Set up your test Email Rejection and Email Acceptance as described below or instructed by your Account Manager. ⢠To send a test Email or Acceptance...
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Abstract Administration Reference Guide
Version 1.0 June 2007
© Keynote Networks Ltd., 3-415 Dunedin Street, Victoria, BC V8T 5G8 www.confmanager.com
Abstract Administration Reference Guide
Table of Contents
Abstract Admin–Overview .............................................................................................................. 3 Abstract Admin–Abstract Acceptance ............................................................................................ 5 Abstract Admin–Abstract Email Setup ........................................................................................... 9 Abstract Admin–More Abstract Admin Functions........................................................................ 14
Abstract Administration– Reference Guide V1.0
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Abstract Administration Reference Guide Abstract Admin–Overview Use:
Use this tool to perform Abstract Administration functions. The following functions are referred to as Actions in the Conference Manager system: •
Acceptance of an Abstract;
•
Delete an Abstract;
•
Download an attached file;
•
Edit Abstract Form;
•
Edit this Abstract; and,
•
Language Information (French or English).
Page Access:
Tools>Admin>Abstracts
How To:
Click on the Abstract title hyperlink to navigate to the Abstract Details screen.
To perform an administrative function, click on an action item under the Actions menu located on right side of the Abstract Details screen.
Examples: • Select Delete to delete an Abstract from the system. o WARNING! Deleting an Abstract will remove it completely from the system and you will no longer be able to access it. • Select Download if an Abstract has an attached file such as a PowerPoint presentation or PDF Handout. o Note: This function only works when you have set up your Abstracts to allow for Uploads. • Select Edit This Abstract to navigate to the Abstract Details screen, where you can edit or review Abstract Submission details.
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Abstract Administration Reference Guide Additional Help:
Below is a mock up example of an Abstract Details screen.
Abstract Administration– Reference Guide V1.0
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Abstract Administration Reference Guide Abstract Admin–Abstract Acceptance Use:
The Abstract Acceptance tool allows users to: •
View Abstract Details;
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View the score and comments Reviewers have assigned to an Abstract;
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Accept an Abstract (or confirm the Lead Reviewer Acceptance);
•
Select a Session for the Abstract;
•
Assign Discussant(s) and Respondent(s);
•
Enter private comments; and,
•
Enter comments for the Abstract Author(s).
Page Access:
Tools>Admin>Abstracts
How To:
Click on the Abstract title hyperlink to navigate to the Abstract Details screen.
Click on the Acceptance hyperlink under the Actions menu located on right side of the Abstract Details screen.
1. If a Lead Reviewer has not been assigned, an Administrator may select an Acceptance format by clicking on the corresponding radio button. 2. If a Lead Reviewer has been assigned and has accepted the Abstract, the corresponding radio button will appear as selected . • You may then check Confirm Lead Reviewers Recommendation; or, • Select the appropriate radio button, if the Lead Reviewer's Recommendation has not been accepted.
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Abstract Administration Reference Guide Note: The Confirm Lead Reviewer's Recommendation checkbox is not required but can be used to ensure all Abstract recommendations are checked by the Chair or Administrator of the Conference. •
•
You can view which Abstracts have had their Lead Reviewer's recommendations confirmed by adding the Acceptance Confirmed column to the Abstract Data Grid or by opening the Abstract Export Data.
See Track Reviewers for information on how to assign a Lead Reviewer.
Chair Comments section on this screen can be used as a private discussion forum for Administrators. •
Abstract authors cannot view comments entered in this section.
•
Authors can view comments entered in the Chair Comments To Authors section, but only when they are included in the Abstract Acceptance/Rejection email.
Click the
button to save changes or comments entered on this screen.
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Abstract Administration Reference Guide Additional Help:
Below is a mock up example of the Abstract Acceptance screen.
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Abstract Administration Reference Guide For information on the main menu link Abstract Acceptance see More Abstract Admin Functions.
The main menu link Abstract Acceptance navigates you to the Set All To Reject or Set All To Accept tool only.
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Abstract Administration Reference Guide Abstract Admin–Abstract Email Setup Use:
Set up your Abstract acceptance or rejection email notifications with this tool.
