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Frequently Asked Questions

 

 

If you have a question that is not answered here, please send an email to marketing@edmgr.com.


Q: How can I log into Editorial Manager?

A: Each journal or publisher controls its own version of Editorial Manager. To log on, visit the appropriate journal submission site, and enter your username and password. If you don’t know your username and password, click on the “Send Username and Password” link on the journal submission site.

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Q: To whom should I direct questions about my manuscript?

A: Each journal or publisher controls its own Editorial Manager submission site. To ask a question about your manuscript, visit the appropriate journal submission site and click on the “Contact Us” link shown at the top of the page.

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Q: I can't see any difference between competing manuscript submission systems. Aren't they all the same?

A: There are substantial differences between Editorial Manager and other manuscript tracking systems. Most of these differences become apparent upon closer inspection and evaluation against real-world needs. When you evaluate systems, you should consider:

  • Reliability. Do system users frequently encounter technical problems or lengthy periods of downtime? EM averages less than 3 minutes of unscheduled downtime per month.
  • Flexibility. Is it expensive and difficult to change your workflow (e.g. add new user roles, add reviewer questions to forms, etc.)? EM features hundreds configuration options that you can change instantaneously for no extra charge.
  • Upgrades. How much time and money do upgrades cost, and how often are they offered? EM offers two upgrades per year, with minimal disruption and no extra charge.
  • Functionality. Does the system really do everything you need? Click here for our functionality checklists.

To help you with your assessment, we can arrange both an interactive demo, as well as a live site that you can test.

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Q: Are flexibility and configurability really that important?

A: Scientific publishing is a competitive and fast-changing environment - so you need to be able to respond quickly. That’s why each Editorial Manager site includes hundreds of configuration options, and is upgraded 2-3 times per year in a seamless process that does not disrupt the journal operations.

Editorial Manager configuration options are provided at no extra cost, and can be implemented quickly and easily, so you can:

  • Take advantage of new technology and features.
  • Adapt to a wide range of market changes faced by your organization.

In contrast, "hard coded" systems have a fixed workflow, and cannot be dynamically reconfigured, or easily upgraded. For these systems, even a small change (e.g. such as changing user roles or adding reviewer questions) can require expensive custom software modifications, which may take months to implement. Additionally, upgrading "hard coded" systems can be such a lengthy and disruptive process that journals may end up "stranded" on old software.

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Q: I’m considering using Editorial Manager for my journal. How much does it cost?

A: The cost of Editorial Manager depends on a several factors including the number of submissions processed. For more information please send an email to marketing@ariessys.com.

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Q: Won't it be cheaper in the long run for us to develop our own in-house manuscript tracking system?

A: Because Editorial Manager is a commercial manuscript submission and tracking system, our users benefit from enhancements that are funded by a large customer base. It would cost millions of dollars to develop and maintain a system equal to Editorial Manager. Once in place, the ongoing costs of hosting, bandwidth, redundancy, support, and maintenance of an in-house system would exceed the cost of owning Editorial Manager.

Editorial Manager provides dynamic reconfiguration by the journal office, so the system can be easily adapted at any time to meet the individual needs of each publication.

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Q: If I use Editorial Manager, who owns the content in my system?

A: Your license to Editorial Manager provides that all of the content in the system belongs to the journal and the publisher, not to Editorial Manager. Every EM site also includes a Data Export feature that allows you to download your content in a standard format at any time. It’s your content, you should be able to get it!

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Q: What does Editorial Manager do to protect users from viruses?

A: EM scans every file that is uploaded, installed, changed or accessed. Infected files are removed and quarantined, and the PDF version of the manuscript will indicate that a file is missing due to virus detection. This page alerts the author, editor, and reviewers that the submission is incomplete and a file may need to be resubmitted.

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Q: How secure is Editorial Manager?

A: Site access is conducted through secure HTTP, and all user interaction requires password access. Individual journals use separate databases, effectively "firewalling" one journal from all others. Within individual systems, unlimited role designation/permission assures that users can access only the files and information appropriate to their role.

Aries is committed to compliance with international standards, including ISO-17799, the standard for initiating, implementing, maintaining, and improving information security management. External security audits ensure that policies, procedures and personnel are regularly evaluated for security risk potential.

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Q: How can I trust that Editorial Manager will be around in the future?

A: Editorial Manager is developed and maintained by Aries Systems, a multi-million dollar company that has been delivering technology solutions to the STM publishing community since 1986. Aries has been continuously profitable since 1989. Aries' staff is experienced in editorial and other journal operations, online systems, software engineering, and web development and hosting.

Editorial Manager was first released in 2001. In its first 10 years on the market, EM has been upgraded more than 15 times, and deployed by more than 4,000 scholarly publications. EM’s broad client base, listserv support, and annual User Group meetings underscore Aries' commitment to maintaining long-term relationships with the user community.

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Q: I currently use paper / email submissions. What will I have to do to make the transition to Editorial Manager?

A: Most of the journals that use EM started where you are, so Aries' customer service staff has plenty of experience helping journals make this transition as easily as possible.

The implementation and training process usually takes a few weeks, during which we assist with:

  • Configuring the system to your specific needs
  • Preparing your existing data for conversion
  • Training essential staff to use the system.
  • Providing tutorials that you can offer to your users.

If you’d like to know more about the implementation process, we are happy to answer specific questions. Please send an email to marketing@edmgr.com.

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Q: I currently use a different online manuscript tracking system. What will I have to do to make the transition to Editorial Manager?

A: We have plenty of experience helping journals transition from other systems, and we offer a "migration package" to move your data and help you plan the best way to handle the transition. Often the transition to Editorial Manager is not as difficult as you might expect.

