Submission Edit – CTI Meeting Technology knowledge base

Abstract Embargo Best Practices

To safeguard sensitive information, it’s crucial to implement embargoes on abstract bodies. Administrators take a proactive approach to minimize the risk of premature data exposure by advising meetings to embargo ALL abstracts before making acceptance decisions.

I. Setting up Abstract Embargos

To ensure a secure embargo process for abstracts, follow these steps:
1. Navigate to cAdmin Submissions and select “Abstract body embargo.”
2. To ensure all abstracts are found, do not check any boxes and click “CONTINUE.” If you want to narrow down which abstract bodies are embargoed, choose “SELECT ALL” or specific boxes and click “CONTINUE.”
3. At the bottom, set the desired embargo date for all abstracts. If you have specific dates for different abstracts based on activity type or other filtering methods, you may set them up accordingly.

II. Reporting on Abstract Embargos

Under Reports -> Report builder, within the Controls card, click “Create New Report”:
Prioritize the related fields:
• Abstract.ActivityName
• Abstract.ControlNumber
• Abstract.PresentationID
• Abstract.PresentationNumber
• Abstract.EmbargoAbstractRule: Administrator-set time for release
• Abstract.EmbargoAbstractStatus: “0” indicates no embargo, “1” indicates embargo
• Abstract.EmbargoUntil: Time when the abstract will be released
• Presentation.EmbargoContentUntil: Time when the presentation will be released
• Presentation.EmbargoContentRule: Administrator-set time for release
• Session.Type
• Session.Number
• Session.Title
• Session.StartDateTime

Click “Save As” to save the report for later use, and use the “Select Output” box to export the report.

Control Complete Status

Control Complete Status: This asks the question, “Has the submission met all the submission requirements?”

Incomplete: This is the default status when a control is created.

Complete: This status is automatically set when the control meets the submission’s minimum requirements.

Deleted: This status is available for an end user to apply in cSubmit if configured.

Finalized: This serves as the final status if the ‘finalized’ feature is configured in cSubmit and/or cAdmin, similar to the Session Locked status.

Program Status

“Program Status” refers to the current state of a Submission. It indicates whether the Submission has been assigned to a Session and is ready to be included in the program. The following are the defined Program Status options:

Undefined: This is the default status assigned to a Submission when it is initially created in the system.

Accepted: This status is set by the administrator (cAdmin) when a Submission has been accepted for presentation (session assignments finalized).

Withdrawn: If an end user requests to withdraw a Submission, the status can be changed to “Withdrawn” by an administrator in cAdmin. This status is also used for resolving duplicate submission cases, where one of the duplicate submissions is withdrawn.

Rejected: Assigned by an administrator using cAdmin when a Submission is not accepted for presentation (session assignments finalized).

Removed by Staff: Used by administrators in cAdmin to indicate that a Submission should be removed from reporting or other program-related modules.

Copy Control Records to Another Meeting

cAdmin has been updated to include a new feature that allows users to easily clone a control to another meeting within the same association. This feature was previously available in the Classic Admin, and has now been added to the new cAdmin. By including this feature in the new cAdmin, administrator roles can easily copy controls and save time while managing multiple meetings within the same association.

1. To copy records to another meeting, the administrator should hover over Submissions and then select the “Copy records to another meeting” option.

2. The administrator can apply filters based on Completeness, Acceptance, Session Role Status, Session Status, Session Types, and Activity Types. There is an option to Select all or Unselect all. After applying the desired filters, click “Continue”

3. The administrator can either select individual controls or Select All controls. Choose the meeting to which you want to copy the controls at the bottom of the page (shown below). After selecting the target meeting, click “Continue” and check the control records in the meeting selected.

Bulk Action to Change Program Status

On the Submissions Dashboard, administrative users have the option to perform a custom bulk action on the submissions of their choice. This feature allows you to select one or multiple submissions and make a bulk action edit to the Program status using the lightning bolt icon.

To change the Program status, follow these steps:
1. Select the checkbox of the submission(s) you wish to edit. Alternatively, you can select all submissions by clicking the three dots over the boxes and the “Select all”
2. Click on the “Lightning bolt” icon located at the top-right of the list
3. Select the “Program status” option
4. Choose the new Program status you would like to apply to all the selected submissions from the drop-down list
5. Finally, click the “Verify Change” button to apply the new program status to all selected submissions.

Co-Author Access Setting

Maybe you want to restrict access to content. We’ve added a setting to control whether co-authors can view Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

We’ve added a setting to control whether co-authors can view or edit Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

1. Go to Settings -> Workflow applications -> cPortal -> click the Presentation tab
2. Check ON to give all co-authors permission to View, Add/Edit, or both presentations on the Portal

Author Search Lookup Setup for Submissions

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people. View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people.

View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

Edit Author Information

To edit an author’s contact information, click on “Add/Edit Author” link in Author block. Then hover over the “Actions” column to the far right of that author’s name to view icons of available options. Click pencil icon to edit. Click “Save Author” when completed.

Add Keywords

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On the submission details page, scroll down to the “Keyword(s)” data field and click “Add/Edit Keywords(s).” From there, you can edit/add up to 5 keywords from a drop down list. Click the “Save Changes” button when finished.

Add Topics

Edit Details

Click on name of submission to edit. On the next screen, click on “Add/Edit” link for each section (TRACK, TOPIC, PRESENTATION PREFERENCE, etc.) to edit that information. Click the “Save” icon in the top right corner of each screen to save changes.

Hide/Show Details

Click on a submission. On the top right side of each data section, click the caret-down icon (˅) to hide the details of that section. When details are hidden, the icon will then point to the left. To show details again, click ˂ icon to expand that section.