Knowledge Base

Manage Submissions


Frequently Asked Questions

#1 How to quickly find a submission?

There are several ways to quickly find, browse and organize your submissions. You may change the display of your submissions by clicking on the headers of the grid to sort the list by: ID, Title. Firstname, Lastname, or Organization.

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Use the Search Bar above the organization column and search using any keyword (author name, organization, ID, title or abstract keyword text)

    OR

    Use the Quick Find ID search box on the lower left menu panel to quickly pull up an individual abstract by inputting the Abstract ID and click Go to Submission

Example using the Search Bar:

Example of Quick Find:


#2 How to Edit a Submission as an Admin?

This gives you the backend tools to edit the submission from the front-end (form) view. Any changes you make will be tracked and stored in the individual abstract Notes (also on the direct action menu).

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Click on the Submission to edit from Grid
    TIP: Quick search by entering the Submission ID in the Search field above the grid
  5. Click Edit in the horizontal menu
  6. Make the required updates to the submission
  7. Click Update Abstract to save the changes

#3 How to Change the Primary Contact for a Submission?

  1. Click Dashboard
  2. Click your Speaker Module
  3. In the Quick Find search (located in left side menu), enter the Submission ID #
  4. Click Authors in horizontal menu
  5. Click Change Primary Contact for this Submission button
  6. In the search field, enter the first few letters of the last name of the NEW primary contact
  7. A display of matches from the contacts module will appear, click on the name that matches the NEW primary contact name.
  8. Click the Update Primary Contact button
  9. The Submission Overview screen will appear and under Primary Contact, will show the new primary contact name you select in step 6.


#4 How does a student create a submission for their Professor?

When someone creates a speaker proposal record, immediately following the creation the logged in user is the primary contact AND the presenter for the submission. This is because at this point there is no other contact except the submitter who is related to this submission. So if a student is using their own profile to create a speaker submission record for their professor, then the student is currently the primary contact and presenter.

Once the submission is created, the student may add/edit the co-authors.

At this next step, the student may add their professor as an author.
Once the author is added, the student may mark the professor as the presenter.
Then the student may remove their own name as an author on the submission.
(The student may add as many other co-authors as desired.)

From that point on:
- the student remains the submission's primary contact
- the professor is the submission's presenter

Both the student and the professor may edit the submission until you close access to the site.


#5 How to Delete or Withdraw A Submission?

Withdraw: Withdrawing a submission will leave it in your conference system, but it will be marked as withdrawn.

Delete: This will permanently delete all records of the submission from your conference system.

Withdraw a Submission:

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Select Submission From Grid
  5. Click Withdraw located in horizontal menu
  6. Click 'Check to withdraw' check box so it is checked
  7. Add the reason for the withdrawal in the comments box
  8. Click Update Withdrawn Status button

Example of Withdrawn Screen:

Delete a Submission:

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Select Submission From Grid
  5. Click Delete located in horizontal menu
  6. Click Confirm Delete button

Example of Delete Submission Screen:


#6 What is the difference between a track and session?

A "Track Field" is a special defined field on the submission form. We use the term track as we have found it is the most popular term in the conference industry. Your conference might refer this idea as a "Topic" or "Category" or even "Session".  It essentially is asking a submitter to pick a category that their submission is to be considered a part of. You are not required to use a "track field". But we do suggest it because a track field will allow for advanced options in the admin panel like: Sorting by track, running reports by track, assigning reviews by track, etc.

The track can also be considered the first-level of categorizing your submissions as it is the submitters who are picking these tracks at the time they are creating their submission.

As the conference cycle moves on, and specifically in X-CD’s Program Module, a conference planner is tasked with building the sessions which will actually be part of the conference.

It is these sessions that X-CD refers to as Sessions. Sessions are not picked by submitters, though the “Track” they originally selected might lead into the creation of a specific Session.

In X-CD, Sessions are only created by administrators. These sessions might have 1 speaker or multiple speakers where each speaker presents their own submission (or abstract). Sessions are assigned to dates/times/rooms. Once you have completed your work within the Program Module you will have many sessions which encompass your conference program.


#7 How to Change the Presenter on a Submission?

  1. Click Dashboard
  2. Click your Speaker Module
  3. In the Quick Find search (located in left side menu), enter the Submission ID #
  4. Click Authors in horizontal menu
  5. Click the Make Presenter button beside the listed author
    1. If the name that you want does not appear in the Current Authors list displayed, you will need to click Add New Authors button under the Update Authors heading
      1. Enter the first few characters of the individual's last name and a list of possible matches will appear, select the individual if he/she appears in the list and click Add Existing Contact as Author button
        1. If the individual's name does not appear in the matching list, on the right side of the screen, you will need to add the contact's first and last name and an email address, then click Add Author button
    2. Click Make Presenter beside the added new name.
  6. You may re-sort the order by dragging the icon on the left (3 horizontal bars) and dropping it to the top so the new presenter appears at the top of the list


#8 How to mark a Submission as invited?

You may edit a submission and change it to an Invited Submission. You may want to do this if you want to close your submission site and only have it accessible to Invited Only (In the Submission Settings, Open Invited Only field must be set to Yes)

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Click on the Submission to edit from Grid
    TIP: Quick search by entering the Submission ID in the Search field above the grid
  5. In the Submission Info section of the screen, set Mark as Invited field to Yes

NOTE: You my also now use the Invite filters in the Email/Downloads to correspond to these individuals or download reports.


#9 How to manually Add a Submission?

