Uploading a file from the arXiv database (www.arxiv.org)

To upload files from the arXiv server, the Author would go to the ‘Submit New Manuscript’ (or ‘Submit Invited Manuscript’) interface, fill in the requested meta-data, and proceed to the ‘Attach Files’ step.

 

If the Article Type is configured to ‘Allow file uploads from the arXiv server’ in PolicyManager, the Attach Files page displays special instructions and a textbox for entry of the arXiv file identifier.  Authors can also upload additional ‘regular’ files on the same page, in addition to the arXiv file.

 

The Author selects a Submission Item from the drop-down list, and enters the arXiv code which consists of a string of letters and numbers identifying the particular database (e.g. hep-th or physics.acc-ph) followed by a forward slash and a 7-digit number unique to this database (e.g. hep-ex/0401001, physics/0401001, math.AG/0401002).

 

The user then clicks ‘Attach this File’.  When the arXiv code is recognized by the server, and corresponding file is found, the compressed file (tar.gz format) containing the source files is downloaded from the server.

 

The .tar.gz file is unpacked by the system, and all of the individual files are uploaded to EM.  Each file is listed individually so the user can associate each file with an appropriate Submission Item, edit the Description, and re-order the list of files for PDF creation.

 

Note:  This function is not available when submitting revisions.  When the Author decides to submit a revision, the Author would not re-upload the submission from the arXiv database, but rather the Author would choose to carry forward the files that do not require revision, and can then upload just the revised files

 

Note:  This functionality is also available for Editors when editing the submission, so long as the PolicyManager setting is turned-on

 

To Configure:  Go to PolicyManager, 'Edit Article Types', click the ‘Edit’ link next to the Article Type you want to edit, then click the checkbox labeled ‘Allow file uploads from the arXiv server’.

 

Note:  Most documents on the arXiv server are in LaTex format.  To assist Authors who may not be sure which Submission Items to select for various arXiv file components (such as .bbl, .cls, .sty, etc.), the journal can create Submission Items in PolicyManager, Edit Submission Items, which describe these components (Bibliography file, Style File, etc).  This is not necessary for the file upload – but it does make the selection of Submission Items clearer to the Author