Help files

Elsevier Help Files

How do I create a link to my abstract submission page #

Linking to your conference

The information area of the Event screen lists several links, such as “Author link”. If you click on a link a new window will open, taking you to the Author Link. This can be useful when, for example, you want to test the system setup by submitting a dummy abstract.

Author link: This is a link to the login page for the author submission form. The link is emailed to authors when they register and should also be placed on your conference website.

Referee link: This is a link to the login page for the referee grading form. Only registered users who have been given an access level of “referee” or “committee” (see the Users section of this manual) will be able to use this link.

Committee link: This is a link to the login page for a screen that gives the program chair and senior members of the organizing committee an overview of the submitted abstracts and the referees’ marking. The screen is password protected and users must have an access level of “committee”.

Delegate link – only be visible if you are using delegate registration: This is a link to the login page for the delegate registration form and should also be placed on your conference website.

Conference program link – only be visible if you are using delegate registration: This is a link to the conference program and should also be placed on your conference website once you have completed the conference program.

Draft program document link – only be visible if you are using delegate registration: This is a link to the draft program document where you can download the document and edit it for use as a the conference program.

Template link – only be visible if you are using the file upload option: This is a link to the template that the authors should use to upload their abstracts. If you want to change the template, please email it to support@oxfordabstracts.com stating the name of the conference and we will upload it for you.

How to copy links

1. Select the Event screen

2. Choose a link such as “Author link”

3. Right click on the link and you can then paste it into an email or add it to your conference web site:

4. You will see a message that the link has been copied.

5. Paste the link into a document (typically by using the Edit | Paste command but it will depend on the application into which you are pasting the link).

Note:
We strongly recommend that you direct authors to the abstract submission form by putting the popup link on your conference website. You should not normally send them to your Oxford Abstracts home page.

How do I open and close abstract submission and reviewing #

1.       On the admin Events screen click Settings.

2.       Check or uncheck the Abstract submission box in the User Screens part of the Settings window.

User screens such as the abstract submission form can be switched on when the conference is announced and switched off at an appropriate point prior to the end of the conference. The “User Screens” checkboxes control this feature. Users (authors, referees or delegates) who try to access the screens will be unable to do so if the checkbox is cleared – they will see a message informing them that abstract submission (or refereeing or registration) has now ceased and they will be informed of the conference telephone number in case they have a problem.

3.       Click Save Changes.

 

How to access the administration control panel #

1. Go to your Oxford Abstracts home page at https://yourdomain.conference-services.net.

2. Click on the Administration login link.

3. Enter the administration login details that we have supplied to you.

Note:

Your admin login will usually be your email address but it doesn’t have to be, since the admin system does not need to send you emails. It may be more convenient for you to keep your usual email address for use as an author or referee login – which is a good way of testing the system – and to use your name or a code word for your admin login.

How do I change conference settings including the submission deadline #

The Settings function

This function gives access to several key items of information for authors and delegates. The settings window is divided into three sections: Conference information, User screens, and information on how to change the instructions, template and logo.

►                 How to change the deadline and other conference information

1.       On the admin Events screen click Settings.

2. Make changes to any of the following text fields.

Date and venue: this information appears on various user screens, depending on the way in which the system has been customised for your conference.  Administrators can not make changes to the full title or the abbreviated title of the conference.  You will need to email support@oxfordabstracts.com with the change that you require.

Deadline: this is displayed at the top of the first screen that authors see after they have logged in to submit an abstract.  The abstract submission system will not automatically close on the deadline date, you will need to close the system using the administration system.  See How to allow or deny access for details.

Notification: This is the date by which you expect to notify authors of acceptance or rejection. It should be a string of text that can be used to merge into an email template. If you do not yet know the notification date then use the phrase “the selection committee”.

For example, a typical email template may contain a sentence such as the following:

“Your abstract submission will be reviewed shortly and you will be informed by «notification date» whether or not it has been accepted for presentation”.

