost Withdrawing a paper Feature change: Choice of rejection letter now comes on the Rejection screen, not as a separate button on the article screen Occasionally, the author will choose to withdraw a paper from publication. When this happens, you should use the Withdraw link, which will provide a draft of a letter acknowledging the author s decision to withdraw the paper, and which will change the paper s status to Withdrawn, which is significant as it is different from Rejected or Accepted. 5.5 Transfer to Another Journal 15 Papers are often transferred between Proceedings, Transactions, and Memoirs due to their article length requirements. The article page for these journals will include a Transfer to Another Journal link. This will bring up a screen with a pulldown menu from which you will choose the journal to which to transfer the paper. Once you have chosen a journal, you will need to choose an editor from another pulldown menu. There will also be a draft letter to both the author and the new editor acknowledging that the author has agreed to this transfer.

16 16 6 Versions and Referees The original PDF file of the submission, as well as all revisions and reports that have been uploaded for the article, are located below all of the actions and options just described. The versions are listed in reverse chronological order, with newest first and oldest at the bottom. This section is where you may send reminders to the referees, as well as upload a report that has been sent to you outside of the EditFLOW structure (see Section 6.5). 6.1 Attaching your own report Feature change: Versions are listed from newest to oldest, the reverse of the previous design Note that this is different from uploading a report for a referee (see section 6.5). New Feature: If you wish to attach your own report to a revision of an article, you may use the Versatile uploading of Attach a report of your own button. You will be presented with the screen in Figure 7. your own You have the option of uploading files or, if you have only a brief comment, entering that reports without comment in one of the text input fields. If you choose the latter, your input will be converted self-refereeing into a text file. This option is available to you only if you are not self-refereeing the article and if you have not already used this option on the Version in question. You may not use this option twice on the same revision, so be sure to upload every relevant item when you use it. 16 Figure 7: Uploading a report

17 17 Please take note of the warning at the bottom of this screen: While PDF files are anonymized when they are uploaded, identifying information embedded in files in Microsoft Word format cannot be removed by EditFLOW. You choose whether or not the author will be able to see each report. You also may optionally choose to have EditFLOW keep the original filename. By default, uploaded files are given filenames based on database fields. You may override this with the Remember Filename checkbox. 6.2 Sending a revision to referees This was called Release Revision in the older version of EditFLOW. It is now a button labeled Send Version to Current Referees. It will appear when there is a new version which the referees have not seen, and when there were referees from the previous version who had indicated that they were interested in seeing the next revision. When you click here, you will be given checkboxes to select which referees you wish to notify, a set of radio buttons with choices for how long to give the referees to report on the revision, and a draft letter to the referees. As with many other letters, there is a section in the middle indicating where you may enter your own text to the referees. As always, please do not change any of the placeholders in angle brackets, or any of the HTTP links. 6.3 Sending a reminder to a referee If you need to send a reminder to a referee who is late with a report, you may click on the referee s name to be presented with a draft Taking action about a referee The Decline, Excuse, Give up, and Extend links are all actions that you can take in reference to a referee. 17 If the referee notifies you outside of EditFLOW that they are declining the request, you may use Decline to record this. If you wish to notify a referee that their report is no longer needed, you may use either Excuse or the Give up to obtain a draft . These two drafts differ slightly from each other. If you wish to allow the referee more time, you may use Extend to do so, and you will be given the option of sending an to the referee in this case.

