Before initiating a proposal, you need to have:

• Permission to initiate (create) proposals
• A title for the proposal
• Which editor will handle the proposal, if not yourself.

  • This person must have permission to invite authors, at minimum.
  • It is recommended this person also have permission to send author reminders, and update due dates as well as to proxy register new users.
• A target submission date for the whole group of invited authors.

  • For longer term proposals this can be set for years in the future.
  • Optional: A target volume and issue for publication
  • Optional: the number of days before the target publication by which submissions are needed.
• Recommended: Source file(s) to create a PDF to deliver details of the proposal to the invited Authors and to provide any supplementary materials to the invited Authors

  • For example: a call for papers, submission guidelines
  • Depending on configuration of the proposal article type, there may be mandatory files.
• Some journals are configured for custom manuscript numbers; in this case you need to know the prefix and starting number you plan to use for these invited submissions.

1. On your Editor Main menu, click 'Proposals Menu' at the top. (If there is no Proposal tab, then you do not have permission to create and manage Proposals.)
2. On the Proposal Menu, click Initiate Proposal. (If the link is missing, you do not have permission to initiate a new proposal.)
3. Select a proposal Article Type from the drop-down list .

   • The Proposal Article type defines the default settings for this Proposal, such time for authors to respond, days the submission are due relative to the target Publication Date, what details and files you must provide in order to create the proposal, etc.
   • Many journals will have only one option defined, if all Proposals will have the same configured options.
   • This is the only field available to begin with.
4. The page will refresh to display additional fields depending on the Proposal Article Type settings.
5. [Optional] Pre-select 'Article Type' for the invited submissions, or choose "Author Will Select" to allow the invited Author to select Article Type when submitting.

   • A pre-selected Article Type may not be changed; Editors should take care to select the correct Article Type if using this feature.
6. Enter a Title for the proposal (required).

   • This will be seen by the invited authors.
7. Enter target details and default due date .

   • Target Publication Date (may be required) is used when computing due dates, estimate the latest possible date for best results. Without a Target Publication Due Date, there will be no calculated Author Submission Due Date.
   • Target Publication Volume and Target Publication Issue (optional) could be merged into a letter or output in a report, but have no other function within EM.
   • Author Response Due determines when authors might be reminded, as well as when they are eligible for automatic uninvitation if it is enabled in the proposal article type.

     • The author due date will default to this many days after the invitation is sent. 0 will result in no default due date.
     • Editors must have permission in order to override configured value.
   • Author Submission Due determines the default submission due date.

     • The author's default submission due date will be this many days before the Target Publication Date. 0 will result in no due date, as will a blank Target Publication Date.
     • Editors must have permission in order to override configured value.
8. The journal may be configured for custom Manuscript Numbering for invited articles .

   • If so, fill in the prefix, starting number, and minimum number of digits.
9. Up to four buttons provide options for the next step. Which buttons you see depends on your permission.

   • Cancel: Proposal is inactivated and does not appear in Incomplete Proposals folder. User is returned to Proposal Menu.
   • Proceed and Build PDF: Takes user through Editor submission interface to create a PDF for the proposal.

     • After building and approving PDF the user sees a confirmation page for the proposal.
     • The proposal PDF is made available via a View Proposal link in several Editor and Author folders.
   • Proceed with no PDF: Goes directly to confirmation page for the proposal.

     • Proposal moves to the New Proposals Requiring Assignment folder.
     • Because no PDF is created, the View Proposal link does not appear in Editor or Author folders when this option is selected.
   • Assign to Myself and Invite Authors: Editors with applicable permissions have this option.

     • Opens the Author Selection Summary page.
     • Because no PDF is created, the View Proposal link does not appear in Editor or Author folders when this option is selected.
10. If the proposal is configured for manual manuscript numbering, you may either be required to do it now, or else before assigning the editor.

