File Designations

Specify which files authors can submit to the publication.

Before you begin

To create or delete file designations, you must have Tenant Super User permissions or higher.

Make sure you have previously configured file designations in ScholarOne Manuscripts.

About this task

The Author Response file designation cannot be edited or removed by following the steps below.
Note: If Final Files are enabled for your platform, changes to file designations are not applied to in-progress submissions.

You can require that submitters provide labels and/or descriptions for the following base file designations:

  • Figure
  • Table
  • Supplementary Material for Review
  • Additional File for Review but not for Publication
  • Supplementary Material Not for Review
  • Embedded Video
  • Embedded Audio
  • Graphical Abstract Image
  • Cover Image
  • Supplementary Zip Bundle

Procedure

  1. Click File Designations on the Edit journal screen.
  2. To create a new file designation from an available base file designation, click Create.
    The fields to edit in order to create a new file designation are displayed underneath the last file designation in the list. Your web browser should automatically scroll down to focus on these fields.
    1. Choose a Base file designation from the dropdown.
      Upon selecting a base file designation, the remaining fields will be filled in automatically. You can edit the values in all the fields except EEO Type, as this value must match the value used by ScholarOne Manuscripts (S1M) or other EEO.
    2. Optionally edit the file designation Display name.
      This is the name for the file designation that is displayed to the author. By default, it is the same as the base file designation name.
      Note: You cannot edit the display name for the following file designations:
      • Main Document
      • Main Document - LaTeX
      • Main Document - LaTeX PDF
      • LaTeX Supplementary File
      • Main Document Track Changes
    3. In the File type restrictions (instruction) field, optionally provide instructions to inform the submitter of the accepted file formats for the current file designation.
      For example, for the Figure file designation, the instructions could be Most image files.
      Note: The file types listed in the Allowed file types area, indicate the accepted file formats for the current file designation. These are not editable. For most file designations, there are no restrictions and any files will be displayed. Alternatively, when there are restrictions, for example for the Main Document, the accepted file formats are displayed, for example doc, docx.
      Any provided file restriction instructions will be displayed for the submitter as in the image below:
    4. Optionally edit the Instruction text (at submission).
      A default description is provided for each base file designation.
    5. Optionally edit the Instruction text (at revision).
      By default, no description is entered in this field and the description displayed for the author is the same as that in the previous field.
    6. Optionally select Require label.
      When this option is selected, submitters are required to provide a label for each file of this type, for example, figures, that they include in their submission.
      In the Label name field, specify the instruction text for this field. The default text is Label.
    7. Optionally select Require description.
      When this option is selected, submitters are required to provide a description for each file of this type, for example, figures, that they include in their submission.
      In the Description name field, specify the instruction text for this field. The default text is Description.
    1. Click Save.
      Note: You cannot add a file designation with the same display name as one that has already been added. If you attempt to do so, an error message will display. For example, if you attempt to add a file designation with the display name Supplementary Material for Review a second time, the following message will display: Error occurred FileDesignation with name Supplementary Material for Review already exists on current version. Click Got it! to close the message popup.
      The file designation is added to the journal.
  3. To reorder the sequence of file designations, click Reorder.
    The list of file designations becomes editable and you can drag and drop items in the desired order
    1. Click Save.
  4. To edit the fields described in the Create step above for an already added question, click Edit.
    The editable fields are displayed underneath the selected question, as opposed to the end of the list when creating a new file designation. As with a new question, your web browser should automatically scroll down to focus on the fields.
    Some fields may not be editable. For example, the display name for Main Document file designations is not editable.
    1. Click Save.
  5. To delete a file designation from the journal, click Delete.
    This deletes the file designation only from the journal, not the pool of available file designations.
    1. To confirm your choice, click Yes, delete.
Note: For LaTeX related file designations, be aware of the following:
  • For LaTeX related file designations to be available, you must first select The main document can be LaTeX in the Basic information tab and click Save changes.
  • If you do not include any LaTeX related file designations in a journal, the journal will revert to a non-LaTeX journal, even if The main document can be LaTeX is selected in the Basic information tab.

  • If you delete any of the LaTex related file designations, you cannot add them again from by clicking Create in the File Designations tab. To add them again, you must go to the Basic information tab, deselect The main document can be LaTeX, click Save changes, then select The main document can be LaTeX and again click Save changes.