If the notification text is “April 1” then the email that the author receives will say:

“Your abstract submission will be reviewed shortly and you will be informed by April 1 whether or not it has been accepted for presentation”.

Email: this is the conference’s email address. It is used as the “reply-to” address in all automatic emails that are sent out to authors and delegates.

Phone: this is the contact phone number for queries from authors and delegates and it appears on several user screens.

3.       Click Save Changes.

Creating a draft abstract book from uploaded files #

If you are using the file upload method to collect abstracts whereby the authors attach a word file to their submission, Oxford Abstracts will prepare your abstracts for printing or online display.  You will need to purchase the abstract processing add-on.  PLEASE NOTE THAT THERE IS A 48 HOUR TURNAROUND ON THE PREPARATION OF AN ABSTRACT BOOK.

With the file upload method, our software “reads” the author’s uploaded abstract file and extracts the title and the body of the abstract. It merges information from our database such as the abstract number and the authors names and affiliations. We assemble the abstracts into files of oral presentations, posters and so on, one abstract per page.


We do not proof read the abstracts and we do not correct author errors such as misspellings, excessive line breaks, capitalization, unusual fonts, etc. You should allow adequate time for checking and editing the abstracts.

 

Before we can process the abstracts you must:

  1. Check that every accepted abstract uses the template.  If authors have not used the template we will insert the abstract title, authors and affiliations and leave the rest of the page blank.  You will have to copy and paste the abstract into the correct position. 
  2. Mark the abstracts as accepted and enter presentation types and programme numbers if appropriate

 

Checking the abstracts

In order for our software to read and process the abstract files they must all use the template. Sometimes authors do not use the template, even when they check the box on the submission form to say that they have done so.

If you find that an abstract submission is not a Word document – for example, PDF, does not use the template, uses the template but a substantial amount of text is outside the template, or the file is damaged  you can:

  1. Ask the author to resubmit the abstract using the template.

  2. Reject the abstract

  3. Correct the abstract by copying it into a blank template and upload them back into the system – click on the abstract title in the Abstracts screen, go to the abstract or file upload question and browse for the changed file then click “Save”.

  4. If there are a large number of these files you can send them to us for bulk uploading but you must send them all at the same time in a zip file and each revised abstract must use exactly the same file name as the original.

 

Marking the abstracts for printing

Use the Codes function on the Abstracts screen to mark up the abstracts. Every abstract that is to be printed must be marked as accepted – the only exception is if all abstracts are to be printed.

If you aren’t using programme numbers we can put the abstract serial number into each abstract instead.
 

Preparing the author index

There are several indexes available from the Reports screen which can be used in the abstract book. You will probably want the one titled “Author index”.

These indexes are built from the author information entered on the submission form so they may contain misspellings, inconsistent punctuation and inconsistent capitalisation.

Some authors may appear in more than one submission so the indexing software combines the records of authors with closely similar names. It may not be able to do this where the submitter has entered the names in a significantly different way for each abstract – for example A. A. Einstein on one abstract and Albert A. Einstein on another.

Copy or save the index and make final edits before sending it to the printer.

 

Proof reading and final editing

There are a number of common problems that you should look out for when checking and editing the abstracts:

  • misspellings
  • inconsistent punctuation in author names
  • inconsistent capitalisation in titles and author names and affiliations
  • unnecessary line breaks
  • badly laid out tables – for example tables that have been aligned using spaces rather than Word’s table function will no longer align if the font is changed
  • misplaced graphics – some authors will “anchor” an image to a fixed position on the page so when we adjust the page layout the image is no longer in the correct place in the text
  • unusual symbol fonts – some authors will enter special characters using a font that is not available to you or your printer so the symbols will show incorrectly, often as small squares

How do I download the abstract book #

We offer two methods to submit abstracts.   If you are using text only you can down load the draft abstract book directly from the Administration system, see instructions below.  If you are using file upload we will have to process the files for you. 

