Tutorial for Reviewers

Version 7.2 – 11/2009

Copyright © 2009, Aries Systems Corporation

This document is the confidential and proprietary information of Aries Systems Corporation, and may not be disseminated or
copied without the express written permission of Aries Systems Corporation. The information contained in this document is
tentative, and is provided solely for planning purposes of the recipient. The features described for this software release are likely
to change before the release design and content are finalized. Aries Systems Corporation assumes no liability or responsibility for
decisions made by third parties based upon the contents of this document, and shall in no way be bound to performance therefore.
Editorial Manager is a registered trademark and the property of Aries Systems Corporation.
Reviewer Tutorial
Reviewer Software Requirements

Reviewer Login Overview

Registering with EM
Duplicate Registration check
Possible Outcome of Duplicate User Test
Registration Process
Custom Registration Questions
Multiple E-mail Address Request

Logging In

Changing a password

Entering Unavailable Dates

New Reviewer Invitations

Accepting / Declining a Review Invitation
Deep Links

Submitting a review

Reviewer Attachments
Uploading Files as Part of a Review (Reviewer Attachments)

Authors Respond to Reviewers

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 2

Reviewer Tutorial
Reviewer Software Requirements
Reviewers using Editorial Manager must have Adobe Acrobat Reader (a PDF reader) installed on their systems. If
needed, Acrobat Reader can be downloaded at the following address:

http://www.adobe.com/products/acrobat/readstep2.html

Difficulties with installing or using this Acrobat Reader should be reported to the publication’s IT department for
assistance. Adobe also offers a help database for the free Reader at this address:

http://www.adobe.com/support/products/acrreader.html

For general Software and Hardware requirements when using EM, please use the following link:

http://www.editorialmanager.com/homepage/homefaq10.html

A pop-up alert box is displayed if a user accesses the system with an unsupported browser.

Reviewer Login Overview

When an Editor invites a Reviewer to review a submission, and the Reviewer is not already registered in the
Publication’s EM site, the Editor is given the option to ‘Proxy Register’ the new user.. The Editor must supply the
minimum information of ‘First Name’, ‘Last Name’, ‘E-mail Address’ and ‘Country.’ If a user has been proxy
registered, he or she may receive an e-mail detailing this username and password. Users may also receive an e-mail
invitation to review a paper. The e-mail will usually contain links that point to the Publication’s site and to the
paper that the Reviewer has been invited to review. Reviewers may choose to ‘Accept’ or ‘Decline’ the invitation.

If the Publication Office has registered for a Reviewer, the first time the user logs in to the system, he or she will be
prompted to enter more information.

Registering with EM
The ‘Register’ option is found in the main toolbar for a Publication’s EM site. New users simply click on
‘REGISTER’.

The following screen will be displayed:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 3

A new user must fill in the Required Pre-Registration information and click ‘Continue >>’ when finished. There
will then be a ‘Duplicate Registration Check’.

Duplicate Registration check

EM will check whether the new user has already registered on the site once First Name, Last Name and E-mail
Address have been entered. The user clicks on the button labeled ‘Continue’. This will execute a search of the
database for a duplicate record.

Note: It is important that a new user enters his or her name exactly as he or she is known. It is not unusual
for variations of spelling to cause duplicate entries into the database.

Possible Outcome of Duplicate User Test

If a match is found (i.e., the presence of duplicates), the user cannot proceed with the Registration process at this
time. EM gives the user the option of receiving an e-mail containing the Username and Password to the e-mail
address already in the system.

If a user may already be registered, he or she should click on ‘Yes.’ If he or she is certain that he/she is not already
registered, then he/she should click on ‘No’. The system will now present the user with the registration page, where
the First Name, Last Name, or E-mail address may be changed.

If no matches are found (i.e., no duplicates), then the user will proceed to the second step in the Registration process.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 4

Registration Process
The following screens will be displayed:

Note: Information fields marked with asterisks (*) cannot be left empty.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 5

Some Publications may elect to have a Reviewer Role automatically assigned when new users register for EM. If
this feature is enabled, all new user registrants will automatically be assigned to the Reviewer Role designated by
the Publication.

