Knowledge Base

Submission Steps


Frequently Asked Questions

#1 How to Create a Submission Step?

Submission Steps define a flow or series of steps that take place before, during and after a submission is made. These steps are defined to occur Once per Conference (completed only once) or Once per Submission (linked to a submission).

If the step is a file upload or is linked to a form in the forms module and data exists, the submission step cannot be removed.

To make the submission step inactive, you will need to set 'Display' = No.

Main Submission Step and Co-Author Steps are system generated and cannot be removed. Note: If your submission does not use Co-Authors, this step will be hidden.

To Create a Submission Step:

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Submission Steps in the horizontal menu
  5. Click Add New Step button
  6. Provide Step Label > this is the label the end user will see on the Front-end
  7. Select Step Type > select from the dropdown list the action to be performed
  8. Select Step Frequency
    • Once per Conference = only has to be completed one time for the duration of the conference
    • Once per Submission = has to be completed for EACH submission
  9. Click Create button

  10. Click Edit beside the step created
  11. Define further settings such as:
    • Required
    • Link to a Related Form > if linking to a form in the Forms module
    • Set the acceptable file type formats (e.g. .doc, .pdf, .ppt etc.)
    • Set Display Only conditions
      • Note: Display only conditions are only applicable for when Step Frequency field is set to per submission; if once per conference then the Submission, then the display if conditions do not apply.
  12. Click Update Step button

    To add a step for the Primary Author to view the Final Status/Reviewer Comments:

    1. Enter a Step Label e.g. View Final Status
    2. For Step Type, select View Submission Status
    3. Set Step Frequency to Once per Submission
    4. Click Create button
    5. Edit the Submission Step
    6. Set Display to Yes
    7. You may set the Display Only To value by selecting one or more items in the list
      NOTE: To highlight more than one option hold the CTRL button then click each item in the list
    8. Click Update Step button

    To add a step for a File to be uploaded:


    #2 How to Edit a Submission Step

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. Click Submission Steps in the horizontal menu
    5. Click Edit beside the step you wish to change, If you do not see the step you want, click View Conference Steps or View Secondary Submissions Steps button(s)
      • Display
        • Yes = Will display this step on the front-end
        • No = Will not display this step on the front-end
      • Allowed File Types = select the acceptable file formats types to allow to be uploaded
      • Required
        • YES = this step will be mandatory
        • No = not mandatory
      • Display only to Session IDs = if applicable, select the relevant sessions where only the submissions scheduled in those sessions will see this step
      • Display Only To Submission Status = if applicable, select the relevant Statuses that should see this step
        • NOTE: If you do not see this attribute, you must define your Final Statuses first.
      • Display only to Value IDS = if applicable, select the relevant submission form responses that will see this step
    6. Click Update Step to apply changes

    #3 How do I add an Upload Paper / File / Presentation Submission Step

    To add a step to Upload a Presentation File:

    1. Enter Step Label e.g. Presentation Upload
    2. Select Step Type
      • Powerpoint File = Presentation file
      • Draft Paper File = Draft paper version
      • Final Paper File = Final paper version
      • Additional File Upload = for uploading a document
    3. Select Step Frequency for Users
      • Once Per Submission = linked to each submission
      • Once Per Conference = linked to an individual
    4. Click Create button
    5. Click Edit beside the newly created step
      • Set Display = Yes
      • Select the acceptable file formats (Use CTRL/COMMAND-Click to select multiple options)
      • Select Display only restrictions, if applicable
      • Set the Required field, if applicable
      • Click Update Step button

    #4 How do I enable the Primary Author to View Disclosure Status of Co-Authors

    1. Enter Step Label e.g. View Disclosures
    2. Select Step Type = View Form Details (Secondary Step)
    3. Select Step Frequency = Once per Submission
    4. Click Edit button beside the newly created step
    5. Select the Form to link to from the forms module e.g. Speaker Disclosure
    6. Click Update Step button

    When the Primary Author logs into the submission site, they will see a View Disclosures button and will be able to view the incomplete/complete status of the disclosures related to all authors for that submission.


    #5 How do I change the order of the Submission Steps?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. Click Submission Steps in the horizontal menu
    5. Click and drag the icon resembling 3 horizontal bars (located on the far left side) for the menu item to move and drag it to its new placement in the list.

    #6 How do I add a disclosure form or a related form to the speaker submission?

    You must use the form module to create your form.

    If you form is already created but you do not see the form as an option to be attached as a step, then go back to the admin dashboard and edit the form settings.

    Specifically for a form to be able to be tied to a submission step the form must:

    1. Be related to a conference
    2. Be assigned a 'Who Is Responsible' value

    Both of these are edited on the form settings screen in the form module.


    #7 How to enable or disable a submission step for co-authors?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Settings button
    4. Click Submission Steps in the horizontal menu
    5. Click Edit beside the step you wish to change
    6. Set Display to Co-Authors to:
      • Yes = enable the submission step for Co-Authors
      • No = disable the submission step for Co-Authors
    7. Click Update Step to save changes
    Overview

    Submission Steps are equivalent to the process workflow of a submission when it is submitted in your system.

    You may define many submission steps, the order of the steps and what information to collect in each step. As well you may define a step as mandatory so the step must be completed before an individual may go to the next step.

    An example of Submission Steps are:

    1. Update Profile
    2. Main Submission
    3. Add Co-Authors
    4. Disclosure Form
    5. View Abstract Status
    6. Upload Presentation

    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.

    API Documentation

    Trusted Commerce

    We are PCI Compliant