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How can I attach files to reviews or decisions?
Last updated on April 11, 2022Editorial Manager (EM) allows reviewers and editors to upload file attachments while making recommendations and decisions. These files can be viewed by the editors, who can choose which files to share with either the author or the other reviewers. EM can do limited sanitization of file properties to remove identifying personal details from the file metadata.
EM automated Sanitization of file attachments affects only the properties of Microsoft Office and PDF files, not the actual text content of these files. Any personal identifying information included in the actual text of the file must be removed manually. Any Attachments which are not in Microsoft Office or PDF format will not have identifying information removed.
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If shared with authors, the attachments will be visible to the author when viewing the submission in EM from the time of the decision until a revision is submitted. A direct link to the list of attachments may be included in the author decision letter.
The View Attachments link appears for submissions in the following folders if any attachments have been made available to the author.
- For pending Revisions: Submissions Needing Revision, Revisions Sent Back to Author, and Incomplete submissions Being Revised.
- For submissions that have reached a final decision: Submissions with a Decision.
Selecting this link opens a page where each available file is listed with a 'Download' link. You will see only the role of the person who uploaded the file, not their name.
For Reviewers, the View Attachments link is shown in any folder when the submission has at least one attachment available to the reviewer.
Selecting this link opens a page where each available file is listed. Depending on journal configuration and file type, you may have links to download the original file, the sanitized version or both.
Reviewers can add attachments while submitting their review, if the function is enabled by the journal.
- Prepare the file, and save it somewhere easily accessible.
- Do not use your own name or other personal details within the file or the file name.
- Close any application you used to edit the file before proceeding.
- While submitting your review click the 'Upload Attachments' button. See this FAQ for more information about submitting a review.
- The Upload Attachments window will appear.
- Enter a brief Description; making it clear whether the file is meant to be seen by the author, or meant to be seen only by editors. Note this field is visible to anyone who has access to the file, so be sure what you enter is suitable for the author.
- Click 'Choose File' next to 'Filename' and locate your file.
- Click 'Attach This File'.
- Upload time depends on the size of your file and your internet connection. The screen will refresh to list your new uploads above the proceed button.
- Repeat to upload additional files as needed.
- When done, click 'Proceed' to close the window.
Editors with permission to view and download file attachments can do this for any submission they have permission to view. A separate permission allows editors to upload additional files, replace files uploaded by others, and control access to the files for authors and reviewers.
For Editors: the Attachments link will appear in several EM screens if the editor has permission.
- From any folder or search results, click the 'Details' link for the submission. The 'Attachments' link will be somewhere on the 'Details' window. If it is not present, that means either you do not have permission or the journal has been configured to hide the link from the details page.
- From any folder, click the 'View Reviews and Comments' link for the submission; this link is present after at least one reviewer has submitted a review, or one editor has submitted a decision. The Attachments link will be at the top of the window, followed by the total number of attachments for all revisions.
- While making a Decision, the 'Attachments' link appears at the top of the Decision window, followed by the total number of attachments for all revisions.
- When Drafting and Sending the decision letter, the entire attachment table appears within the page, under the letter body, to allow for last-minute changes to which files are shared with the author.
- An 'Upload Attachments' button is also present but there are no links to replace or remove already uploaded files. If this is needed, choose cancel on drafting the letter in order to return to the decision screen and make the needed changes.
Editors with permission can add an attachment at any time after initial submission. The attachment will be associated with the current revision of the submission at the time of upload.
- Prepare the file and save it somewhere easily accessible.
- Anyone who can see the file will also see the filename, be sure to use a name suitable for authors and reviewers.
- Close any application you used to edit the file before proceeding.
- Open the 'Attachments' window as described above and click 'Upload Attachments' at the bottom. The Upload Attachments window will appear.
- Enter a Description; this field is visible to anyone who has access to the file.
- Click 'Choose File' next to 'Filename' and locate your file.
- Tick the applicable 'Viewing Permission' tickboxes.
- Click 'Attach This File'.
- Upload time depends on the size of your file and your internet connection. The screen will refresh to list your new uploads above the proceed button.
- Repeat to upload additional files as needed. Double-check the list of uploaded files before proceeding.
- When done, click 'Proceed' to close the window and continue with submitting your review.
How to manage Author and Reviewer access
The attachments are listed in a table, grouped by the revision for which they were attached.
- The Allow Author Access tickbox controls whether the author will be able to see the file after the decision is finalized, via an action link when they view the submission in EM. It also makes the file available to be included in the decision letter.
- The Allow Reviewer Access tickbox controls whether other reviewers of this submission will be able to see the attachment.