1.     Go to the Download screen

2.   If you have setup your conference for the direct text input of submissions onto the online form, you will be able to view a draft copy of the abstract book.  Simply click on the relevant abstract set.

2.     If your setup allows the authors to upload abstract files as a word document or to upload supporting files such as biographies, you will be able to click on the words “Submitted files” or the adjacent icon to open a window from which you can select submitted files for download.

3.     On the download window check the boxes alongside the name of each abstract file you wish to download, or use the “Check all” function at the bottom of the window. Then click Download.

4. The system will place these abstracts into a compressed “zip” file before downloading. You will need a copy of a zip program such as WinZip to decompress the download file – you can obtain a free copy from the link on this screen.

What’s the difference between file upload and text only #

Two ways to submit abstracts

1. Text input (included in Standard Conference Pack)
  • Authors type or paste their abstracts directly into a text box or boxes on the submission form
  • Direct input into the submission form with no intermediate steps. Pretty much fool proof
  • The form will accept plain text with styling (bold and italic), superscripts, subscripts, bulleted and numbered lists and symbols. No tables, diagrams or photographs allowed
  • You can impose a word limit. Authors can’t submit the form if they exceed the limit.
  • Instant draft abstract book at any time
2. File upload and processing (processing is an add-on at extra cost)
  • Authors can submit any type of file.  E.g. Word, PDF , PowerPoint. LaTeX.   They upload the abstract via the submission form
  • If you want us to process the files into an abstract book, authors must prepare their abstracts using a Word template.
  • Authors can put anything into the template including formulae, diagrams, tables and special symbols. Essential if they need to include formulae for example
  • The files are processed by Oxford Abstracts and a draft abstract book is prepared and delivered as a Word file. Process turnaround is 48 hours.
  • Standard layout contains conference code, title (in bold), authors and affiliations linked by superscript numbers and abstract.  The submissions are ordered by conference code number.  There is an additional charge for non-standard layout.
 

What is the difference between a Referee and a Committee member #

Referees

A person must be set up as a Referee on the system by an Administrator.  This can be done by creating a new user on the system or by changing someone from an Author to a Referee.

A Referee can only see abstracts that have been assigned to them by the Administrator.

They can grade the papers that have been assigned to them.

Different Referees can grade the same abstract and have different opinions. The grading is recorded separately for each Referee.

Committee Member

A person must be set up as a Committee Member on the system by an Administrator.  This can be done by creating a new user on the system or by changing someone from an Author or Referee to a Committee Member.

A Committee Member can see all the abstracts and all the grades for all the abstracts.  If you have purchased the Committee Filter module, it is possible to limit the number of categories of abstracts shown to committee members.

A Committee Member can record Accept/Reject decisions and mark the submission for a particular presentation type (e.g. Oral, Poster).  This decision is recorded for the whole committee.  It is a collective decision and individual committee members cannot make separate decisions.  The ability for Committee Members to record decisions for abstracts can be disabled on request.  If this is done then the Administrator will record the committee decisions on the system.

A Committee Member can act as a Referee if they use the Referee logon url and they have abstracts assigned to them.

For details on how to set up Users on the system, see User Screen Overview

How to open a downloaded Excel file #

There are two options to successfully opening a downloaded Excel file.

  1. Setup your Oxford Abstracts account home page as a trusted site – you will only need to do this once.  You may need help from your IT department to do this – see instructions below.
  2. Unlock each downloaded Excel file – scroll down for information on how to do this.

Setup your Oxford Abstracts account home page as a trusted site

In Internet Explorer

Click on the cog at the top right of the screen

Select Internet Options

Select the security tab 

Click on Trusted sites

 

Click on the “Sites” button and add your account home page

This will be in the form of

http://clientpage.conference-services.net

In Chrome

Click on the hamburger in the top right of the screen

Select settings

Scroll down to the bottom of the screen and select “Show advanced settings”

Scroll down to Network and click on “Change proxy settings…”

Select the security tab

Click on Trusted sites

Click on the “Sites” button and add your account home page

This will be in the form of

http://clientpage.conference-services.net

Unlock any downloaded Excel files before you can open it on your computer.

