Knowledge Base

Create Submission / Paper Reviewer Form & Site Settings


Frequently Asked Questions

#1 How to Build a Review Form?

TIPS:

  • Reorder the fields: From the List Fields screen, Drag and drop using the icon on the far left (resembling 3 horizontal bars) of the field to move to a new location.
  • Click the REMOVE button to delete a field on the form.
  • Set ‘Display Field’ to NO, if you do not want to delete the field, but keep the field and not display it. This is useful if this field may not be applicable for the current year, but applicable in following years.

How to build the Review Form:

  1. Click Dashboard
  2. Click Speakers Module
  3. Click  Review  button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Review Fields located in the horizontal menu
  5. Click + Add New Field button
  6. Select the Field Type
  7. Enter a Field Label
  8. Set ‘Required Field’ to YES, if mandatory
  9. For Values, you may enter a list of options separated by a ‘|’ (horizontal bar)
  10. Click Update Field to save.
  11. Click Preview Form button to see the Form and all of the fields

Note:

Scoring Fields

  • If you have created a scoring field (a radio or drop down field with scoring options like 1-10) make sure to check off the Summation button on the Field Type 
  • If you set it as a Summation field, this field will to be added to the Total Score for the review

Reviewer Comments Field

  • If you have Reviewer Comments that you want to allow the Primary Authors to see, you must:
  1. Add a Comments Field (Text - Paragraph) to your review form and set Comments Field to Yes and Display to Author to Yes
  2. Add to Submission Steps, the Abstract Status type, with label e.g. View Comments
    NOTE: This will add a 'View Comments' button to the abstract screen. when the author logs in to the system, they will see the View Comments button and will click on it to see the comments, plus any other Review Form fields you have set Display to Author value as Yes.
  3. If you wish, you may use the [ReviewerComments] hot key to insert the Comments in your Final Status Email message
    TIP: When using the [ReviewerComments] hot key, If there are no Comments in the system, there will be no text displayed and may be confusing to the Emailed Recipient, so you may want to preface the [ReviewerComments] hotkey with text: 'If there are Reviewer Comments, they will be displayed below.'

Example of the Submission Review Fields screen

DISPLAYING TO AUTHOR

  • If you want certain fields to be viewable by the author, such as Reviewer Comments, you must enable the setting to allow the field to be visible to authors
  1. Set 'Display to Author' attribute = Yes.
  2. Note: you will need to add a submission step to enable this, click here

#2 How to configure the Review Site Settings?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Settings in horizontal menu
  5. You may configure:  (HINT: click on the  beside the field name to learn more about the field.)
    • Submission Review Site: Set to Open/Closed.
      • If the site is closed, reviewers will not be able to access anything.
    • Submission Review Form: Set to Open/Closed.
      • If the review form is closed, reviewers will be unable to submit or edit their reviews.
      • If the site remains open, they can still login to view the submissions and their existing reviews.
    • Max. Reviews per Submission: Select from dropdown list
      • Select the maximum number of reviews allowed per submissions
    • Blind Review: Set to Yes/No
      • If you click Yes, the reviewers will not be able to see the names or institutions of the author(s) for the papers which they are reviewing.
    • Advanced Search: Set to Yes/No
      • Lets the Reviewer search by Keyword, Author Lastname or Submission ID#
    • Submission Review Screen Instructions
      •  Optional text to appear on the screen which lists the reviews for a reviewer. 
    • Submission Reviewer Email
      • This is the email message that will go out when you select to email reviewers who have been assigned reviews.
    • Reviewer Email Subject
    • Reviewer Reminder Email
      • This is the default email message that will go out when you choose to create a reminder email to incomplete reviewers.
    • Reviewer Reminder Email Subject
    • Track Chair Notification Email
      • This is the email message that will go out when you select to email chairs who have been assigned to manage a track.
    • Track Chair Email Subject
    • Abstain Admin Notification: Set to Yes/No
      • If a reviewer abstains from reviewing, select whether the Admin would be notified
    • Abstain Admin Email List
    • Submission Form Fields: Select "Yes" to display the field to the reviewer.
      • You may choose which fields from the submission form will be made available to the reviewers.
    • Contact Form Fields: Select "Yes" to display the field to the reviewer.
      • You may choose which fields from the contact form will be made available to the reviewers.
  6. Click Update to save the configuration settings.

