Editors with the appropriate permissions will see Search Submissions at the top of the Editor Main Menu.

1. Click 'Search submissions' on the Editor Main Menu and the 'Search submission selection criteria' screen will be displayed.

   • You may also use the 'Go To' option in the Top Navigation Bar to go directly to the Submission search from any page. Be sure that you have saved any recent changes before using this option.
2. Check the Advanced Criteria options, linked at top of the criteria table. These options are saved in your account, or in a saved search definition. You should especially check this if you are not getting as many results as expected.

   • The 'Save my Criterial Option' will save the changes to your account. If you do not tick this option, the changes you make here will affect the current searches, but the next time you enter the Search submission screen it will reset to your last saved settings.
   • The other options let you exclude specific sorts of submissions, such as new or revised submissions that are incomplete with author, submissions that have reached final disposition, etc.
   • Click 'Continue Building Search Criteria' to apply your changes.
3. Fill in the search options:

   • Select the Criteria first, as the Selector and Value list may change, depending on what Criterion the user selects.
   • The ‘Is/Is Not’ column is used to create negative statements. Selecting NOT will negate the search term. For example, to search for all Submissions that are NOT a Letter to the Editor Article Type, use the expression Criteria =Article Type ‘IS NOT’ Value = Letter to the Editor.
   • The Selector column controls how the Value will be applied; the options will depend on the Criterion chosen. For example, text fields offer different selectors than date fields.
   • The Value box will be either a box for entering specific text OR it will contain a drop-down of already defined values such as a list of all Article Types or Document Status Terms that have been created in the journal.
   • The required format for date entry is mm/dd/yyyy. If the date is not entered in this format, the Editor will be required to re-enter the date in the specified format.
   • To add a second set of criteria, click the ‘Add’ button and a new row is added to the search definition table. Use ‘OR’ and ‘AND’ allows to join multiple search statements.
   • Two columns accommodate parenthesis functionality. A user sets evaluation priorities by enclosing a set of search terms in parentheses. Criteria enclosed in parentheses are executed first.
   • To delete a row of criteria, click the ‘Remove’ button. Note that removing a search row does not attempt to re-balance parentheses within the query.
4. See this screenshot for an example of a search with multiple criteria. This search will find submissions with Article Type 'Review' that were submitted in the last 90 days and have not been rejected.
5. Click the 'Search' button to run the Search.

Other Options available on the 'Search Submissions' page are the ability to share, remove, edit, and run previously saved searches. See the links below for more details on saved and shared searches.

A series of controls appears at the top of the search results grid, as long as there is at least one submission found:

• Save the search: as described in the next section below.
• Download Search results: to download a Microsoft Excel file
• Search again: go back to the search screen where you can modify the criteria and options.
• Learn More: Watch a video about Submission search.

Depending on your Editor permissions, your results may include all matching submissions, or may be limited to only submissions you are assigned to as an Editor. Results will never include submissions where you have been blinded.

Search results are displayed with all of the Action links that you would normally have access to from folders in the ‘Editor’s To-Do’ list. This means that you can work interactively from the search results page.

If you do not see as many results as you expect, click the Advanced Criteria options, linked at top of the criteria table. These options are saved in your account, or in a saved search definition. See previous section for more details.

Results are displayed in PowerGrid, allowing you to change the sorting, column order, and more. Your choices will be remembered and applied to your next search:

• Search results can be sorted by toggling the up/down arrow on column headings. The current sort column has a highlighted arrow as shown in this screenshot.
• Up to 100 records can be displayed at once using the selector at top right. Setting a lower number allows the page to load more quickly.
• Click and drag column headings to rearrange or the dividing line between headingsto resize.
• To show or hide columns, click the gear icon at the top right of the grid. See this screenshot.

  • The 'Show' tickbox selects which columns are displayed,
  • The 'Fixed' tickbox locks that column at the left so it cannot be dragged or resized.

Any successful search can be saved from the Search results page; you will not be able to save a search that has no results.

