Configuration and publication

Configuration and publication

In this first tutorial, we will guide you through the setup of your call for papers, all the way to the la publicación of your submission form.

Contents of this page:

Creating a new call for papers
The initial configuration
Let the checklist guide you
Preview form, test and… publish!

Creating a new call for papers

You can access the Extracto admin environment by logging into Acceso. Then select Extracto Abstract Handling from the Invitado applications available to you. You can choose an existing call for papers to work on, or start a new one. To start a new one, click the grey circle with the + in the top-right corner of the overview.

The initial configuration

The setup of a new call for papers is done via a form for which you need some details. Based on your target audience, choose the language of the call for papers (Dutch or English). There are also some opciones and tweaks to fine-tune the process. You can always change your selections later in the settings.

Using the configuration form, you provide your call for papers with a title and define the start and end dates (and times) for both the submission phase and the review phase. Based on the title, an alias and URL are generated automatically; you can modify them if you wish.

Emails are sent from the system using extracto@invitado.nl as the sender. You can add two personal email addresses: a reply-to address to receive replies to system emails, and a support address for reviewers to report, for example, a conflict of interest. These can be the same email address. Be sure to check for typos!

You can add your contact details, which will be included in the footer of email communication with submitters and reviewers. There are HTML text fields available for an optional personal touch: a custom message above the submission form and in the confirmation email received by submitters. Advanced users can use available system variables in these messages. The available Twig codes can be accessed via the link below the text field. Good to know: even without the personal touch, the system’s default texts ensure Extracto functions fully.

Other options are explained via hints next to the form fields. Use the Save button to save your data.

Let the checklist guide you

You now enter the checklist. It guides you through the next steps, provides explanations where needed, and helps you keep an overview. You've already completed the first step, but you can always change your settings later. For the Submission phase — the first tab of the checklist — there are still some action points. The number and type are indicated by red badges in the sidebar and checklist tabs. We provide further context for some of these steps in this tutorial.

Theming
Here you can add your own logo and choose colors for the title bar, background, buttons, and clickable links. A color picker is available, but you can also enter an HTML color code, like #ffffff for white. Theming applies to the submission form page and the system emails.

Paper types, Categories, and Fields
A single call for papers can include multiple submission types. You must create at least one. Optionally, you can set a global word and image limit. Alternatively, you can set a word limit per form field.

Each paper type appears in the admin sidebar, with its own categories, fields, and criteria.

• Categories can later be linked to your reviewers’ expertise but must be defined before publication.
• Fields are the content-specific fields in your form. General information such as authors, organizations, and references is requested via standardized fields. You can define the content-related fields yourself. Optional hints help guide submitters’ input. Each field can have a word limit.
• Criteria are important for the review process and can be defined before the review phase begins.

Preview form, test and… publish!

You're almost ready to publish your call for papers. Use the orange VIEW SUBMISSION FORM button in the sidebar to preview and test your submission form. Review the page critically, make changes if needed, and refresh the preview to see the results. Happy with it? Then, in step 6 of the checklist, mark your call for papers as ready for publication. ¡Atención! After this, changes to paper types and fields are limited.

In step 7 of the checklist, you’ll find the URL of your call for papers. You can now share it through your communication channels. Complete the configuration using the orange Mark as published button. Let the submissions roll in!