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click + Add Submissions in the left side menu
  4. In Author/Presenter field, enter the first few characters of the lastname
    • This will return existing matches in the system
    • If the person is listed, click on the name to select
    • If the person is not listed, you will need to Click Add Contact, then return to this screen again
  5. Enter a Title
  6. Set Mark as Invited to Checked, if you wish to flag the submission as invited
  7. You may pre-assign it to a Session by selecting from the dropdown list or leave blank
  8. Click Add Abstract button
  9. After you have added your submission, if you need link the submission to a form such as disclosure form, View the FAQ - click here


#10 Where to find the URL for my Submission site?

  1. Click Dashboard
  2. Click Speakers Module
  3. In the Submission Overview Screen, locate under the Screen title, Front-End Landing Page URL
    • This is the URL your end users would use to login to the Submission site and/or you may use to test your Abstract Submission Form


#11 How to test a submission form?

Note: If you attempt to test using an account that has admin access, then the rules on the form will not apply and will allow the admin to bypass the rule checking such as mandatory fields so this will not provide a true test simulation of what an end-user will experience.

  1. Click Dashboard
  2. Click Speakers Module
  3. In the Submission Overview Screen, locate under the Screen title, Front-End Landing Page URL, copy the URL
  4. Open an Incognito or private browser screen, paste the URL into the browser
  5. Create a new test profile and create your submission

How to login as an end-user?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Manage button
  4. Click the Manage button on any submission in the grid or if there is a specific submission, locate the submission and click Manage to open it
  5. Under the Primary Contact heading, locate and click the Login As button
  6. Click the Continue button
    • Note: You will logged out of your admin account and into the end user's account

#12 How to reinstate a withdrawn submission?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Withdrawn button
  4. Select the Submission in the Grid
  5. Click Withdraw in horizontal menu
  6. Click 'Check to reinstate' check box so it is checked
  7. Add Comments for reinstatement in the comments box
  8. Click Update Withdrawn Status button

#13 How to view submissions with a specific submission field value?

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click the < symbol next to Manage Submissions in left side menu
  4. This will open a sub-menu of ways to filter the list of submission to view
  5. Select By Values for a drop down list of submission fields to filter abstracts by


#14 Is it possible to designate a second Presenter?

The system does not currently have the ability to identify more that one presenter in the Author screen for a submission.

We suggest the person be added as a co-author on the submission and then that person will be 'linked' to that presentation. See How to add/remove authors > click here


#15 Can I move a submission from one module to another?

It is not possible to move a submission from one module to another.

The submission will have to to be resubitted or manually added by an admin to the other submission module.


#16 How to add / remove author(s) on a submission?

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. Click on the Submission to edit from Grid
    TIP: Quick search by entering the Submission ID in the Search field above the grid
  5. Click Authors in horizontal menu
  6. Click Add New Authors button to add
    1. Search for contact by lastname:
    2. if a match appears, select the name and click Add Existing Contact As Author button
    3. if no match, complete the Add Author to Database fields and click Add Author button
  7. To remove an author, click Remove Author button next to author name to be removed and confirm the removal
  8. You may re-order the author in the list by dragging and dropping the name to the order of where you want it to appear
  9. If you want to mark an individual as the presenter, click Make Presenter

#17 How to remove an attachment from a submission?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Manage button
  4. Click on the Submission to edit from Grid
    TIP: Quick search by entering the Submission ID in the Search field above the grid
  5. Click Files in the horizontal menu
  6. Click the Delete button beside the file to be removed.

#18 How to batch edit a submission field e.g. Abstract Title?

NOTE: Please use this feature with CAUTION. You will be downloading data, and reuploading and overwriting existing content.

There is a limited number of fields that may be batch edited and only 1 field may be selected. This does not support multiple fields.

  1. Click Dashboard
  2. Click Speaker module
  3. Click Settings button
  4. Click Advanced in horizontal menu
  5. Select Batch Field Editor
  6. From the Select Field dropdown under Section 1, select the field to download
  7. If applicable, click the 'Include Ony Submissions in Sessions' checkbox
  8. Click Download CSV button
    • The file will be saved to your downloads folder or you may be prompted to open the file.
  9. IMPORTANT:
    • Do NOT edit the first 3 columns; Do not add or remove columns; Do not rename any column titles.
    • ONLY Edit the data values in the 'Data' column
  10. Ensure to maintain saving as .csv file
    • If using special characters: SAVE-AS FILE WITH UTF-8 ENCODING.
      • For PC's, use Save as File Type CSV UTF-8 (*.csv)
      • For MAC's, use Save as Windows Comma Separated (.csv)
  11. Return to this screen to upload
  12. Under Section 2, select the field to be updated
  13. Click Browse to locate your file
  14. Click Upload and Run Update button

#19 How to set display preferences in the Manage Submissions screen?

  1. Click Dashboard
  2. Click Speaker module
  3. Click Manage button
  4. To set how may rows are shown on the screen by setting the 'Show X Entries' setting
    • Click the number drop down list, to set the default number of rows to display
      • e.g. Show '50' Entries will always display 50 rows on the screen
  5. To set what columns are being displayed on screen by clicking Display Columns button
    • Click on a column name in the list to highlight (i.e. display) or
    • Click on a highlighted column name in the list to unhighlight (i.e. not display)

Overview

Managing an individual submission is the deepest area of abstract management in your submission module.

From your submission module, you may view and manage all your submission (via submission grid). If you click on an individual submission on the grid, you will enter into the management area for the individual submission. From there, you will notice a horizontal menu bar located at the top of your screen (Direct Action Menu) that provides the ability to manage all aspects of the individual submission. 

Functions:

  • View and/or Edit a submission
  • Add, Change or Remove authors from a submission
  • Email authors associated with a submission
  • View and/or Edit files associated to a submission
  • Assign Reviewers to a submission
  • Schedule the submission in the program
  • View tracking notes
  • Withdraw a submission
  • Delete a submission

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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