#3 How to set up a Blind Review?

Configure the reviewer module so it does not display the author and contact details.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Settings located in the top horizontal menu bar
  5. Select ‘Yes’ for the Blind Review field
    NOTE: If there are other fields defined outside of the Contact fields that you do not want to have appear on the review screen, scroll to the Submission Form Fields section on the screen and set the field to ’No’ - repeat this step for all fields that you do NOT want displayed on the review screen.
  6. Scroll down and click the Update button


#4 How to Open / Close my Review Site?

Submission Review Site: If the site is Closed, reviewers will not be able to access anything. You may open your review site at any point in time, but common practice is to open the review site once you have closed your submission site.

Submission Review Form: If the review form is Closed, reviewers will be unable to submit or edit their reviews. If the site remains open, they would still be able to login to view the submissions and their existing reviews.

NOTE: If you see the Review site for past conferences, ensure to close the Review site for the past conferences by going into each Speaker - Review module for EACH conference and setting the form to closed.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Settings in horizontal menu
  5. Click the radio button to Open / Closed for Submission Review Site
  6. Click the radio button to Open / Closed for Submission Review Form
  7. Scroll down and click Update to apply changes

OR 

  1. Click Dashboard
  2. Click Speakers Module
  3. Under System Status, flip the Review System switch to Open / Closed


#5 How to View / Change the Text on the Reviewer Screen Information?

Submission Review Screen Instructions - Optional text to appear on the screen which lists the reviews for a reviewer.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Settings located in the top horizontal menu bar
  5. Update the Submission Review Screen Instructions
  6. Scroll down and click Update to apply changes


#6 How to Preview the Review Form?

The Preview Form only shows you the aesthetic layout of the fields and form. It is not meant to test your review form.

To test your reviewer form, you will need to login as a reviewer (using a non-admin account).

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Review Fields located in the horizontal menu
  5. Click Preview Field button


#7 How to Edit a Field on a Review Form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Review Fields located in the horizontal menu
  5. Click Edit button beside the relevant field to update.
    • To make a field mandatory set 'Required' to YES
    • To make a field hidden set 'Display Field' to 'NO'
  6. Click Update Field button to apply changes


#8 How to allow reviewers to abstain from a review?

Reviewers may abstain to review any assigned submission.

To allow reviewers to do this, add a special type of field to the reviewer form.

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Review Fields in horizontal menu
  5. Click Add new field, add a Check Box field type
    • If you have an existing field on the form click Edit on the existing Field, then skip to Step 7
  6. Enter a label e.g. Conflict of Interest
  7. Set Field Definition = Abstain
  8. Click Add/Udpate button to save changes

Only check box fields will be able to be made into an abstain field.

This is because the front-end of the review site (where reviewers will see) is setup such that only people who do want to abstain will check this box.

An example of the front-end view is below:

If a reviewer is not going to abstain, they will just skip this section of the review form and continue below like normal.

NOTE:

The review must click the checkbox, then click the I Abstain from Reviewing button. If a reviewer accidently scores/answers any of the questions on the review for, the values will be cleared out. When submitting an abstention, the review will be marked complete.

Admin Notifications

To configure Admin emails so the admin receives and email when a reviewer submits an abstension.

  1. Click Dashboard
  2. Click Speaker module
  3. Click Review button
  4. Click Settings in the horizontal menu
  5. Scroll down to the field labelled: Abstain Admin Notification, set this to Yes
  6. Enter an email(s) in the field labelled: Abstain Admin Email List
    • Note: to enter more than 1 email address, separate the emails with a ; (semi-colon) e.g. person1@email.com;person2@email.com
  7. Scroll down, click Update button to save changes

#9 How to hide certain submission fields from the Reviewer?

If there are specific fields on the submission form that you do not want the Reviewer to be able to see, you may hide those fields.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (If using the Paper Review module, select Review Papers in left side menu)
  4. Click Settings in horizontal menu
  5. Scroll down to Submission Form Fields section: Select "No" to hide the display of the field to the reviewer.
  6. Click Update button to save changes

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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