Open the Reports screen and select the report that you want to download.

 

Save the file onto your computer

 

Next click on Open folder or go to the folder where you have saved the file.

Right click on the file name and click on Properties and at the bottom of the screen check on the Unblock box and click on OK

 

You can then open the file as normal.  You will get the following warning

Click on the Yes box and the file will open.

If you would like to know why this is necessary you can read an article about it below

Excel refusing to open files

Getting Started #

Overview of the system #

The system has four basic components:

· An abstract submission form

· A review and grading screen

· An overview for program chairs and program committee members

· A control panel for the conference administrator

There is also an optional e-commerce-enabled delegate registration module. This shares the same database as the abstract module so authors need not re-enter their personal information when they register as delegates.

Your Oxford Abstracts “home page”

For your convenience we set up a central access point for all the functions via a “home page” on the web. This is usually located at http://yourdomain.conference-services.net and has links to each of the functions – submission, reviewing, committee screen, administration and (where relevant) delegate registration. If you are running more than one conference, this page will contain links for all of your conferences.

The home page isn’t intended for the general public to visit. We feel that it’s best if authors and delegates go to your own conference site and are then linked through to the appropriate area within the system.

Linking to conference sites

The submission system is integrated with conference websites with a simple link such as “click here for abstract submission”. This will typically launch a popup window showing the abstract system login page, which is hosted by us on your behalf. From the author’s point of view they have remained within the conference website.

The URL of the abstract system login page is normally a sub-domain of one of Oxford Abstracts’ own domains – such ashttp://yourdomain.conference-services.net. It is also possible to set up the link as a sub-domain of the conference domain – for example, http://abstracts.yourdomain.com.

To find out how to obtain the information needed to link the submission system to your conference site, see the Event Screen .

Upgrades

We upgrade the system on a regular basis. Since the software is web based these upgrades are available to you immediately, without the need for any downloads.

Email addresses

The system uses email addresses and passwords to identify users. Email addresses are unique and also provide a means of easily keeping in touch with the user – several functions use email in this way.

 If you see an envelope icon when using the system you can click on it to send an email.

Note:
If there is a problem delivering an automated email to an author – for example, if they have given an incorrect email address – their mail server will probably send you an error message such as a “non-delivery report” or NDR. It will be sent to the conference email address because this is given as the “reply-to” address on all automated emails sent out by the system. The exact nature of the error message and how much useful information it contains is determined by the remote mail server and the specific type of problem encountered.

Administration Control #

All the functions are controlled through the administration control panel, which you can access from your Oxford Abstracts home page. The control panel appears in a popup window. It consists of several screens – these can vary depending on the configuration that you have but will usually include Event, Abstracts, Users, Grading, Download, Reports and Support. These screens are accessed from a menu on the left hand side of the admin control panel. There may be other menu options to give access to screens such as Delegates.

 

Underneath the menu there are usually one or more links that provide functions specific to each screen, such as adding and deleting users or assigning abstracts to reviewers.

The main area of each screen provides information about different aspects of the conference – submitted abstracts, authors, reports and so on. Clicking on items in this area will give you access to more detailed information.

The following sections of this manual explain the administration functions in greater detail, screen by screen.

►     How to access the administration control panel

1.       Go to your Oxford Abstracts home page at http://yourdomain.conference-services.net.

2.       Click on the Administration login link.

3. Enter the administration login details that we have supplied to you.

Note:
Your admin login will usually be your email address but it doesn’t have to be, since the admin system does not need to send you emails. It may be more convenient for you to keep your usual email address for use as an author or referee login – which is a good way of testing the system – and to use your name or a code word for your admin login.

