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How do I select and invite reviewer candidates in Editorial Manager?
Last updated on August 14, 2023After searching Editorial Manager (EM) by any of the available methods (see How can I search for Reviewers in EM?) you can select reviewers the Reviewer Candidates list be added to the submission. Depending on your permissions you may have options to Invite, Assign without Invitation, Set as Alternate, or add to the Proposed Reviewers list.
How?
- Run any search as described in How can I search for Reviewers in Editorial Manager?
- After running the search, results are displayed in a Reviewer Candidate table.
You can change the sort order of this table before running the search, from the Reviewer Selection Summary page.
If already on the search or search results page, select Cancel; search options can only be set on the Reviewer Selection Summary page. These choices will be saved in your account and apply to all submissions.
- Select 'My Reviewer Display Preferences ' to set default filters and sort order for search results. An overlay window will appear where you can make your choices and use the Submit button to save the changes
- The available filters include: exclude reviewers from the same institution and/or city as the corresponding author, exclude reviewers with current or upcoming unavailable dates, reviewers with many pending reviewer or reviewers with too few classification matches.
Note that If you set the minimum number of classification matches greater than 0 and either the submissions or the reviewers are missing classifications, then searches can come up empty. For journals where classifications are not mandatory for both submission and for people records, then you should keep this set to 0.
The sort list allows you renumber the different sort options by your preference.
- At the top under the submission title are useful links. See screenshots.
- Manuscript Details opens the Details window in a popup. In this window you can view more detail about the authors, view the submission PDF, etc.
- Any submission flags follow the Manuscript Details link.
- Author's Reviewer Preferences appears only if the author submitted either Suggested or Opposed reviewer names. This popup window can be kept open alongside the main search screen for reference.
- View Reviews and Comments appears if any reviews or decisions have been submitted (and you have permission to view). Select to open a popup, see View completed reviews in EM?
- Register and Select New Reviewer appears only if you have permission. See How do I invite an Unregistered Reviewer in Editorial Manager?
- In the 'Change Search Type' box at the top, you can see the search options that were used.
- If you change anything in the 'Change Search Type' section, you must select Go to submit the change. Nothing you change in this area will affect the results until you select Go.
- Check the information for each potential reviewer in the Reviewer Candidates table.
- Reviewer Name columnhas the candidate's name linked to the People Information popup. It also contains additional information if relevant.
- If using Reviewer Recommender, look for "Email Match Found in EM" under the name. Tick the box "Use this Candidate" to use the account shown; otherwise EM will register a new account for this invitation.
Depending on the circumstances and your permissions you may see:
- The candidate name is linked to the full People Details and history of the user.
- Any flags appear after the name. See People Flags in EM.
- The Reviewer Role is shown in parenthesis after the flags. If you do select someone without a role you will need to assign a role in the next step.
- The Institution is shown under the name.
- If a candidate found by Find Reviewers in Scopus has no matching account, a message indicates that a new account will be registered after selection.
- If the candidate currently has an open invitation, pending review, or completed review for this submission that status is shown and there are no selection tickboxes.
- If the candidate is the Corresponding Author it is flagged in red and there will be no selection tickboxes.
- If the candidate is currently listed as proposed or alternate for any other submissions, the count is shown here. The counts of actual invitations and assignments are in other columns.
- If the candidate has the same First and Last name of any co-author, that is shown here as possible author.
- If the candidate has a match to the suggested or opposed reviewers submitted by the author, these are flagged
- Suggested reviewer matched by First initial and last name .
- Suggested reviewer matched by email.
- Opposed reviewer matched by first and last name.
- The full suggested and opposed list can be opened from the Author's Reviewer Preferences link at the top of the page, you may wish to keep this open as you search.
- If candidate has any current upcoming Unavailable dates, a link appears here to open the Unavailability Details popup. See Unavailable dates in EM.
- If the candidate's people record has any notes (and you have permission to view them) they are listed here beneath the Reviewer Name field and can be expanded and collapsed.
- Select 'People Notes' or select the candidate's name to open the People Information's screen and edit the notes (if you have permission).
- Select 'Detailed People Notes' to open/close the list of notes, or select the candidate's name to view and/or edit them (if you have permission) in the People Information screen.
- For more details see People Notes in EM.
- Board Member column: shows Yes or No as listed in the user record.
- Classifications by default lists only the classifications that match between the manuscript and the candidate.
- This column can be hidden, or changed to show all candidate classifications, by changing the My Reviewer Display Preferences back on the Reviewer selection Summary page.
- Reviewer statistics (Agreed Invitations) shows the basic statistics of the candidate's agreed and assigned reviews. Select the reviewer's name to see the full details.
- Invitation Statistics shows basic statistics of invitations sent to this candidate. Select the reviewer's name to see the full details.
Warning: Even with the Search Entire database option, anyone with 'Available as a Reviewer's set to NO, or Forbidden as a Reviewer set to YES, will never be displayed in reviewer search results. See Why is a Registered User not found?
- Tick an option next to each reviewer you want to select; you may not have all four options depending on journal configuration.
- Inv: Invite a reviewer by sending an email invitation in the next step.
- Asn: assign a reviewer without invitation, by sending an assignment email in the next step. For more details see Assigning a reviewer without invitation.
- Alt: set a reviewer as an Alternate to be invited if another reviewer declines or is uninvited. For more details see Alternate Reviewers in EM.
- Prop: add a reviewer to a list of Proposed reviews, to be later invited, assigned, or set as alternate. For more details see Proposed Reviewers in EM.
- The selection tickboxes are disabled for anyone already invited, assigned, or set as alternate as well as for the corresponding author.
- Select Proceed at the bottom when all selections have been made.
- The Confirm Selections and Select Letters screen appears.
- If any candidate is listed in the wrong category, select Change Selections at the bottom of the page. This will return you to the previous search results screen where you can make changes to your selections.
- If any reviews have already been submitted (for previous versions or for the current version), you can determine if the selected reviewers should have access to each review.
- Tick to select any completed reviews to include for the Invited, Assigned and Alternate reviewers to view.
- To see the details of a completed review, select the name of the reviewer to open the review in a popup window.
- The reviewer can see the selected comments from their action menu, see the example for a new invitation
- If the invitation or assignment letter includes the merge code %REVIEWER_COMMENTS_TO_AUTHOR% then the selected comments will appear in the email.
- If you selected to Invite, Assign, or set Alternate Reviewers, you can adjust the letter to be sent to each one:
- Use the drop down to switch from the default letter to a different template.
- Select Customize to view, customize, and save the letter text and options.
- For alternates, the letter and customization can be updated again, any time before the reviewer is invited, see Alternate Reviewers in EM.
- The Days to Review value will be editable if you have permission to override reviewer due dates. For more details see View or change a Reviewer Due Date.
- Tick 'Do Not Invite' or 'Do not Assign' to skip a candidate, they will not be added to the submission.
- For Proposed Reviewers, you can leave a note to be displayed in Proposed Reviewers list. For more details see Proposed Reviewers in EM.
- When ready, select 'Confirm Selections and Proceed'.
After these steps, selected candidates are added to the Reviewer Selection Summary.
- Invited and assigned reviewers will find the submission on their Reviewer Main Menu.
- Alternate Reviewers are held in reserve to be invited when another reviewer declines or is uninvited.
- Proposed Reviewers are listed to be later Invited or set as alternate.
- In some cases, assigned editors may be configured to receive a notification for each reviewer that is invited or assigned.
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