    • Assign to Myself and Invite Authors: Manuscript number must be entered no before user can proceed.
    • Proceed and Build PDF/Proceed with no PDF: Manuscript number must be assigned before assigning Editor. Click Assign Manuscript Number link in Action column in the Proposals Requiring Assignment folder.
11. Once the proposal has been created, it must be assigned to an Editor before any authors can be invited. Editors with applicable permissions may use the button Assign to Myself and Invite Authors, as described above. Otherwise:

    • Find the proposal in the ­ folder.
    • Click the 'Assign Editor' link.
    • If the link is missing, check if there is an Assign Manuscript Number link. The proposal must have a manuscript number before an editor can eb assigned.

Please watch this short video to see how to initiate a proposal.

1. On the Author Selection Summary page, choose one of the search tools and click Go.

   • Search for Alternate Authors
   • Search for Alternate Authors by Personal Classifications
   • You may also use the standard search too and select 'Alt" in the search results.
2. Results of either search appear below the tool in the Alternate Author Candidates grid.

   • Tick the box in the Select column to choose one or more Alternate Authors.
3. Click 'Proceed' to open the 'Select Authors - Confirm Selection and Customize Letters' page.

   • Use the drop-down menu to select a letter (if more than one is available). No letter is sent at the time the Author is selected as an alternate. The letter is sent if and when the alternate is promoted to invited Author.
   • Optional: Click the 'Customize' link to edit the letter.
   • A text box may appear under the letter drop-down menu. Enter any invitation notes to the Author.
4. Click 'Submit'.

Promotion of alternate Authors can be done manually. Promotion may also be configured to take place automatically when an invited Author declines or is uninvited. (This is configured in the Proposal Article Type.) Alternate Authors are promoted in the order they appear on the list.

Several tools (enabled by permission) allow Editors to manage the list of alternate Authors :

• Use the arrow icons at the left of the list to move Authors up or down.
• Use the 'Promote' link to trigger an invitation letter and move an Author to the Invited Authors list.
• Use the 'Remove' link to delete an Author from the Alternate Authors list.

When an author declines, is manually uninvited, or is automatically uninvited, then the next available Alternate Author will be automatically invited.

Automatic promotion can be disabled within the definition of the Proposal Article Type.

1. Locate the Proposal from the Proposal menu
2. Click Details, and look for the invited authors section.

   • This will list all invitations, and their statuses.
   • The due dates will be editable it you have permission.
   • Journals may hide this section for some editor roles.
   • The section appears only when authors have been invited.
3. If you intend to invite authors, uninvite authors, etc., click the "Invite Authors" link instead.
4. If any of the invited authors have completed their submission, there will be a View Related Articles link.

Once submitted, an invited submission is just like any other submission. If you are not assigned as an editor to the invited submission, then you may be restricted from locating it via search or main menu folders. However if you are assigned to the proposal, you can use that to see at least basic information about any child submissions.

1. Locate the Proposal, or any known child submission.

   • Use the Simple Submissions Search in the top navigation bar if you know the title or manuscript number.
   • Go to the proposal tab at the top of the Editor main menu, and check the relevant folders under Active
   • Alternatively, try looking under the Completed section of the Proposal Menu, if the proposal has been closed out.
2. Click on View Related Submissions .

   • If this does not appear, either there is no fully submitted child, or else the Proposal has been closed out.
   • Related Submission view for closed proposals can be found in the Completed section of the Proposal Menu
3. On the Related Submissions Page , the proposal appears at the top, and then the list of invited submissions underneath.

   • The actions available from this screen are limited.
   • If you are assigned to any of the Child submissions or have permission to act upon other editor's assignments, there will be a "Go to Submission" action. This will bring up the submission as a search result, with the full action menu including everything you have permission to do.
4. You may also see a Linked Submissions action. Linked Submission groups are manually formed by editors, as opposed to the automated "Related submission" groups formed by author invitation.

Invited Authors may be reminded via:

1. Automated Author Reminders if defined for the journal.
2. Manual Reminders, which can be sent by editors with permission both to send reminders, and to view the parent submission.