►     How to sort lists

On some screens, such as Abstracts and Users, the main information area shows a list divided into columns. Click on a column header to sort the list by that column.

Event Screen #

Event Screen Overview #

This is the opening screen of the control panel. It gives you an overview of the progress of the conference, access to the links to other parts of the system such as abstract submission, and a Settings function that allows you to switch submission on and off, change the submission deadlines and more.

Managing more than one conference #

The control panel can be used to manage multiple conferences.

The name of the current conference is shown at the top of every admin screen, followed by the name of the screen itself. In the example screenshot shown here you can see “Demo Conference :: Event“, which shows that the conference name is “Demo Conference” and this is the “Event” screen.

►                 How to switch between conferences

If you are using the system to manage more than one meeting they will be shown in a dropdown menu at the top of the main information area in the Event screen. To switch between conferences you should do the following:

1.       Select the Event screen

2. From the dropdown menu at the top of the main information area, select another conference.

3. Wait until the name of the new conference appears in the title area at the top of the screen.

Linking to your conference #

The information area of the Event screen lists several links, such as “Author link”. If you click on a link a new window will open, taking you to the Author Link. This can be useful when, for example, you want to test the system setup by submitting a dummy abstract.

Author link: This is a link to the login page for the author submission form. The link is emailed to authors when they register and should also be placed on your conference website.

Referee link: This is a link to the login page for the referee grading form. Only registered users who have been given an access level of “referee” or “committee” (see the Users section of this manual) will be able to use this link.

Committee link: This is a link to the login page for a screen that gives the program chair and senior members of the organizing committee an overview of the submitted abstracts and the referees’ marking. The screen is password protected and users must have an access level of “committee”.

Delegate link – only be visible if you are using delegate registration: This is a link to the login page for the delegate registration form and should also be placed on your conference website.

Conference program link – only be visible if you are using delegate registration: This is a link to the conference program and should also be placed on your conference website once you have completed the conference program.

Draft program document link – only be visible if you are using delegate registration: This is a link to the draft program document where you can download the document and edit it for use as a the conference program.

Template link – only be visible if you are using the file upload option: This is a link to the template that the authors should use to upload their abstracts. If you want to change the template, please email it to support@oxfordabstracts.com stating the name of the conference and we will upload it for you.

How to copy links

1. Select the Event screen

2. Choose a link such as “Author link”

3. Right click on the link and you can then paste it into an email or add it to your conference web site:

4. You will see a message that the link has been copied.

5. Paste the link into a document (typically by using the Edit | Paste command but it will depend on the application into which you are pasting the link).

Note:
We strongly recommend that you direct authors to the abstract submission form by putting the popup link on your conference website. You should not normally send them to your Oxford Abstracts home page.

The Settings function #

This function gives access to several key items of information for authors and delegates. The settings window is divided into three sections: Conference information, User screens, and information on how to change the instructions, template and logo.

►                 How to change the deadline and other conference information

1.       On the admin Events screen click Settings.

2. Make changes to any of the following text fields.

Date and venue: this information appears on various user screens, depending on the way in which the system has been customised for your conference.  Administrators can not make changes to the full title or the abbreviated title of the conference.  You will need to email support@oxfordabstracts.com with the change that you require.

Deadline: this is displayed at the top of the first screen that authors see after they have logged in to submit an abstract.  The abstract submission system will not automatically close on the deadline date, you will need to close the system using the administration system.  See How to allow or deny access for details.

Notification: This is the date by which you expect to notify authors of acceptance or rejection. It should be a string of text that can be used to merge into an email template. If you do not yet know the notification date then use the phrase “the selection committee”.

For example, a typical email template may contain a sentence such as the following:

“Your abstract submission will be reviewed shortly and you will be informed by «notification date» whether or not it has been accepted for presentation”.

