Knowledge Base

Beginner's Guide: How to use the Review Module


Frequently Asked Questions

#1 Checklist

The purpose of this article is to provide a series of steps in how to use the Submission / Paper Review module. This article is useful for beginners, but also to those who may need a refresher.

Each of the below steps correspond to one or more detailed articles within the Submission / Paper Review Module itself. Note: all steps are the same regardless of which Review module you are in.

The DEFAULT Review module is the Review Submissions module. There is also a separate Paper Review module which can be used specifically for the redline review of documents which may be subscribed to for an additional fee.


IMPORTANT NOTE:

 Submission Review and Paper Review are two different and separate review modules.

You must be in the Review Submissions for the Submission Review Module

OR

You must be in Review Papers for the Paper Review Module.


TIP: Print this list off and check off the items as you follow the steps.

  1. Determine what questions and grading scale will be used on the Reviewer Form and create the Review Fields for the Reviewer Form.
    • If you want these fields summed and averaged, then ensure to define them as summation field types
    • Which fields will be scoring fields? - View FAQ
    • Do you want to include an abstain field type? - View FAQ
    • Do you want to include a Reviewer Comments field so you may [hotkey] the comments in the email or allow the primary author to be able to log back in the submission system to view the comments? - View FAQ

2. Determine the Final Statuses and create the Final Statuses and the content of the final status notification email for each Final Status - View FAQ

3. Assign the abstracts to the Reviewers (Note: Ensure your submission site is closed to New Submissions and Edit Submissions - see FAQ)

    • Decide on which method to use to assign the abstracts (If you are using the X-CD Reviewer Sign-up form for your conference, proceed to use method 4, and go to Step 2):
      1. Import a list of reviewer emails, and the submission ID numbers each reviewer will review - View FAQ
        OR
      2. Manually assign in the System by Contact - View FAQ
        OR
      3. Manually Assign in the System by Submission ID - View FAQ
        OR
      4. Use the Reviewer Pool and Assignment Wizard where the Assignment Wizard will auto-assign reviewers. (Note: The wizard will not assign a reviewer if the reviewer is listed as the primary author or as a co-author on a submission)
        1. View Reviewer Pool FAQ's to create import files and import
        2. View Assignment Wizard FAQ

4. Review your Review Site Settings (i.e. blind review, what abstract fields are visible) - View FAQ

5. Open the Review System - View FAQ

6. Send the Invitation to Review Email to reviewers - View FAQ

    • Note: Reviewers do not all need to be added at once. You may add some reviewers and send the Invitation to Review Email, then subsequently add additional reviewers and send the Invitation to Review Email at another time, as it will email the new reviewers who have been recently added and who have not been emailed the Invitation to Review yet.

7. Send the All Incomplete Reviewers Email Reminder(s) - View FAQ

    • Note: You may perform this step multiple times over a period of time, as only those with incomplete reviews at the point in time you are sending the email will be notified.

8. Once all the reviews are completed, download the review scores to determine who are accepted - View FAQs

9. Assign a Final Status to each abstract - View FAQ

10. Send Final Status notification email to primary authors - View FAQ

11. Close the Review System - View FAQ

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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