Overview of the steps to configure submissions
Here are the steps you need to follow to setup submissions:
Where to setup submissions
This can all be done from the Submission section of the organizer panel:
Authors can submit during the submission period. Submissions can open and close separately for different presentation types. When the form is completed, a confirmation email is sent.
As an organizer you will see every submitted abstract and their form data in the Data section of the organizer panel.
You can update your submission form (add or modify questions) at any time even when submissions have started.
Authors that submit for the first time on Fourwaves receive an email with a link to activate their account, allowing them to sign in and edit their abstract(s).
In addition to the first name, last name and email, the submission form has predefined fields (marked with a lock). We highly recommend you use these fields as many features like publishing abstracts on your site, generating the abstract booklet or performing abstract reviewing online are tied to these fields.
The predefined fields are:
Add additional questions
You can add any number of additional questions in the form just like you would do in the registration form. Please refer to this section for more information.
The predefined field Presentation types is where you can add/edit presentation types. You can add as many as you need by drag and dropping a new type and naming it the way you want. You need a minimum of one for submissions to be activated.
For each type, choose the dates within which authors can submit.
Go to the options tab to define important submission options, described below.
Select if you wish authors to register to the event before submitting. The email address is used to verify if a registration exists.
Multiple submissions per author
Select if you allow authors to submit more than one abstract.
Abstract body length and content
Choose the abstract text limit in words or caracters (enter 0 for no limit).
Choose if you allow authors to insert different elements in their abstract.
Note that tables and lists do not export in the word booklet. Figures might required manuel formatting in the word booklet.
You can edit the confirmation email sent when the submission is completed. You can insert variables which are replaced by the value chosen by the author in the submission form. This allows for example, to provide a summary of the abstract with the title and ID.
If you have the module for abstract reviewing activated, you will be able to configure the review criterias and their options (Submissions -> Review criterias).
You can define the dates within which reviewers are allowed to edit their review form.
You can check Blind reviews, if you wish to hide the list of authors and their affiliations from reviewers.
There are two types of review criterias:
Adding or editing a criteria
You can click to add a new criteria or edit an existing one. Specify the type of criteria, the criteria's name and a description that will tell reviewers more precisely what the criteria evaluates.
You can delete an existing criteria and reorder them to change the order in which they are displayed in the review form.