Adding a new user is a process accessed from the Admin Tools section of the dashboard.
In each of the following sections, completed the fields listed below.
TIP: Always search for the user before adding a new user to avoid creating duplicate accounts.
TIP: Where a user prefers to use a personal email address as their primary contact email, enter their institutional/organisation email address as their secondary email address where possible
The User ID defaults to the primary email address. An email with a temporary password is sent to the user when you finish adding the account.
You can edit a user's account to update or change any of the account information. First, perform a user search in order to display their account. Click the Edit button on Search Results to view account screens. Move through the editable pages and click Save when you have completed your changes.
We encourage editors and reviewers to use the unbailable dates function to prevent assignments during certain periods.
Use the Soft End Date and Hard End Date fields to inactivate a user’s role. You cannot remove a user role by deselecting the checkbox next to the role. Instead, use the Start Date and Soft End Date and Hard End Date fields to inactivate the role by calendar date.
When a Soft End Date is entered for a role, the user will have the privileges of that role only for papers they were already working on, but will not be able to be assigned any new papers under that role. This function is particularly useful for editors who will be leaving their role, but, need to complete work on manuscripts assigned during their tenure.
When the Hard End Date passes, the user will no longer have privileges for that role. If a journal is using the feature to automatically assign the editorial staff member who worked on a manuscript to later revisions, those revisions may be automatically assigned to them during the period between the Soft End Date and Hard End Date, even though they would not otherwise receive new assignments during that period.
You can designate a Reviewer as "Excluded" on their User Permissions & Roles page. When you designate a Reviewer Status of Excluded:
TIP: If a reviewer asks to be ‘removed’ from the system, we recommend excluding them as a reviewer instead, as this prevents them having an account re-created and invited in the future. It is important that you notify the reviewer of this and give them the option to have their account deleted if they still wish.
You should routinely check for duplicate user accounts. Duplicate accounts can prevent user from logging in, from getting their password when using the Password Help function, from locating a manuscript for review, and even from locating a manuscript that has received a decision. Thus, it benefits the journal to keep these duplicates to a minimum.
Multiple accounts can result from a user who has been entered into the system more than once, from Editors adding Reviewers "on-the-fly", from authors adding co-authors, and from users creating a second account. To correct such multiple accounts the solution is to merge them.
Merging cannot be undone and should be done with caution. Before merging any account, it is important that you first consider the following.
There are 2 ways to access the Merge Users page: from the user Search Results page and from the Merge Duplicate Users link located in the Tools section of the Admin dashboard. Instructions for each are detailed below.
If you notice duplicate user accounts when you have performed a user search, you can easily merge duplicate accounts from User Search results.
Both search methods will provide the following results view
Take the following actions:
Account Flag functionality allows to create custom flags within the system to assign to user accounts. These can be used to mark users accounts for any number of practical reasons.
TIP: To view the flag label you just hover over the flag with your cursor.
NOTE: Account flags can’t be configured by Admin. Contact your Publishing Editor to add/edit your journal’s user account flags.