Page Access:
Tools>Admin>Abstracts
How To:
Click on the Send Email hyperlink to navigate to Email Setup tool.
Send Abstract Notifications Set up your test Email Rejection and Email Acceptance as described below or instructed by your Account Manager. •
To send a test Email or Acceptance or Rejection Email: o Select Test from the drop down list. (Set up your email template first and once it's ready, save it and then select Test from the drop down list to send your test option.)
When you are ready to send Abstract notifications to submitters select Mail from the Send Abstract Notifications drop down list. Filter by Accepted Format •
Select an Abstract format from the drop down list to send Abstract notification to selected submitters only.
•
Filter by Accepted Format is for Acceptance emails only. o Rejection emails will be sent to all Rejected Abstracts.
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Abstract Administration Reference Guide
Email Rejection •
Enter a Subject Line for the Email Rejection notification.
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Enter an email Reply To Address.
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Select Include Name and/or Personal Title, First Name and Last Name you wish to include in the email.
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Complete and enter text for the First Line of your rejection notification. o The system will auto generate the following information to include in the email notification: Community Name; Abstract Title; and, Format. Select other Abstract information to include in the email: o Abstract title; o Abstract Format; o Username and Password; and/or, o Chair Comments. Enter Additional Information you wish Authors to Receive in the blue text box area.
o
o
Click the notification.
Abstract Administration– Reference Guide V1.0
button to save your Abstract Rejection
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Abstract Administration Reference Guide
Email Acceptance •
Enter a Subject Line for the Email Acceptance notification.
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Enter an email Reply To Address.
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Select Include Name and/or Personal Title, First Name and Last Name you wish to include in the email.
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Enter text to complete the First Line of Email. o The system will auto generate the following information to include in the email notification: Community Name; Abstract Title; and, Format.
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Select the checkbox beside corresponding Abstract information you wish to include: o Abstract Title; o Abstract Format; o Session Name; o Session Date; o Start Time; o End Time; o Location; o Username and Password; and/or, o Chair Comments.
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Enter the main body of the email in the Additional Information you wish Authors to Receive blue text box area.
•
Click the Acceptance notification.
Abstract Administration– Reference Guide V1.0
button to save your Abstract
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Abstract Administration Reference Guide
When you are ready to send Abstract notifications to submitters remember to select Mail from the Send Abstract Notifications drop down list.
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Abstract Administration Reference Guide Additional Help:
Below is a mock up example of how to send a Test Abstract Email.
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Abstract Administration Reference Guide Abstract Admin–More Abstract Admin Functions Use:
The Abstract Admin tool provides access to more Abstract administrative functions through: •
Hyperlinks located at the top of the screen; and,
•
Export buttons located at the bottom of the screen.
Page Access:
Tools>Admin>Abstracts
How To:
Abstract Admin hyperlinks.
Send Email •
This hyperlink navigates you to the Abstract Email Setup tool.
•
See Abstract Email Setup for information and screen shots on this tool.
Abstract Acceptance •
This hyperlink navigates you to the Set All To Reject or Set All To Accept tool.
Click the •
button to accept all submitted Abstracts.
Then manually "fine tune" to reject Abstracts by navigating to the Acceptance screen o Accepting all Abstracts will not accept them to a specific presentation format, it is a general acceptance.
Reviewer List •
This hyperlink navigates you the screen that displays your list of Reviewers.
•
See Assign Reviewers for information and screen shots on this tool.
Download ALL Abstracts (zipped) •
This hyperlink performs an action that automatically creates a zip file of all Abstracts.
•
Click on the hyperlink to download the zip file. o You can only download Abstracts if you are using the Upload option for your Abstract submissions. o If Authors are submitting their Abstracts in the text boxes (recommended) use the Export tool to download all Abstracts.
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Abstract Administration Reference Guide
•
Follow the download instructions.
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Select Save.
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Choose a location on your hard drive to save the zip file (e.g., Desktop).
Exit Abstract Admin •
This hyperlink returns you to your Conference Manager Home page.
Abstract Admin Export buttons
• •
Click on an Export button to download Abstract information into an Excel spreadsheet. Save the export onto your hard drive (e.g., Desktop).
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Abstract Administration Reference Guide Additional Help:
Below is a mock up example of the Abstract Admin screen.
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