18 Uploading report for a referee Sometimes a referee will you a report directly, or otherwise provide it outside of the EditFLOW system. In this case, you will want to upload the report yourself. You can do this using the Upload link under the Updates heading for that referee. 7 Customizations A number of customizations are available by following the Settings link which generally appears near the upper right of the screen. 7.1 Changing your password At the very top of the screen which appears when you click Settings will be a Change password link. This will provide you with a means for resetting your password. We strongly recommend that you not use the same password as the one that you use for your , since your EditFLOW account is associated with your address. 7.2 Browser preferences There are a few choices that you can make here. By default, EditFLOW opens links in a new window or tab. You can have it follow links in the same window by checking the box labeled Open (most) links in the same window. There is a Widescreen mode for the editorial queue, which allows for easier viewing of a wider range of data than the default viewing mode. If you generally view your queue on a screen which can comfortably display the widescreen mode, then you may wish to check this box. 7.3 Signature 18 The letters of acceptance, rejection, request for referee, and correspondence with the managing or other editor are all signed with your individual signature. You can customize your signature by clicking on the Settings link and editing text under the Signatures tab. You can include anything you want in your signature, but we ask that you use some wording that identifies you as an editor for the journal since that makes it easy for authors and referees to identify your s.

19 Individual letters You can provide your own customized letters to replace any of the journal s default letters. Do not change any of the links that are given in the letters since they are essential for the tool to function. If you find yourself changing the text of the default letters all the time, you can use the Personalize this letter link at the upper right to edit a letter and save your own default text. 7.5 Languages The default language for all letters is English. However, we understand that communicating with someone you know may involve a specific language. Some of the letters are available in other languages. If a letter is available in other languages, then there will be a pulldown menu labeled Available letters, where you will be able to choose from a selection of other languages. If you are interested in a language which is not available, and can provide the translation, please let us know. 8 For Managing Editors The tool has a few more features for Managing Editors. The list-of-articles window is divided into three main areas: the articles that have recently been submitted and are waiting to be assigned, the articles that are being handled by the Managing Editor, and the articles being handled by all other editors. For journals that use Recommend Acceptance and Recommend Rejection, an additional list is included: the articles recommended for decision. 8.1 Steal and reassign Steal It is an action that is available to the Managing Editors only. It allows them to take control of any article and reassign it to any other editor. s are sent to all editors involved, but not to the author. 19

20 20 9 FAQ I can t login, what do I do? Please check to see whether you are using the following correctly: The link to the login screen, your username, and the password. Your username is usually the first token of your address the part before Your password is case sensitive. I checked the URL, my username, and my password and I still can t login, what do I do? There are a few other things that you can check: If you use a password manager, it may have been inputting the wrong password. In that case just try to re-enter the password by hand at the login page. Most password managers should see the change and cache the new one. You may have additional pages cached in your browser and that may be interfering with the loading of the new page. In this case clear the cache of your browser and try again. Your security settings in the browser may be set too high, such as refusing cookies, etc.; in that case lower it a bit to see what it takes to log in EditFLOW does require cookies to be allowed. They are only valid for the session and nothing is kept from one session to another. Since most of the problems above are browser specific, you can try to log on with another browser and see if it works. EditFLOW works fine with most browsers and was intensively tested in Internet Explorer, Firefox, Safari, and Chrome. I can login, but the choices are not what I expect, who should I direct the problem to? Write to editflow-support@ams.org describing in as much detail as you can the choices that you believe are incorrect. How can I change my password? Click on the link Change password and follow the intructions there. How can I a corresponding author or a referee? 20 Just click on their names, in any window, and the tool will open. (For Mathematics of Computation, editors other than the Managing Editor are discouraged from contacting the author directly.) How can I directly input that someone has turned down the refereeing job? It is quite inconvenient to them back and ask them to turn it down themselves. Go to the referee line and click on Accept or Decline, and proceed from the next screen. (Note that Decline is available to you also for referees who have previously accepted, in case they later inform you that they are unable to referee.)

