Automated email notifications
This week we released automated email notifications in support of 3 critical journal workflow engagement points on Aperture's instance of Kotahi. Email notification templates are customised per instance and triggered by user behaviour related to submission or status actions;
- Email is sent to an Author from a Handling Editor when a 'accept', 'revise' or 'reject' decision is submitted.
- Email is sent to an author confirming their manuscript submission was successful.
- Email is sent to a Handling Editor when a Reviewer assigned to a manuscript 'rejects' (declines the invitation) to review.
Templates include field mapping for Manuscript specific data e.g. Author/Handling Editor name, manuscript title, number etc.
Improving the notifications subsystem drives timeously engagement within Kotahi, alerting the right users to specific actions at the right time.
Editorial team-specific Metadata can now be included in a submission form and remain hidden from the author
Aperture would like the Journal Manager to be able to view and edit selective manuscript metadata. In this case, the journal volume (year) and issue (number) need to be captured for registering article DOIs with Crossref when publishing.
In support of this use case, we've added an advanced setting in the form builder allowing system administrators the ability to easily select a yes/no checkbox to 'hide field from author'.
This flexible solution gives the editorial team the ability to include additional metadata to use as required when publishing.
Workflow, Manuscript text and Metadata specific views added to the Control panel
This week we've decoupled the Control panel 'Submission form' and 'Manuscript text' views as follows;
- Workflow; the editorial can send email notifications, assign editors, manage reviewers, capture peer review feedback ('Recommendations' and 'Decisions'), and publish articles.
- Manuscript text; is the Wax word processor used to edit content imported from MS Word.
- Metadata; capturing, displaying or modifying submission form and publishing specific information.
This enhancement will improve the overall user experience and better serve the organization of editor tools added to Kotahi moving forward.
White Paper: Kotahi Current State (15 Sept 2021)
The Kotahi workflow is very configurable and can support very linear, to very concurrent, workflows. In addition, the submission types supported are configurable. These two features together mean that Kotahi can support a wide variety of use cases and workflow models.
This document outlines Kotahi as it is configured for a typical Journal workflow. Please note that this is just one configured pathway and many parts of what you will see in this document are configurable to meet your needs.
Here's the link to the 'White Paper: Kotahi Current State (15 Sept 2021)'; https://coko.foundation/kotahi-current-state/
Reviewer names now visible in the control panel
With a lot of larger projects on the go, this week we released the following enhancement; to easily identify reviewers and access a user profile from the control panel.
In an effort to improve the user experience for the editorial team evaluating peer reviews; a user's ORCID has now been replaced with the user's profile image, name, surname, username and link to the user's profile page. All appearing within the context of the peer review in the control panel.
A reminder that settings to 'hide review' or 'hide reviewer name' are also possible when publishing and sharing peer review feedback with the author.
Manuscript headings tagged on import
This week we improved the import of content into Kotahi.
XSweet handles the conversion on Docx file into an HTML format that the Wax word processor understands. Heading structure (H1 - 6) and tagging will now be retained for all imported manuscripts.
We also neatened up the Wax toolbar by adding a dropdown menu to optimise page real estate.
A lot on the go at the moment, you'll be seeing more updates in the days to come.
Reviewers can view selective manuscript metadata prior to accepting a review
Today we introduced a feature offering reviewers the opportunity to view selective manuscript metadata prior to accepting a request to conduct a peer review. This 'pre-review' step gives the reviewer insight into the subject matter and their suitability to provide a review.
To include a field on the 'pre-review' page we've added an advanced setting in the form builder allowing system administrators to easily select a yes/no checkbox per form field (element). The manuscript and all submitted metadata are accessible upon accepting a review.
As the Journal Manager, you can now invite multiple reviewers and provide a context for the review.
Adding the 'Include in reviewers' preview' setting to each individual form field is a versatile solution that can be leveraged in a number of other use cases as well.
Email notifications added to control panel
This week we introduced the ability to send customized email notifications from the control panel.
The Biophysics-Colab team wanted to reach out to authors notifying them that an article they have published is being considered for peer review. In support of this request, the notification subsystem will store email templates, offering editors/system administrators the option to select an email notification template and designate a receiver.
If the user is not yet registered in the system an email containing a special link (token) will pair the new user with the manuscript upon log in to Kotahi. Notifications sent from the system will be recorded and displayed as log entries in the control panel 'Editorial discussion' chat window.
Again, we've designed this solution to be as flexible as possible to suit as many of our current use cases as possible.
Form builder enhanced to support manuscript table filtering
We added dropdown filtering to the manuscripts view this week. Here's a bit more information on how we used Kotahi's form builder to implement the solution.
The form builder captures all imported or submitted manuscript metadata, author submission and peer review contribution.
The form builder is accessed by clicking on the Forms link in the menu. Form fields are highly configurable. Here's an example; we recently added DOI validation as an advanced settings option in support of eLife's evaluation workflow.
The form builder also integrates with Wax, Coko's premium web-based word processor. Text captured in form fields can be formatted and styled with the HTML retained for publishing purposes.
This week on the NCRC instance we've enhanced the form builder in support of triage making the ‘Topic’, ‘Status’ and ‘Label’ form fields accessible as dropdown menus on the Manuscripts page. This allows editors to easily filter and sort the imported article list for review, or locate articles by state that require action.
Here are a few other features we added in support of triage;
-API integration; articles can be imported from bioRxiv (medRxiv), Pubmed and soon EuropePMC.
-Manuscripts page; clicking on 'select' assigns a label.
-Manuscripts page; selecting 'bulk delete' allows editors to easily remove articles from the Manuscripts list. These articles although deleted, still remain in the database.
In NCRC's existing system; importing, filtering, sorting and selecting articles was a major time-waster for the team. Kotahi not only solved this problem but using the form builder, the solution is robust enough to support future use cases as well.
Aperture is joining the Kotahi community!
We are happy to announce that Aperture is joining the Kotahi community!
Today we are very happy to announce that Aperture – An Open Publishing Platform of the Organization for Human Brain Mapping – is joining the Kotahi community.
Aperture is an open-access peer-reviewed online publishing platform powered by the Organization for Human Brain Mapping to share and promote research beyond the traditional PDF and enhance, innovate, and advance neuroscience. Aperture publishes articles (research reports and reviews) and other research objects, including tutorials, workshops, processing pipelines, software, simulations, computational notebooks, and datasets.
We have known the Aperture folks for many years and we are very happy that they are joining the Kotahi community and have chosen Kotahi for their publishing platform.
Kotahi is a community as much as it is a publishing platform, and we welcome the kind people at Aperture to this growing community. The community drives Kotahi and we look forward to the new ideas and energy Aperture brings to the table.
Stay tuned for more updates!
New news page
This page added to Kotahi today. More news to come!