If the notification text is “April 1” then the email that the author receives will say:

“Your abstract submission will be reviewed shortly and you will be informed by April 1 whether or not it has been accepted for presentation”.

Email: this is the conference’s email address. It is used as the “reply-to” address in all automatic emails that are sent out to authors and delegates.

Phone: this is the contact phone number for queries from authors and delegates and it appears on several user screens.

3.       Click Save Changes.

►                 How to allow or deny access to user screens

1.       On the admin Events screen click Settings.

2.       Check or uncheck the Abstract submission box in the User Screens part of the Settings window.

User screens such as the abstract submission form can be switched on when the conference is announced and switched off at an appropriate point prior to the end of the conference. The “User Screens” checkboxes control this feature. Users (authors, referees or delegates) who try to access the screens will be unable to do so if the checkbox is cleared – they will see a message informing them that abstract submission (or refereeing or registration) has now ceased and they will be informed of the conference telephone number in case they have a problem.

3.       Click Save Changes.

►                 How to allow authors to see the referees’ comments and grades

1.       On the admin Events screen click Settings.

2.       Check  the Show reviews box in the User Screens part of the Settings window.  This option will only be available if you have purchased the “Allow authors to see grades and comments” add-on.

WARNING
This will allow authors to see the grades and comments made by the referees.  You must first check the comments made by the referees to ensure that they are suitable for release to the authors.  For details on how to do this see Checking reviewers’ comments.

3.       Click Save Changes.

►                 How to end refereeing (grading / reviewing)

1.       On the admin Events screen click Settings.

2.       Uncheck the Reviewing checkbox on the Settings window.

3.       Click Save Changes.

►                 How to make refereeing blind or not blind

The Blinded checkbox determines whether refereeing is blinded. If it is checked the “Info” button on the referee screen becomes unavailable so the referee is not able to gain access to any information about the submission.

1.       On the admin Events screen click Settings.

2.       To make refereeing blind, check the Blinded checkbox on the Settings window. To un-blind refereeing, clear this checkbox.

3.       Click Save Changes.

Note:
Before beginning blind refereeing you should always check the submitted abstracts to make sure that authors have not included identifying information. Alter the abstracts where necessary and resubmit them to the abstract system.

►                 How to update the abstract template, instructions and logo.

Authors who register to submit abstracts receive a welcome email attached to which are two files: generic submission instructions and an abstract template.

If you want to change the instructions that are emailed to authors please see Customising instructions.

If you want to change the author template you can do so by emailing a revised version to support@oxfordabstracts.com.  We will check the template to make sure that our automatic file processing software can read the template and convert it into an abstract book.

If you want to upload or change the conference logo, please email it to support@oxfordabstracts.com

The List Function and Hiding Conferences #

Login to the client account

 

Click on the Event page. Please be sure that the conference you want to hide is not the one currently visible on screen. In this example, we would like to hide THEMIS 2013.

We need to choose a different event from the dropdown box because the system will not allow hiding events currently visible. 

 

Next, click on Event > List page.

 

Tick off the „Active” box for the old event.

 

Click on Save changes. Click on Done. Refresh the page.

If you check, THEMIS 2013 should be hidden.

  

You cannot see the dropdown list, so THEMIS 2013 is hidden now.

Abstracts Screen #

Abstract Screen Overview #

This screen lists all abstracts that have been submitted to the conference or where the author has begun but not completed the submission process.

From the Abstracts screen you can view abstracts, alter abstract information such as program number or presentation type, and delete unwanted or withdrawn abstracts. Other abstract-related functions can be found elsewhere in the admin control panel:

· The abstract submission screen can be switched on and off by the Event / Settings function

· Abstracts can be bulk-downloaded to your office network from the Download screen

· Abstract grading is controlled from the Grading screen

Click on the column headings in the main information area to sort the abstracts by serial number, program number, presentation type, title or author name.