21 21 A referee has just sent me a report by , instead of uploading it to the tool. What can be done? The report should be uploaded to EditFLOW, to keep files complete and to be available to the Managing Editor in case a discussion is needed. You can upload it in one of two ways: Ask the referee to go back and make the upload himself. Go to the individual article and upload the report yourself using the Upload link located with the Referee information. The first method is preferred because there are some questions that are asked of the referee at the time of the upload a very important one is Can the report be shared with the author? and if you make the upload yourself, you will be answering that for the referee. We do understand that in some cases asking the referee (who has just made a huge effort to referee for free) to go back and make an upload may be inferred as rudeness... so in this case you may wish to upload the report for them and make your best guess about whether to share it with the author. Do I need to send a confirmation to the author that his article has been received? No, there is no need to acknowledge receipt of an article; that is one of the many steps that is done automatically at the time of submission. I have a bunch of names/ s of people I use for referees. Can I send them to you by so you can insert them and have them available in the tool the next time I login? It is preferable that you build your list of referees slowly and one by one, because in this way you get to check if their s are current or not and they all get classified by the MSC numbers that they have refereed for, making it easier to choose them again in the future. What does Send Version to Current Refereed do? Why is it needed? 21 When an article is revised, whether in response to referee comments or for some other reason (to reflect a new affiliation, for instance), it is desirable for the editor to screen the revision before releasing it to the referee(s). What if I don t have time to view the revision? When submitting a revision, authors must supply a statement indicating compliance with (or rebutting) referee comments, or otherwise describe the changes made. So you don t have to compare the new version with the old to find out what was done, and it should not be hard to decide which referees, if any, need to see the revision. However, if necessary, you can release revisions without reviewing the changes.

22 22 What if a referee has already said s/he doesn t need to see the revision? If your journal allows this choice, referees will specify (at the time they upload a report) whether or not they want to see a revision. Their choice will be indicated on the Release Revision page: a box will come up next to each referee s name, and it will be checked unless the referee stated a desire not to see the revision. You are able to check or uncheck boxes at will, but the initial state will reflect the referee s declared choice. The system won t let me attach a referee report in my to the author, even though the report is anonymous. The referees have the option to mark their reports as DNSA (Do Not Show/Share with Author). A report in Word or a PDF often has identifying information in the properties field, and we have taken a cautious approach to avoid problems. If you are sure that a report is OK to show the author, but it s currently being treated as DNSA, you have several options: Cut-and-paste from the report onto the letter you re writing to the author. If this won t work say, if the report includes math you can become a referee (Self-Referee button), make a copy of the DNSA report, deleting any identifying information, and submit it to the system. Now attach the new report to your , instead of the old report. Why are there duplicate lines for the same referee? When you release a revision to a referee, this counts as a new referee request, even though the referee may be implicitly committed to looking at all versions of an article. Multiple lines for the same referee, then, just reflect the fact that the referee was contacted about each successive revision. However, when a referee report comes in, that fulfils the referee s obligation concerning all the requests so far. If you see a multiple listing of the same referee for the same version of the article, let us know, we may have to fix the database records. How can I change a referee s name or address? 22 On the Request Referee screen, use the box labeled Click here to supply an updated address for this referee, and enter the corrected address. This will notify AMS staff that the address needs to be updated. Also, you can just send mail to editflow-support@ams.org. How can I correct a referee request that has been sent to the wrong address? Pick ONE of the two methods below (depending on how much of a hurry you are in to send it to the right address) but NOT a mix of them. In either case, please do NOT decline for a referee that has not received the request. 1) Correct and resend:

23 23 or Do not decline for a referee because the went to the wrong address. Send us a request to fix the . Upon fixing the , send a reminder with possibly some words changed at the top. 2) Resend and correct: Ignore the old request and send a new one to the correct address. Send us a request to delete the incorrect entry. How can I upload a revised PDF that an author sent me in ? OR How do I upload the final reference copy into EditFLOW? You can upload a revision yourself if you haven t accepted a paper yet by using the Upload Revision link on the individual article page. If you have already accepted a paper and it s out of your queue, send the PDF to us (editflow-support@ams.org) and we will make our best effort to work it into our production system, but it will not replace the version which is available via AMS Early View. (Please note that this is strongly discouraged, as noted in Section 5.3.) 23 06/2015