If you switch to Editorial Manager from another system, you will have to do a few things:

  • Request your data from your current/former vendor.
  • Work with us to develop transition management plan.
  • Undertake regular EM training and implementation.

We understand that the prospect of changing may seem daunting, but our experienced staff will be there to see you through it. If you would like to know more about the transition process, we are happy to answer specific questions. Please email marketing@edmgr.com or call +1 978 975 7570.

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Q: I currently use a different online manuscript tracking system. Will I be able to transfer my data to Editorial Manager?

A: Yes, Editorial Manager supports several different levels of data import from legacy systems. Some journals choose just to import “people” information from a legacy system, but the EM Data Bridge also supports rapid and comprehensive transfer of manuscript data.

The EM Data Bridge is a convenient, seamless solution for importing historical manuscript and people data from legacy online or desktop manuscript tracking systems. With journal-customizable fields, import utilities, migration protocols and powerful search capabilities, the EM Data Bridge makes all of your data from the previous system available in your Editorial Manager site. This includes:

  • Information about people (names, address, etc.)
  • Historical manuscript and reviewer data
  • Keywords
  • And much more

If you would like more detailed information, or if you would like to preview a sample of your data in an Editorial Manager site, please email marketing@edmgr.com or call +1 978 975 7570. We are happy to answer specific questions about the transition process.

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Q: What file formats are accepted by Editorial Manager?

A: EM accepts all file formats, including video and audio files.

The following file formats are automatically converted into a single PDF for easy processing: Word, WordPerfect, RTF, TXT, LaTeX2e, AMSTex, TIFF, GIF, JPEG, EPS, Postscript, PICT, PDF, Excel, and PowerPoint.

EM supports direct submission from the arXiv (arXiv.org) preprint database.

EM supports the upload of multiple files in a single ZIP file.

EM has supported automatic LaTeX conversion to PDF since 2002 – longer than any other peer review system.

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Q: Is there a demonstration version of Editorial Manager that I can try out?

A: Yes, if you are interested in a demonstration of Editorial Manager, please email marketing@edmgr.com or visit this page.

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Q: What are the technical requirements for running Editorial Manager in the editorial office?

A: We attempt to make Editorial Manager as flexible as possible in terms of equipment and software compatibility. Editorial Manager may be compatible with older hardware and software; however, support for older platforms is not guaranteed. In many cases older equipment and applications may prove inefficient and cumbersome.

Minimum Specifications for Work Stations
Windows Computer:
  • Windows 2000, 2003, XP, Vista, Windows 7
  • Internet Explorer 8 and later
  • Mozilla Firefox
  • Google Chrome
  • Email client
Macintosh Computer:
  • Macintosh: OS X
  • Mozilla Firefox
  • Safari 3.0 and later
  • Google Chrome
  • Email client
Linux Computer:
  • Ubuntu Linux 6.06 and later
  • Mozilla Firefox
  • Email client
Other Supported Specifications
  • Adobe Acrobat Reader 6.0 and later
Recommended Specifications for Work Stations
Windows Computer
  • Pentium 4 or later
  • 1 gHz or faster
  • 1GB RAM or higher recommended
  • 17" color monitor, 1024x768 resolution preferred
  • Ethernet connection to LAN or cable modem (10 Mbps)
  • Windows 2000, 2003, XP or Vista or Windows 7 operating system
Macintosh Computer
  • PowerMac G4, G5 or Intel based Mac
  • 500mHz or faster
  • 1 GB RAM or higher
  • 17" color monitor, 1024x768 resolution preferred
  • Ethernet connection to LAN or cable modem (10 Mbps)
Application Software
  • Application software released five or more years ago are not supported
  • Microsoft Word
  • Adobe Acrobat Reader 6.0 or later
  • Internet Explorer 6.0 or later
  • Google Chrome
  • Safari 3.0 or later
  • Mozilla Firefox
  • E-mail software
Internet Connection
Editorial Office and Editors

Effective use of Editorial Manager in the Editorial Office requires a connection between each workstation and the Internet with a bandwidth of at least 1 megabit/second. While EM will technically run with lower speed connections, we believe that the resulting reduced efficiency will make the use and performance of Editorial Manager unacceptable to the Editorial Office. Accordingly, we strongly encourage the Editorial Office to assure Internet connectivity through one of the options listed below (other options should also be acceptable, provided that they satisfy the performance requirements):

  • Minimum upstream (transmission) and downstream (reception) speeds of 1 megabit/second at all times
  • Permanent (i.e., full-time) ISDN, DSL or cable modem connection
  • Institutional Ethernet LAN connection with 10 megabit/second bandwidth
  • Appropriate ISP or domain server services (please consult with your IT staff)
  • Commercial-grade e-mail service that permits document attachments to e-mail
Editors, Author, Reviewers

Dial-up modem connection will work. However, a cable modem, DSL or local area network connection will provide the best performance. Authors may need to upload large image files as part of their submission, and a standard dial-up connection will have slow performance.

Submission File Formats that can be built into a PDF

Submission files (manuscript, figures, tables, etc.) are uploaded into EM and are built into a PDF. The PDF is used in the peer review process so that Editors and Reviewers do not have to download individual files that may be very large, or may not be compatible with software installed on their computers. EM can incorporate a wide range of submission file formats into a PDF, including: Word, WordPerfect, RTF, TXT, LaTeX2e, AMSTex, TIFF, GIF, JPEG, EPS, Postscript, PICT, PDF, Excel and PowerPoint.

Many other file types, including multimedia files such as video and audio files, can be uploaded to EM. However, some file types do not build into the PDF, but rather, the PDF will contain a hyperlink that will allow the user to download the file to their computer for viewing.

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