If the Publication does not use this feature, and a new user would like the Editorial Office to know that he or she is
available as a Reviewer, he or she can set the Option “Available as a Reviewer?” to ‘Yes’. This means that when an
Editor is searching for Reviewers, this user’s name will appear in a list of possible Reviewers. However, a new
registrant simply stating that he or she is available to review does not assign a ‘Reviewer’ role. The Editorial Office
must then designate the user as a Reviewer in the EM System.

If the Publication is using classifications, the Reviewer may also select personal classifications from the predefined
list. This will give the Editorial Office the ability to match personal areas of expertise to manuscripts with the same
classifications.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 6

The user clicks on ‘Select Personal Classifications’ to access the screen to enter areas of expertise.

Note: If the Editorial Office has set up classifications as a required field, users must select areas of expertise from
this predefined list.

The predefined list can be expanded or collapsed by clicking the [+] or [-] checkboxes. To select, check the
appropriate classification, and click on the ‘Select’ button. The number of Personal Classifications allowed is
determined by the Publication. When the appropriate areas of expertise have been selected, click on the ‘Submit´
button on the bottom of the page.

If the Publication is using Personal Keywords, users may enter free-form Keywords that identify areas of expertise
not included in the predefined Personal Classifications list.

Note: If the Editorial Office has set up Personal Keywords as a requirement, users must enter the minimum number
of Keywords indicated.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 7

Click on ‘Edit Personal Keywords’ to enter free-form areas of expertise. To add a new Keyword, simply type the
Keyword(s) into the ‘New Keyword’ field and click on ‘Add’. Click on ‘Close’ when all Personal Keywords have
been entered.

A preferred username must be entered at the bottom of the form. Failure to enter a username or any other required
information for registration will result in the display of the following warning:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 8

Note: Users must remember this username in order to access the Publication’s EM System

When all information has been provided, click the ‘Continue >>’ button at the bottom to proceed.

A ‘Registration Confirmation’ page will appear, allowing users to ensure that the correct information has been
entered.

If all fields are correct, click on ‘Continue >>’.The registration process is now complete, and the user may close the
browser to check e-mail for the password that has been sent by the system.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 9

Custom Registration Questions

If the Publication has opted to require that users respond to registration questions, the following step will appear
before the registration process can be completed. A box with an asterisk next to it indicates required information.

The questions are completely configurable by the Editorial Office. Once the necessary information has been
provided, click on the Continue button to proceed.

Multiple E-mail Address Request

Users are strongly urged to enter a second e-mail address. If, for some reason, the system e-mails get caught in a
SPAM filter for one e-mail address, users will receive the message at a secondary e-mail address from a different
service provider (e.g. Yahoo, AOL, etc.).

The ‘Read more’ link displays this warning:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 10

Logging In
Once a user has received a notification e-mail from EM containing the username and password, he or she can login
and begin to use the system.

Go to the Publication’s EM website. A set of menu options are available from the main navigation menu at the top
of the screen. Click on ‘LOGIN’ as shown below:

The Editorial Manager Login screen (see below) will be displayed. The Reviewer enters a username and password
in the appropriate fields. If asked to review a paper, the user should click on the tab labeled ‘Reviewer Login’.
This will display the ‘Reviewer Main Menu’, which will contain a list of functions that the Reviewer role has been
given permission to perform on the system.

Within EM there are ‘ROLE’ families to which users belong. Each role is given a set of permissions and a user can
have multiple roles on the Publication. When a user is first registered they will, by default, belong to the
‘AUTHOR’ family. If asked to review a paper, the Reviewer then clicks on the button labeled ‘Reviewer Login’.
However, if at any time in the future, a Reviewer would like to submit a paper to the Publication, he or she would
need to click on the button labeled ‘Author Login’.

Once successfully logged in, the Reviewer will be brought to the Main Menu, which will display any New Reviewer
Invitations, Pending or Completed assignments – these links are also referred to as ‘Folders’. The number of
assignments within each folder will be displayed by the side of the entry.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 11

Changing a password
Passwords may be changed at any time, but the user must first be logged in to the system. From the main navigation
menu at the top of the screen (see below) the user will click ‘UPDATE MY INFORMATION’:

The ‘Update My Information’ page dialog boxes will be displayed (see below):

The user will then be redirected to the Reviewer Registration screens where he or she may look at all of the
information currently available to the Publication, and may update fields as appropriate.

