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How can editors add notes to people records in Editorial Manager?
Last updated on April 06, 2022Editorial Manager (EM) offers two types of notes for use by editors in people records. The Detailed People Notes feature is a list of notes added by editors, tracking the timestamp and editor name for each note. The People Notes is a single field that is overwritten each time it is saved.
Detailed People Notes is the preferred option in EM, but journals may also have People Notes imported from other systems or from older records in EM. Check with your Journal Manager with any questions about journal configuration.
How?
The Detailed People Notes and People Notes, if enabled for your editor role, are displayed in the People Information screen. This can be opened by clicking the person's name anywhere that is a hyperlink, for example:
- In the results of Search People.
- In the Details screen where Authors, Reviewers, and Editors are listed.
- In the Reviewer Selection Summary.
Additionally, any Detailed People Notes or People Notes are displayed within the Reviewer Candidate Table without need to open the People Information. See how can I select and invite reviewers.
Detailed People Notes displays with a field for you to submit a new note, followed by the list of previous notes.
- To open a popup window with the notes neatly displayed, click 'View/Print all'
- To add a new note, type text into the blank field and click Submit Note.
- Please be aware that the comments on a user account may need to be shared with the individual in the case of them submitting a Subject Access Request. When adding Notes to a user, we recommend they are kept purely factual.
- To sort the existing notes, click the arrows on each column.
- To delete an obsolete note, click the trashcan icon. Deleted notes cannot be recovered.
Note: Some journals may have defined a People Flag to indicate when there are important notes in a user account, for example "See Notes". If that is the case, you should update that flag as needed when making changes to notes. See how can editors use flags on people records in EM?
People Notes displays as a single text field.
- If you do not have permission to edit People Notes you will not be able to select and type in the field.
- To make changes to People Notes type into the field.
- If there is text already, consider whether to add to the existing note or replace it. When you save, there will be no way to recover the previous version.
- Please be aware that the comments on a user account may need to be shared with the individual in the case of them submitting a Subject Access Request. When adding Notes to a user, we recommend they are kept purely factual.
- After making changes, scroll to the bottom of the screen to click the Submit button.
Note: Some journals may have defined a People Flag to indicate when there are important notes in a user account, for example, "See Notes". If that is the case you should update that flag as needed when making changes to notes. See how can editors use flags on people records in EM?
In Search People and Search for Reviewers, you can select either Detailed People Notes, or People Notes as search criteria, if you have permission.
- Select the field as a criterion, with the Selector 'Contains'', and then enter the word you wish to search. You must search at least a three letter string of text. See example screenshot.
- For journals with both Notes types active, you cannot search across both fields at once. Instead search each field for the same value and use OR in between as in this screenshot for Search People.
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