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.
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.
“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Withdrawn: If an end user requests to withdraw a Submission, the status can be changed to “Withdrawn” by an administrator in cAdmin.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.
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.
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.
With our new bulk action feature, you can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously.
With our new bulk action feature, administrators can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously. Updating taxonomy fields in bulk is currently not possible, but a future update will enable you to do so.
To use the bulk action feature: 1. Navigate to the submissions dashboard 2. Select the submissions that you want to update 3. Select the bulk action lightning bolt and choose the extra data field that you want to update 4. Type in the updated data and click “Update”
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.
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.
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
CTI has its own email campaign management system to help organize, manage, and track email campaigns to keep program planning on course. With this update, customers have the option to assign co-authors (i.e., non-primary authors) to email campaign notifications.
CTI has its own email campaign management system to help organize, manage, and track email campaigns to keep program planning on course. With this update, customers have the option to assign co-authors (i.e., non-primary authors) to email campaign notifications. For example,
1) An administrator could assign a campaign to submission primary authors and co-authors 2) Or designate the campaign to only primary authors or only co-authors with the checkboxes shown below (step 6).
To assign an email campaign to primary authors and/or co-authors of submissions: 1. Click the Submissions tab 2. Select all or specific submissions with checkmarks 3. Click the Communicate button 4. Select Campaign 5. Select the email campaign you would like to assign 6. Check whether the campaign goes to the primary author, co-author, or both 7. Click Assign
The same email campaign option for co-authors is available under the Reviewers, Sessioners, and Presentations tab dashboards and details pages.
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.
Find either the session # or session title on the session dashboard. On the submissions dashboard, make sure the session title or session # column is visible and then do an advanced search of either to find all presentations scheduled for that session. Click to “Select all” and then “Communicate via Campaign.”
To add presentation roles/submissions to a campaign, click on the 3 dots icon and select “By Control Numbers.” This allows you to paste in a list of control numbers (up to 500 at a time) that you can then add to a campaign. After pasting in control numbers, click “Communicate” icon and select “via Campaign.”
To edit author information, change the order of authors listed or change who the presenting author will be, click on a submission, then click on “Add/Edit Author” in the Author Block.
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.
When searching people/records, you can “pin” one or more search results to save it as you continue to search. Click on the person/record and click the pin icon to “pin” that record. To “un-pin,” simply click the pin icon again (and be sure to also remove any other filters in place when done searching).
On the dashboard, the information listed (People, Sessions, Reviewers, etc) can be searched/sorted by clicking on any of the chart segments. Simply click the part that corresponds with the information needed and the data will be sorted by that chart part. To view all data again, click “X” to remove that search filter.
To find submissions by Control #, type search criteria in search bar and hit enter. Toggle the Advanced Search button to “On” for advanced search criteria. Hit enter after typing in search criteria. When search is complete, click “X” to remove search filters in place.
To find submissions by Control #, type search criteria in search bar and hit enter. Toggle the Advanced Search button to “On” for advanced search criteria. Hit enter after typing in search criteria. When search is complete, click “X” to remove search filters in place.
Click on Actions gear to see list of column options. To hide/show a column, click on column name to remove/add highlight. To move a column, click on column name and drag and drop in preferred position.
Click on the gear icon to “Show/Hide Charts.” The available charts will appear in a drop down. The highlighted charts are the ones currently displayed in dashboard. Click on a highlighted chart(s) to “hide” and close drop down box. Dashboard will automatically update to reflect changes made.
Click on the line items icon on the far right of the screen to switch from chart view to statistics view. The dashboard will now switch to statistics view. To hide statistics, click on the charts icon.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “System Email.” Write and send email.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “System Email.” Write and send email.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Campaign.” Choose a campaign and assign.
Use search box to find individuals, if necessary. Click to select name(s) then click “Communicate” icon and select “Campaign.” Choose a campaign and assign.
Use search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Reviewer.” Choose a role or activity and assign the Reviewer.
1. Assigning Submissions to Reviewers
Before the review process can begin, you’ll need to assign submissions to specific reviewers in cAdmin. Follow these steps to ensure that each submission is reviewed by the appropriate individuals.
Steps to Assign Submissions:
1. Navigate to the Submissions Dashboard in cAdmin. 2. Clear any pre-selected boxes before proceeding. Then, select the submission(s) you want to assign by checking the box(es) on the left. You can either bulk Select All submissions or choose them individually.
3. Assign Reviewers: • Click Assign to… REVIEWER. Filter by name, control number, category, or activity. Select the individual(s) best suited to evaluate the submission. • You may assign one or more reviewers to each submission depending on the review requirements. 4. Confirm Assignment: Once the submissions have been assigned, click “Save” to finalize the assignment.
After assigning submissions, these will appear on the cAdmin Reviewers dashboard, allowing them to access and start the review process. It’s important to ensure that the correct reviewer is assigned based on their expertise or the type of submission (e.g., oral presentation, manuscript, video, etc.).
2. Overview of Submission Assignments
As an administrator, to ensure everything is set up correctly, you can shadow your own or other reviewers’ work to confirm that the submissions assigned in cAdmin are reflected in the Portal.
• Navigate to the Reviewer’s Dashboard to check the assigned submissions. Click the action Access to… -> Portal to verify the changes.
3. Working with the Reviewers Dashboard
The Reviewers dashboard is an essential tool for tracking the progress of submission reviews. It works in tandem with the Submission’s Dashboard, where submission records and controls are displayed.
• Submission dashboard: Displays all submissions and details. • Reviewers dashboard: Displays all reviewer types, grouping similar reviewer controls (e.g., manuscript reviewers, video reviewers, oral poster reviewers).
To view submissions assigned to your reviewers: 1. Use the search feature to find the name or filter by relevant fields. 2. Review the list of assigned submissions. Optionally export this list to share with staff externally.
Columns in the Reviewers dashboard will show: • Number of submissions assigned • Percentage of submissions scored • Progress of each submission review
4. Generating Reports
To export data for yourself or to share with others, the Reviewers dashboard allows you to generate a CSV report. This report can be customized and sorted to suit your needs.
Steps to Export Reviewer Data:
1. Search for reviewer data using filters or search by name. 2. Export: Click the export option in the dashboard. A .csv file will be generated, which can be opened in Excel. 3. GDPR Considerations: Before exporting, you’ll be reminded of any GDPR-sensitive data, such as email addresses and phone numbers, that may be included.
This exported data can be shared with staff who may not have access to cAdmin but still need to review the submission progress in real-time.
5. Unassigning Submissions
If any submissions were incorrectly assigned, you can easily unassign them in the Submissions dashboard. 1. Select Submissions: Use the checkboxes to select one or multiple submissions you need to unassign. 2. Unassign: Click Unassign, select the reviewer(s) and click Preview and Continue.
For example, if a reviewer specializes in one area (e.g., brain research) but was mistakenly assigned submissions from another area (e.g., heart research), you can unassign those submissions and reassign them to the correct reviewer.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
Use the search box to find individuals, if necessary. Click to select name(s) then click “Assign” icon and select “Session.” Choose a session and an initial role status. Choose a program status and assign to the session.