Once changes have been made, the user clicks on the button labeled ‘Submit’. EM will check to see if all of the
required fields have been completed – if not, the following warning will be displayed:

The user may return to the information pages (click on the ‘<< Previous Page’ button), or can simply click on the
button labeled ‘Continue >>’.

Entering Unavailable Dates

EM allows users to enter “Unavailable Dates” from the Additional Information section of the Update My
Information page. These unavailable dates can then be taken into account when Editors invite Authors to submit
manuscripts.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 12

Reviewers enter dates for which they are not available, and provide a short reason for their unavailability.
Reviewers can also enter up to three potential substitutes.

New Reviewer Invitations

When invited to review a manuscript, the Reviewer will need to indicate whether the invitation will be accepted or
declined. From the Reviewer Main Menu, click ‘New Reviewer Invitations’ to go to a list of reviewer invitations
that have yet to be accepted or declined:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 13

Users may receive the text of the abstract in an initial e-mail invitation to review. Depending upon how the Editorial
Office has configured the invitation process, he or she may also have access to download the manuscript before
agreeing to review.

Accepting / Declining a Review Invitation

By clicking ‘Agree to Review’, the submission will move from the ‘New Reviewer Invitations’ folder and to the
‘Pending Assignments’ folder, where the Reviewer can begin the review process. Reviewers will also be given
confirmation that an invitation has been accepted, as follows:

Clicking ‘Decline to Review’ will alert the Editorial Office that the Reviewer will not be reviewing the paper. The
system will ask for the reason why he or she is unable to review and will also ask the Reviewer to suggest other
potential Reviewers.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 14

The Reviewer will also be given confirmation that the invitation has been declined.

Deep Links
Deep Links are hyperlinks that the Editorial Office may include in any e-mail notification that they send or that are
sent as part of the automated invitation element of EM. E-mail deep links are available for the following Reviewer
actions:

• Accept a review invitation - The Reviewer will be able to click on the link to trigger the ‘Agree to
Review’ function. If a Reviewer ‘Agrees’ to do the review assignment in this manner, he or she will
be fully logged in and will be able to access the submission from the Main Menu.
• Decline a review invitation - The Reviewer will be able to click on the link to trigger the ‘Decline to
Review’ function. If a Reviewer ‘Declines’ the review assignment in this manner, he or she will
still be delivered to the ‘Decline to Review’ page, where he/she will be asked to state a reason for
declining the assignment and suggest other qualified Reviewers.
• View Reviewer version of the PDF – This link is available if the Editorial Office configures the
invitation e-mail to include it in the notification to the invited Reviewer. The Reviewer will be able
to click on the hyperlink to download the Reviewer version of the PDF.
• Update Unavailable Dates – This link is available if the Editorial Office includes in the e-mail
correspondence to Reviewers. Clicking the link automatically logs the Reviewer into the system
and brings him or her directly to the ‘Edit Unavailable Dates’ page.

Note: In order for the links in the e-mail to work, a user must NOT be logged into EM. Clicking on the link
will open the user’s default browser and will take him or her to the appropriate screen in EM.

Submitting a review
Once a Reviewer has agreed to a review assignment, he or she can access the manuscript by clicking on ‘Pending
Assignments’ on the Reviewer Main Menu as shown below.

There are several actions that can be performed from this menu:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 15

The Reviewer may download the PDF of the manuscript to the desktop by clicking ‘View Submission’. To print
out a copy of the submission from the PDF file, the users should select the ‘File’ menu in the upper left corner of the
Acrobat window and select ‘Print’.

Reviewers may search online databases, such as MEDLINE, to view articles that may be similar to a particular
manuscript by using Similar Articles in MEDLINE. Clicking this link displays a new browser window featuring the
Knowledge Finder® MEDLINE search engine. Other bibliographic search engines work in a similar fashion.

When ready to submit a review, the Reviewer clicks ‘Submit Recommendation’. This will bring him or her to the
‘Reviewer Recommendation and Comments’ screen.

Reviewers can choose a recommendation term (Accept, Reject, Revise etc.) via the pull-down menu for
‘Recommendation’.