Abstract numbering

All abstracts are automatically given a four digit serial number starting with 0001 as soon as the submission process is completed. The abstract file is renamed with a conference code and the serial number – for example “demo2005_0001.doc”. Incomplete submissions have a temporary ID code such as [28123]. 

Complete and incomplete submissions

The list of abstracts is divided into two sections: complete and incomplete submissions. The first section shows completed abstract submissions, which are available for reviewing and accepting into the conference program. This section always remains at the top of the information area however the list is sorted.  The second section contains abstract submissions that have not yet been completed.

An abstract submission may be incomplete for several reasons:

· The author has not yet finished entering all the required information on the submission form – i.e. the submission is “work in progress”. After several minutes (sometimes a few hours, or occasionally even a couple of days) the author will complete the form and the abstract will be given a serial number and moved to the completed section at the top of the abstract list.

· The author may have forgotten to complete the submission or may mistakenly believe that the submission is complete. This is an unusual occurrence, but it can sometimes happen if the author has to stop part way through submission or has a technical problem such as a lost internet connection.

· The author decided to abandon the submission process.

· The author was trying out the system and clicked on the abstract submission link, but had no intention of actually submitting an abstract.

►                 How to decide whether an author has accidentally failed to complete a submission

1.       On the admin Reports screen choose the report entitled “Incomplete or abandoned abstracts”.

You may have to wait a few minutes while the report builds.

The report lists all authors who have an incomplete abstract submission. It shows their complete and incomplete submissions so that you can compare them.

2.       Read the report, looking for cases where the author has given an incomplete submission a title and has also uploaded an abstract file.

· If the incomplete submission lacks a title or a file then the author abandoned the submission at an early stage and cannot reasonably believe that the submission was completed. You can ignore the submission.

· If the author subsequently completed the submission of a similar abstract you can ignore the incomplete submission.

· If the submission has a title and a file, and author did not complete the submission of a similar abstract then they may have intended to complete the submission of this one but failed to do so. They might not be aware that the abstract had not been successfully submitted. You should contact the author to confirm their intentions.

   How to edit an abstract submission


1.       On the admin Abstracts screen, locate the abstract on the list in the main information area.

2. Click the abstract on the list to open a window where you can see all the database information that is stored for that abstract.

3.       If you have purchased the module “Allow authors to view edited grades and comments’ there will be two tabs above the main body of the abstract.  Make sure that you have selected Edit submission. If you have not purchased this module, there will not be any tabs.

4. You can alter any item in the scrolling area in the middle of the popup window. You can upload a new abstract file by clicking on the Browse button. If you do not choose an new file the old one will be retained on the system.  You can edit the authors and affiliations but you will not be able to add new ones using the administration system.  If you need to add more authors or affiliations, you will need to log-on as the author and go through the online submission form and use the “Add Affiliation” and the “Add Author” button. 

5.       Click Save to save your changes. If the abstract submission was previously incomplete it will now be marked as complete and given a serial number but a confirmation email will not be sent to the author.

6. If you have not completed all the mandatory questions you will be warned and the submission will not be marked as complete.

►                 How to edit an abstract review

Before you edit the abstract reviews it is a good idea to download a report with the referee comments so that you can see them all in one place.  For example a useful report for this purpose is Grades and comments sorted by paper.

1.       On the admin Abstracts screen, locate the abstract on the list in the main information area.

2. Click the abstract on the list to open a window where you can see all the database information that is stored for that abstract.

3.       There are two tabs above the main body of the abstract.  Make sure that you have selected Edit reviews.

4. You can alter any item in the scrolling area in the middle of the popup window.

5.       Click Save to save your changes.

6.        You can now make the reviews available to the authors.  For more information see How to allow authors to see referees comments and grades

The Codes Function #

The system stores several information fields for each abstract which can be used in building the conference program. These fields appear in downloads and reports.

