Knowledge Base

Assign & Manage Reviewers


Frequently Asked Questions

#1 How to Assign Reviewers?

When assigning reviewers manually, reviewers may need to be added to the system FIRST, if the reviewers do not have a profile in the contacts module.

Reviewers will not be notified that they have been assigned to review submissions until you email them.

NOTE: When assigning, the list of available submissions do not include those in DRAFT or WITHDRAWN mode.


Open the Review Module:

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)

There are 2 ways to manually assign a reviewer:
    Assign by Contact = allows you to assign multiple submissions to a single reviewer.

OR
    Assign by Submission = allows you to assign multiple reviewers to a single submission.

    Assign by Contact

  1. Click Reviewers in the horizontal menu
  2. Select Assign by Contact
  3. Skip to Step 4, if you created a Reviewer Pool, Click Show All Contacts button
  4. In the Search field, located to the right of the screen above the list, enter the first few letters of the first or last name of the reviewer.
  5. Once you find the reviewer’s name in the list, click on the Row it appears on.
  6. If applicable, sub-filter the list of submissions selecting a Track
    • You may also use the Assign to All, then select a number of tracks to be assigned the one individual
      • NOTE: This will not individually manage the reviewer to submission assignments, but will give the individual access to view and review all submissions (current and any added submissions after this point in time) in the track(s) you have granted them access to. CAUTION: Typically, assigned reviewers should only complete review forms AFTER the submission site has been closed to new submissions and to edits. If you use the Assign to All and leave the site open to edits, then it is entirely possible for the reviewers to review different versions of an edited submission.

7. Locate the submission to assign the review and click the first + icon to assign

HINT: Use the Search Field to quick find a submission by entering the submission #.

8. For each reviewer, repeat steps 1 to 8.

OR


    Assign by Submission

  1. Click Reviewers in the horizontal menu
  2. Select Assign by Submission
  3. Display submissions by one of the following:
    1. Setting the Select Track Filter, click select a track and choose a track
    2. Setting Select Value for a field value from the submission form, click Select Value, choose a value
    3. Select Submission - provides a dropdown scrollable list of all submission IDs
    4. Click Show All button to display all submissions, then use the Search field to directly enter a submission ID #
  4. When you have located the submission to assign reviewers, click on the submission
  5. From the list of reviewers, click + icon for each reviewer to be assigned
    HINT: Use the Search field, enter the first few characters of last name to search for matching names

#2 How to Add Reviewers to the Reviewer Pool Manually?

NOTE: The Reviewer Pool is primarily used for the Assignment Wizard. You may also build the Reviewer Pool to use with the Assign by Contact.

Open the Reviewer Pool Screen:

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers located in the horizontal menu
  5. Select Reviewer Pool
    NOTE: The Reviewer Pool Screen will display a list of contacts whom you have identified as possible Reviewers.

To add each Reviewer:

  1. Click Quick Add Contact button
  2. Add Existing Contact field, enter the first few letters of a last name to display a list of matching names
  3. Click on the name of the person you wish to add as a Reviewer
  4. If you have defined Tracks as part of your abstract submission, select the tracks this individual is eligible to review
  5. Click Add Existing button

    If the individual does not appear in the list of existing contact names:

  1. Scroll down to the Add New Contact section of the screen
  2. Complete the mandatory fields for: First Name, Last Name and Email
  3. If you have defined Tracks as part of your abstract submission, select the tracks this individual is eligible to review
  4. Click Add button

#3 How to Create a Reviewer Pool Import File? (one import file per track)

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu, select Reviewer Pool
  5. Click Import Contacts button
  6. Click ‘Download the template here’ link to download a file format with columns to use for the import file.
  7. Click Save to save the template file.
  8. Locate the saved file and populate the template with your reviewer contact information.

IMPORTANT: Leave all column headings in the file and do not delete any columns. The email address is mandatory and must be unique.

NOTE: Create one import file for each track. Therefore a reviewer may appear in multiple files because the reviewer may be a reviewer for more than one track.


#4 How to Import a Reviewer Pool File?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in the horizontal menu, select Reviewer Pool
  5. Click Import Contacts button
  6. In Optional: Select Track(s) list, click the Track that these Reviewers are experts for
    TIP: To batch assign a/multiple track(s) applicable to all contacts, select the Track(s) by selecting a track, hold down the Shift key to select a block of tracks or hold down the Control/Command key to select non-consecutive tracks
    • NOTE:
      • If using special characters: SAVE-AS FILE WITH UTF-8 ENCODING.
      • Ensure to keep the file formatted and save as CSV.
        • For PC's, use Save as File Type CSV UTF-8 (*.csv)
        • For MAC's, use Save as Windows Comma Separated (.csv)
  7. Click Browse button to locate and select the file to be imported.
  8. Click Upload

#5 How to Assign Reviewers Using the Assignment Wizard?