On the ‘Submit Reviewer Recommendation and Comments’ page, the Reviewer Instructions and Review Form text
will be displayed in the comments box.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 16

Reviewer forms are configured by the Editorial Office, but Reviewers will typically be asked to answer Manuscript
Rating Questions on the Submit Reviewer Recommendation and Comments page as shown below. These questions
may appear at the beginning or end of the screen:

The Publication can choose which questions to apply to each Article Type/Reviewer Role combination, and indicate
whether each question is required or optional. If the submission being reviewed is a new, rather than revised
submission, the Publication may also request that an overall rating to the manuscript (1–100) be assigned.

Each Publication provides specific instructions for review of a submission – users can access these instructions by
clicking the button labeled ‘Reviewer Instructions’ at the top of the review fields.

Reviewers may enter comments to the Author and Editor in the fields provided. For convenience, Reviewers may
use a regular word processing program (e.g., Microsoft Word, WordPerfect) when typing a review. Reviewers
should then ‘copy’ and ‘paste’ the comments into the boxes provided. Click the ‘Save & Submit Later’ button to
save comments and continue working. Clicking the ‘Open in New Window’ button at the top right of the data
entry fields will open the field in a new browser window, providing the user with a larger view of the review field.

Clicking ‘Proof & Print’ will open a window containing all of the review information, as a way to make a printout
of the review.

The Reviewer must click ‘Submit Now’ to proceed. This will bring up a screen that allows the Reviewer to
proofread before sending it to the Publication Office. If further edits are needed, click ‘Edit Review’. If satisfied
with the review, click ‘Submit Review to Journal Office’.

Reviewer Attachments
If the Editorial Office has enabled this feature, Reviewers may upload files into the system as part of the ‘Submit
Recommendation’ process. Reviewers may want to upload annotated manuscripts, non-manuscript files such as
images or related materials.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 17

Uploading Files as Part of a Review (Reviewer Attachments)
Reviewers may upload any files that are appropriate to the review. Reviewers can download or remove attachments
prior to submitting a review. Files are uploaded by clicking the button labeled ‘Upload Reviewer Attachments’.

Reviewers may provide a description before attaching any files and can attach single or multiple files to the review.
Each file is listed separately, and the ability to Download and Remove is available for each uploaded file.

Please take note of the following:

• Care should be taken as some attachments may contain information revealing the originator's
identity, including information that appears in a file's 'Properties' (on Windows) and 'Get Info'
(on Macintosh).
• Authors and Reviewers are not sent these attachments via e-mail. The attachments made via the
Reviewers recommendation process can only be accessed via the EM site.
• Reviewer attachments, including edited versions of the attachment, can only be accessed by the
Reviewer who attached the file. This means that Reviewers cannot access other Reviewer’s
attachments.
• This function does not affect the PDF, nor does it add or edit files of the actual submission.

When review files have been uploaded, the Reviewer must click on the button labeled ‘Proceed with
Recommendation’. If changes need to be made, click on the button labeled ‘Back’. If no files have been attached,
the following warning will be displayed:

Click ‘Ok’ to proceed without adding a file or press ‘Cancel’ to go back and attach one.
The Reviewer will be returned to the main ‘Submit Recommendation’ screen. If all required information has been
completed, press the button labeled ‘Proceed’.

A summary screen will be displayed. This information should be checked for accuracy and edited if necessary. If
all of the information is correct, click on the button labeled ‘Submit Review to Journal Office’.

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 18

The Reviewer is given a final opportunity to check the recommendation – click on OK to proceed or Cancel to make
further changes.

Once the review has been successfully submitted, the Reviewer will receive a screen thanking him or her for the
review and will see a button to return to the main menu.

Authors Respond to Reviewers

If the Publication has made this a required or optional step of the process for Author’s submitting Revisions, the
Reviewer will see the following link when logging in to review the revised submission:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 19

Click on the ‘View Reviewer Comments’ link. A pop-up box will appear with a link to the ‘Author’s Response to
the Reviewers’ comments:

When the Reviewer clicks on this link, the Author’s response to all of the reviewer comments will be listed:

Confidential – Subject to change – Copyright © 2009, Aries Systems Corporation - 20