Knowledge Base

Submission Settings


Frequently Asked Questions

#1 Where to access the Submission Settings?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button

#2 How to Open or Close my Submission System?

This will open and close access for all submissions. Users will not be able to login.

  1. Click Dashboard
  2. Click Speakers Module
  3. In the System Status box, Click the Open/Closed toggle for Submission System

 If you wish to set a set date and time to close the submission site

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Settings button
  4. Set the Deadline by clicking the calendar icon and selecting a date and time
  5. Scroll Down and click Update button to save

#3 How to Open or Close my System to New Submissions?

This will open and close access for new submissions only.

NOTE: Updates to existing submissions will still be allowed unless you close that separately. (i.e. If Edit Submissions is Open, and New Submission is closed, this will keep the system open to edits but not allow new submissions)

  1. Click Dashboard
  2. Click your Speakers Module
  3. In the System Status box, Click the Open/Closed toggle for New Submissions


#4 How to Open or Close my System to Submission Edits/Updates?

This will open or close access to continue to allow updates to submissions. This will change the submission system from 'write access' to 'read-access'

  1. Click Dashboard
  2. Click Speakers Module
  3. In the System Status box, Click the Open/Closed toggle for Edit Submissions


#5 How to set up a submission site as View only?

To allow view only access to your submission site. This means all primary submitters and co-authors would be able to login and only view the abstracts. They will not be able to edit nor create new submissions.

  1. Click Dashboard
  2. Click your Speakers Module
  3. In the System Status box,
    1. Click the Open toggle for Submission System
    2. Click the Closed toggle for New Submissions
    3. Click the Closed toggle for Edit Submissions


#6 How to set the system to allow Submitters to Withdraw themselves?

If you want to allow submitters to withdraw themselves, enable this setting.

NOTE: If this setting is set to No, then submitters will be required to email you and only individuals with Admin access will be able to withdraw a submission.

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Settings button
  4. In the Submissions Settings Screen, locate the field called 'Allow Submitter to Withdraw Submission' and select Yes.
  5. Scroll down and Click Update button to apply your changes


#7 How to set the system to Limit the Number of Submissions per Author?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. In the Submissions Settings Screen, locate the field called 'Max Number of Submissions' and select a value from the dropdown list
  5. Scroll down and Click Update button to apply your changes


#8 How to allow primary submitters to edit or not edit co-authors?

You may set your system to allow the primary submitter of an abstract or proposal to log back in at any time and edit their submission and/or edit/manage the co-authors on their submission. To do so follow the steps below:

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Settings 
  4. Set Updates to Co-Authors field to:
    • Yes = to allow editing
    • No = to not allow editing
  5. Scroll down, click Update buttonto save changes



#9 How to update the text on the Login / Speaker Home / Co-Authors screen(s)?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Screen Content on the horizontal menu
    • OR If using Language feature, select Languages/Alt. Labels on the horizontal menu and select the area to edit the content
    • FYI: If the Language feature is enabled on your site, the following message will appear at the top of the screen.

      NOTE: You are using the language module. To edit the below content, please click on "Languages" in the top menu then click on the "Screen Content" button to manage this content.

  5. You may Add / Edit the screen text that appears on the various screens
  6. Scroll down and Click Update button to apply updates


#10 How to Edit the System Submission Emails and Email Settings?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Emails
  5. You may enable the setting for 'Auto-Email After Submission' to Yes if you wish for an email to be automatically sent to the Author after submitting their submission.
  6. Module Email Address = this is the default email address that will receive the replies when emails are sent from the Speaker module
  7. Support Ticket Email = by default support tickets will be sent to the Module Email address, insert an email address here if there is an alternate email address for support tickets to be sent to
  8. Email Name = the name that will appears as the 'From' on the emails sent out
  9. Abstract Submission Email Text is the email message that will be sent after an abstract has been submitted
  10. Co-Author Added Email Text is the email message that will be sent to co-authors after the primary author has added them
  11. Draft Email Content (Available if your system is using the submission Draft Mode function). This means that the user may save a draft of their submission prior to submitting the final submission. Any portion of the submission may be saved as a Draft. This is the confirmation email which is sent to the submitter.
  12. Email Administrator After Submission, if set to Yes will send an email to the Administrator (and emails in the Email Sent To field) for each submission.
  13. Email Administrator After updates to Submission, if set to Yes will send an email to the Administrator (and emails in the Email Sent To field) each time a submission is updated
  14. Click Update button to apply your changes


#11 How to find the Abstract Submission URL to post on a web page or email the link?