- Reviewers who have completed their own review can see any attachments where this option is ticked via a link in their Completed Assignments Folder.
- Invited and Agreed Reviewers can view attachments for previous reviews if the inviting editor selects "view previous review" and any attachment to that previous review has the Allow Reviewer Access option ticked.
- It is possible to change the access tickboxes after the decision letter has been sent. This will change what the author or reviewers can see when accessing the submission within EM, though it cannot change what was originally in the decision letter.
The default configuration is to have 'Allow Author Access' and 'Allow Reviewer Access' unticked for each new file. This means authors and reviewers will see a file only if an editor chooses to tick the box and avoids the risk of sharing an inappropriate file with the author or reviewers. Journals can optionally be configured to have either or both boxes ticked by default. In this case, editors should be very careful to check files and untick or edit files as needed to preserve anonymity.
The attachments are listed in a table, grouped by the revision for which they were attached.
- For each uploaded file, there is a link to download the file, and potentially additional links depending on your permissions:
- Download Sanitized Copy: if this does not appear it means either the option is not enabled for the journal, or the file is not of a type that could be sanitized.
- Upload Revised File: if this does not appear, this means you do not have permission to upload attachments.
- Remove: will immediately and permanently remove the file, a removed file cannot be restored.
- To remove identifying details in the content of a file, or make any other changes:
- Download the original file (not the sanitized file).
- Make the edits you need.
- Save the changes on your local drive, with a filename that does not reveal any personal details.
- Close the application that you used to edit the file before proceeding.
- In the Attachments window, click Upload Revised File. The Upload Attachment window will appear.
- Click 'Choose File' next to 'Filename' and locate your edited file.
- Check the Description and make any updates; this field is visible to anyone who has access to the file.
- Match any changes to the 'Viewing Permission' tickboxes.
- Click 'Attach This File'. When your file has been uploaded you can check it at the bottom of the window.
- When done, click 'Proceed' to close the window. Your edited file will completely replace the original within EM, and if applicable a new sanitized version will also be created.
How to update the description text for an attachment
The 'Description' text is displayed for anyone who has access to the file. You may need to edit this to remove personal identifying details, or to make the label more clear for the author. To edit the description.
- Download the original file.
- If the file name reveals personal details, change the name of the downloaded file.
- In the 'Attachments' window, click 'Upload Revised File'. The Upload Attachment window will appear.
- Edit the description.
- Click 'Choose File' and select the file you just downloaded.
- Click 'Attach This File', followed by 'Proceed'.
How to link attachments in letters
Two deep-link merge fields for use in the Decision Letter facilitate notifying Authors that there are Attachments available:
- %ATTACH_FOR_AUTHOR_DEEP_LINK_INSTRUCTIONS% - Inserts the Attachment Deep Link instruction text as configured for the journal. The merge field will only populate if there are attachments available for the Author.
- %ATTACH_FOR_AUTHOR_DEEP_LINK% - Inserts a hyperlink to the Author's version of the Attachments page, and also fully logs the Author into the system. The merge field will only populate if there are attachments available for the Author. This ensures that the letter does not contain any mention of attachments when there are none.
The two codes should always be used together, with the instructions followed by the link. When drafting the decision letter, if you do not see the attachment deep link within the previewed letter you can add the codes into the letter body. To discuss the letter templates in your journal, contact your Journal Manager or other Support Contact.
Similar codes exist for Reviewer and Editor notification of decision letters.
To Reviewers:
- %ATTACH_FOR_REVIEWER_DEEP_LINK_INSTRUCTIONS%
- %ATTACH_FOR_REVIEWER_DEEP_LINK%
To Editors:
- %ATTACH_FOR_EDITOR_DEEP_LINK_INSTRUCTIONS%
- %ATTACH_FOR_EDITOR_DEEP_LINK%
When Sanitize Attachments is enabled for a journal, EM will "sanitize" these files by creating a copy without identifying information from the 'File Properties' and 'Track Changes' features of Microsoft Office files, and the 'Properties' of PDF files. PDF annotations (with the exception of dynamic stamps) are also sanitized. EM then stores this sanitized copy along with the original.
Sanitization of file attachments affects only the properties of Microsoft Office and PDF files, not the actual text content of these files. Any personal identifying information included in the actual text of the file must be removed manually. Any Attachments which are not in Microsoft Office or PDF format will not have identifying information removed. Microsoft Office files include Word, Excel, and PowerPoint.
- Authors will only have access to the sanitized version of the Attachments.
- Editors will have access to both the original and sanitized files.
- Reviewers may have access to either the original or the sanitized files, or both, depending on journal configuration.
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