Managing submissions and reviewers

Accessing submissions

1. From the Program menu, click on Calls for Papers.

2. Select the relevant call.

3. Click Submissions to display the list of submitted entries.

You can filter submissions by their status:

• Draft: the submitter has started filling out the form but hasn’t submitted it yet.

• Submitted: the submission is complete and has been sent.

• Pending: the submission is awaiting validation or review.

• Approved / Rejected: the submission has been reviewed and either accepted or declined.

Edit or follow up on a submission

• Edit a submission: if a submitter has mistakenly validated their form, you can change its status back to Draft to allow them to make changes.

• Follow up with a submitter: identify incomplete submissions and send them an automatic or manual reminder (see the Automatic Triggers section below).

Accessing reviews

1. Open the relevant folder from Calls for Papers.

2. Click on View Reviews to see the scores and comments provided by reviewers.

Follow up with reviewers

If some reviewers haven’t submitted their evaluations yet, you can follow up:

• Manually: send an email from the back office.

• Automatically: set up a trigger (e.g., “Review reminder after 5 days”).

Creating emails and triggers

1. Go to the Emails menu and create a new email using the Calls for Papers category.

2. Create a trigger and define a condition (e.g., “Submission validated”).

3. Select the target audience (e.g., author(s), reviewers).

4. Draft your email (e.g., “Your submission has been accepted”).

Examples of use cases

• Send a confirmation to submitters after they submit their paper.

• Notify reviewers when a submission is assigned to them.

• Follow up with reviewers who haven’t completed their evaluation after X days.