• Click the 'Save' icon at top left.

  • Enter a name for the search.
  • Show this Search in Main Menus to make the search appear on the left of your Editor Menu.
  • Click 'Submit'' to save.
• To retrieve a saved search, go to the 'Search submission' page.

  • Go to the 'Search Definition' drop down at the top, and select a saved search. See this screenshot.
  • In Editorial Manager, searches you created are listed first. Searches someone else created and shared are listed after the -'Shared Searches'- indicator.
  • When you select a search, the saved criteria populate in the Advanced Criteria and in the main search form.
• To run the search as saved, click 'Run Selected Search Definition'.
• To make alterations to the criteria, change anything in the criteria area, or clicked Advanced Criteria to make changes there.

  • To run your edited version without saving changes to the original definition, click 'Search'.
  • To save the changes, click 'Edit Selected Search Definition'. This overwrites the saved search with the currently selected Criteria and Advanced Criteria.
  • You will not be able to save changes to a search created by someone else, but you could run the search and save it with a different name.
• You can share your search with others, or make changes to which roles can see your previously shared search.

  • Select a search from the search Definition Drop Down.
  • Click 'Share Selected Search Definition'.
  • Make any changes to the Editor Roles selected, and click submit.
  • Selecting no roles will unshare the search.
• To make changes to the search results display, you must first retrieve and run the saved search, with or without changes to the criteria.

  • From the search results, make any changes to the sorting and the number of results per page.
  • For Editorial Manager, you can make any changes to the columns on the search results before saving.
  • Save the search.
  • Do not change the name.
  • For Editorial Manager, you can change the 'Show this Search in Main Menu's' options while saving.

In Editorial Manager, any user with proper permissions may share any of their submission search definitions with selected Editor Roles. All Editors with those roles will see the shared search definition in their Search Submission page and can run that search.

Users granted this permission will see a ‘Share Selected Search Definition’ button on the ‘Search submissions selection criteria’ page.

1. Create and save a search definition as described above.

   • Be sure to save it with your preferred 'yes/no' option for 'Show this Search in Main Menus'.
   • When sharing searches that are configured with ‘Show this Search in Main Menus’, Editors should take extra care to avoid a name that might duplicate a user’s own saved search.
2. If you need to change the 'Show this Search in Main Menus' option before sharing:

   • Run the saved search.
   • Click the save button.
   • Change the 'Show this Search in Main Menus' option to the correct choice.
   • Tick Overwrite Existing Search.
   • Click Submit.
3. From the Search submission screen, choose the saved search from the drop down list

   • Note those listed above the dotted line are your own searches, and you may edit, delete, or share these.
   • Searches under the - - - -Shared Searches - - - - separator were created by someone else, and you may only Run those searches.
4. Click ‘Share Selected Search Definition’
5. Select which roles should have access to the Shared Search
6. Click Proceed.

Shared Search Tips:

• A Shared Search that is configured with ‘Show this Search in Main Menus’ will appear as a Quick Search link in the sidebar of each Editor’s main menu, but there is no special indicator to tell them that this is a link for a Shared Search.
• When a search that is defined to display on editor Main Menu is shared with an Editor Role, those editor can see and run the search even if their role does not have the general Search Submissions permission.
• Roles with permission for 'Search Submission' will see all those searches shared with their role within the 'Saved Searches' list.
• Editors with whom the Search definition has been shared can then edit the Shared Search definition and make their own copy of it – they cannot replace the original definition. The defined Shared Search will always belong to the user who originally created it, and that is the only person that can edit the original search configuration.
• If the Shared Search is configured to show on its creator's Main Menu, then it will also appear in the Quick Searches for all roles it has been shared with.

Changing roles on a shared search:

To change which roles, share a search, or to unshare it entirely:

1. Select the previously saved Search Definition from the Search Definition drop-down and click the ‘Share Selected Search Definition’ button
2. On the ‘Select Roles’ page make any updates.
3. Unticking all roles will 'unshare' the search entirely.
4. Click 'Proceed'.