Setting Final Disposition on Proposals

In order to move a completed Proposal into the ‘View All Completed Proposal’ folder a Final Disposition must be set. A Proposal does not get published and is not transmitted to production. There are only two Final Dispositions available for Proposals, ‘Completed Proposal’ and ‘Withdrawn Proposal’.

To set Final Disposition on a Proposal, go to the ‘Details’ page, find the ‘Final Disposition’ drop-down box, and select the appropriate Final Disposition.

Before setting either type of Final Disposition you must ‘un-invite’ any Authors with outstanding invitations or Authors who have not yet submitted an article.

Child Submissions that have already been submitted to the journal are not affected by setting Final Disposition on the Proposal. These submissions will still be linked to the parent Proposal and each other.

To Configure: There are two ActionManager events associated with setting Final Disposition on a Proposal: ‘Final Disposition-Completed Proposal’ and ‘Final Disposition-Withdrawn Proposal’.

The ‘Final Disposition-Completed Proposal’ event is triggered when an Editor sets this Final Disposition on a completed Proposal (because all child submissions related to the Proposal have been received).

The ‘Final Disposition-Withdrawn Proposal’ event is triggered when an Editor sets this Final Disposition on a Proposal (because the Proposal is being withdrawn).

A status change is pre-configured for these events in the Document Status section of ActionManager. The Status Terms can be edited in PolicyManager, Edit Document Status.

A letter can be configured for each of these events in the Letters section of ActionManager. A letter can be sent to any role that needs to know when a Proposal is completed or withdrawn, such as a Managing Editor or other journal staff. You must first create a letter (or letters) in PolicyManager, Edit Letters. Then you can go into ActionManager and select the newly created letter from the drop-down box next to the Final Disposition-Completed Proposal event or the ‘Final Disposition-Withdrawn Proposal’ event.

To Configure ActionManager: The following new Events in ActionManager are used for Proposals:

Three of these Events affect Document Status ('Create Proposal', 'Invite Authors for Proposal', and 'New Child Submission Sent to Journal'). The system will look for Status changes configured for these two Events and display those Statuses in the 'Document Status' column. To create new Status Terms, go to PolicyManager, 'Edit Document Status', and enter new Status Terms at the bottom of the page.

Then go to ActionManager and configure the new Status terms by clicking on the drop-down box next to these events ('Create Proposal', 'Invite Authors for Proposal', 'New Child Submission Sent to Journal').

Note: These three Events are also used for sending Letters. For the ‘Create Proposal’ event a letter can be sent to any role that needs to know when a Proposal is created, such as a Managing Editor or other journal staff.

For the ‘Invite Authors for Proposal’ event a letter can be set up to go to invited Authors. A letter can also be set up for any Editor role that needs to know when Authors are invited to submit a manuscript related to a Proposal, such as a Managing Editor or other journal staff.

For the ‘New Child Submission Sent to Journal’ event a letter can be set up to go to any Editor role that needs to know when Authors have submitted a Commentary on an already-submitted manuscript OR a submission related to a Proposal.

The rest of the events ('Un-invite Authors', 'Author Agrees to Invitation', 'Author Declines Invitation') are used for sending Letters at the appropriate times. You should create new Letters in PolicyManager, 'Edit Letters'. Then go to ActionManager and configure letters in the appropriate Roles. For example, the Author Role should be set up to receive a letter on the Invite Authors for Proposal and Un-invite Authors events. The Editor who is sending out (or monitoring) Author invitations should receive a letter on the Author Agrees to Invitation and Author Declines Invitation events.

To Configure PolicyManager: You will need to create two Article Types, one that can be used for the Proposal (parent), and one that can be used for the related submissions (children).

For the Proposal (parent), the only Article Types that appear when creating a Proposal are those Article Types that are designated as belonging to the ‘Proposal Family’ in PolicyManager, 'Edit Article Type'. An Article Type that is designated as belonging to the ‘Proposal Family’ will not appear in the regular Submit Manuscript interface. It will only appear when the Editor clicks ‘Initiate Proposal’.

For related submissions (children), the key setting on any Article Type that you want to use for an invited paper is the ‘Invited’ checkbox. Any Article Type with the ‘Invited’ checkbox checked will only appear for the Author when the Author has been INVITED to submit a paper. This means that an Author using the regular Submit Manuscript interface will not see any Article Type that is designated as ‘Invited’. Only Authors using the ‘Submit Invited Manuscript’ link from their ‘My Accepted Invitations’ folder will be able to select an invited Article Type.