The Assignment Wizard will automatically allocate reviewers from your reviewer pool to submissions in a certain track.

You must define your Reviewer Pool first before using the Assignment Wizard.

If you wish to have certain reviewers assigned to specific submissions, do NOT use the Assignment Wizard. Follow the Assign Reviewers Manually instructions.

IMPORTANT: Upload your Reviewers to the Reviewer Pool before proceeding.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in the horizontal menu
  5. Select Assignment Wizard
  6. Select a Track
  7. Enter the number of reviewers to assign per submission.
    e.g. if you want 3 reviewers for a single abstract, enter 3
  8. Enter the total maximum number of abstracts overall that a reviewer can be allocated to review.
    e.g. if each reviewer is limited to 8 reviews in total to review, enter 8
  9. Click Run Wizard button
    NOTE: The wizard automatically assigns reviewers to the submissions.
  10. Repeat Run Wizard until all submissions have been assigned.
    NOTE: You may need to repeat Run Wizard several times for all submissions to be assigned.

#6 How to Remove a Review Assignment from a Reviewer?

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Reviewers located in the horizontal menu
  4. Select Manage Reviewers
  5. Find and Click the Reviewers Name - If the name you are seeking does not appear skip to below
  6. Click  on the far right to remove the Assignment

If the name you are seeking does not appear in the Manage Reviewers list

  1. Click Reviewers located in the horizontal menu
  2. Select Assign by Contact
  3. Click Show All Contacts button
  4. Search for the individual, Click the Row the name appears on
  5. Click View Assignments
  6. Click  on the far right to remove the Assignment

#7 How to use an import a file to assign reviewers to certain abstracts?

Create the Import file:

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Import Reviewer Assignments
  6. In the first step in the on-screen instructions, click the link to the Import Template and download the file and open the file
    • NOTE: You will see a sample record in the csv file. All Column headers must NOT be changed nor deleted.
    • NOTE: Email Address is a Required field and MUST match an existing email in the system.
    • NOTE: You must also populate the Abstracts column with the submission IDs separated by ; and you may leave all other columns unpopulated.
    • If you are using special characters: SAVE-AS FILE WITH UTF-8 ENCODING.
    • Ensure to keep the file formatted and save as CSV.
      • For PC's, use Save as File Type CSV UTF-8 (*.csv)
      • For MAC's, use Save as Windows Comma Separated (.csv)
    • Open the template in Excel. NOTE: This is a "CSV" file. It will ask you when opening how it is to be delimited. It is delimited by ,
    • Copy/paste your data into the file into proper columns.
    • Save file.

Once the import file is ready:

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button
  4. Click Reviewers in horizontal menu
  5. Select Import Reviewer Assignments
  6. Click Upload CSV button, browse for the import file on your computer and select it

Note: When importing reviewers, it will not create a duplicate. If the email is already in the system, it will just use the existing email.


#8 How to change a Reviewer's Password?

Reviewers are considered to be contacts and contain a profile in the Contacts Module.

To change a Reviewer's password, follow the steps in the How to Change Someone's Password FAQ in the Contacts module online help section - click here.


#9 How to remove a Reviewer?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Manage Reviewers
  6. Click on a Reviewer Name
  7. Click Remove Reviewer button


#10 How to find abstracts that do not have any reviewers assigned?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Assign by Submission
  6. Click Show All button or if you prefer, if applicable, select a Track
  7. Click the Assigned Column
    • This will sort the Assigned so all abstracts that do not have any assignments will appear at the top of the list.

#11 How do I delete a review or a review assignment?

If you need to delete a reviewers review, or delete a review assignment, please follow the steps below. 

  1. Go to your Speaker Module 
  2. Review Module (if using Paper review, click Review Papers in left side menu)
  3. Reviewers Tab 
  4. Manage Reviewers
  5. Search for the reviewer whose review you wish to delete
  6. You will see all of their assignments, both complete and incomplete
  7. Click the red X to the right of the Total Score column
  8. This will delete the review assignment, and the review itself


#12 How to View / Remove from the Reviewer Pool?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in the horizontal menu
  5. Select Reviewer Pool
    • This will display a grid of all reviewers
    • Click Downloads button to export a list of Reviewers
    • Click Manage beside an individual's name, to view which track the reviewer is assigned to
    • Click Remove button beside an individual's name to remove the reviewer from the Reviewer Pool

#13 How to view a Reviewer's assignments?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Manage Reviewers
  6. Select the row a Reviewer name appears on to see all of the Reviewer assignments
    • If you wish to view a submitted completed review, click the Complete link for the specific abstract to view.

#14 How to edit the tracks a Reviewer is associated to in the Reviewer Pool?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button
  4. Click Reviewers located in the horizontal menu
  5. Select Reviewer Pool
  6. Click Manage button beside a reviewer Name
  7. Click the checkbox beside a track to ether check or uncheck the association to the track.
  8. Scroll down, click Update button to save changes.
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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.

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