NOTE: this is the link to use to post to your web page or email for Abstract Submissions.

  1. Click Dashboard
  2. Click Speakers Module
  3. At the top of the screen, locate the ‘Front-End Landing Page’ URL, Copy the link
  4. Paste the URL into the email message or to a web page


#12 How to Setup my System to Allow File Uploads?

TIP: Use this to allow Speakers to upload their Presentations or a Photo.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Submission Steps in the horizontal menu
  5. Click Add New button located in the upper right hand corner of the screen
  6. Enter a Step Label e.g. Upload Paper
  7. Set Step Type to: Media
  8. In the setup screen, you are able to select certain file types that you will accept using the Allowed File Types field
  9. Click Update Step to save

#13 How to mark a submission as invited?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Manage button
  4. Search for your submission, and click on the row it appears on in the grid
  5. From the Submission Overview page on the left side under the "Submission Info" area select "Yes" for Mark as Invited field


#14 How to set the contact profile fields that will display or not display for Primary and Co-Authors

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Contact Profile in the horizontal menu
  5. Click the Display / Required Settings to desired requirements under the first set of fields and/or Co-Author fields
  6. Click Save Changes
  7. Repeat steps 5 to 6 for each field.


    #15 How to update submission settings so only the presenting author may be changed and nothing else in the abstract?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. Set the fields in the red boxes as shown below.
    5. Scroll down, click Update button to apply  changes.


    #16 How to enable submissions to be saved as draft?

    NOTE: Any submissions that remain in Draft after the submission site has been closed to new and edit submissions, will not be included in the Reviewer Assignment.

    1. Click Dashboard
    2. Click your Speakers Module
    3. Click Settings button
    4. Scroll down to field called Allow Draft Submission and click Yes option
    5. Scroll down and click Update button


    #17 How to set log out back to the module login screen?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. In the Submissions Settings Screen, locate the field called 'Logout Back to Start' and select Yes.
    5. Scroll down and Click Update button to apply the changes
      • When a user clicks the Logout option on the front-end it will return them to the module Login screen

    #18 How do I change the term being used for 'Abstract' or 'Author'

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. Scroll down to field called Type of Submission / Author Definition and edit the text to the term you wish to use
    5. Scroll down and click Update button


    #19 How to enable/disable primary submitter to change the presenter?

    1. Click Dashboard
    2. Click Speaker Module
    3. Click Settings 
    4. To enable, set Change Presenter field to Allow Presenter to be Changed
      • To disable, set Change Presenter field to DO NOT allow Presenter to be Change
    5. Scroll down, click Update button to save changes


    #20 How to enable or disable co-authors to be added?

    1. Click Dashboard
    2. Click Speaker Module
    3. Click Settings
    4. Set Co-Authors Enabled field to
      • Yes = allows co-authors to be added
      • No = does not allow co-authors to be added
    5. Scroll down, click Update button to save changes


    #21 How to set up that when users logout, it takes them back to the login screen?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. In the Submissions Settings Screen, locate the field called 'Logout Back to Start'
      • Click Yes = on logout will return user to the module login page
    5. Scroll down and Click Update button to apply your changes
    Overview

    There are various areas in your system where you can adjust settings; in this area of the Knowledge Base we will discuss general submission module settings. 

    In your submission module you may adjust:

    • Conference Settings (related to your submission module) 
    • Submission Settings
    • Submission Screen Content
    • Submission Emails
    • Submission Form

    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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