Abstracts which have been accepted for the program are marked with a tick in the abstract list. (see Abstracts Screen)

► How to accept an abstract for presentation or set program-related information

1.       On the admin Abstracts screen click Codes.

2.       You will see a popup window where the completed abstract submissions are shown in serial number order. There are several data fields – make any changes that you wish and click Save:

 

Code (also known as program number, program code or session code). This is the unique identification that you will give to each abstract that is printed in the abstract book. It will also be used for indexes and online conference program pages.

Presentation – you can choose from Oral, Poster, Workshop and other options. This is where you will record the committee’s final decision on the presentation type – it is not the same as any presentation preference that the author may state when submitting the abstract.
In order to create additional presentation types: Click on the drop down arrow under Presentation and select OTHER and then enter the name of the new Presentation Type. Save the window and the selection will be available for future selections.

Status. Abstracts are automatically flagged as “Pending”. You can change this status to Accepted, Rejected, Rework or Withdrawn.

Notes. This is a free-text field that may be used to record the Committee’s comments or reminders for yourself.

Time. Use this column to assign a presentation time to the individual abstract.  This is a simple text field that will be displayed

next to the abstract title when it is shown on the online conference program. 

Paid. Some conferences require authors to pay a submission fee. This field allows you to manually record fee payment. It is also possible to configure the system to record payments automatically.

! – This is an alert field to indicate that the abstract needs to be checked.  If an abstract is marked as rework then the alert field is automatically checked and can be unchecked by the administrator.  The administrator can check or uncheck the alert field at any time.

Note: Similar functionality is available to committee members and program chairs through their Committee screen. They can set these information fields for individual abstracts rather than for many abstracts at once.

The Markup Function #

You can Markup abstracts as accepted or rejected in bulk without having to mark each one using the Codes function.  First click on the Markup function on the Abstracts screen and select the status that you want to apply in the drop-down box.

 

Once you have selected the status you can input the serial numbers of the abstracts to which you want that status to apply.
TIP: You can organise the abstracts using the All Abstract Data (Excel) report and then copy and paste the blocks of serial numbers into the Markup function.

 

Committee Filter #

This will only be available if you have purchased the Committee Filter module.

Use this module to determine the categories that the committee members will be able to see when they log onto the committee screen.  With a standard setup all the committee members can see all of the abstracts.  This is fine for small to medium sized conferences where there are a few hundred abstracts.  However if you are expecting to receive several thousand abstracts, it is a good idea to use the committee filter.  This allows the conference administrator to filter the categories available to the various committee members. 

Simply click on the Committee function on the Abstract screen.  Then select the committee member from the drop down list and tick the categories that that particular committee member should be able to see. 

Submitting a new abstract #

  How to submit an abstract on behalf of an author

1.       If the author is not yet registered on the system you must first enter them as a new author
For details on how to add a new author please see How to add a user

2.       On the admin Abstracts screen click New.

3.       Choose the author’s email address from the dropdown menu, then click Save.

4.       A new, incomplete abstract submission will be created which you can edit. The abstract will appear at very bottom of the abstract list.  It will be the last of the incomplete submissions.  For details on how to edit the abstract, see “How to edit an abstract submission”.

Delete unwanted abstracts #

1.       On the admin Abstracts screen click Delete.

2. The Delete window lists the number and author of each abstract – completed submissions first, then incomplete submissions.

3.       Choose an abstract from the list and click the Delete button.

4.       You will be given the choice of withdrawing or deleting the abstract. Withdrawing an abstract is the preferred option.  It is verydifficult to to restore a deleted abstract. 

5.        If you select delete you will receive a final warning screen and you will be asked to confirm the deletion.  If you select withdraw you can always go back and retrieve the abstract and the associated data.

Note:
This function will permanently delete an abstract – the system will retain no record of it whatever
Deleted abstracts can not be restored but they can be re-entered as new abstracts provided you have kept a backup record.
The Delete function is useful for removing test submissions prior to going live. You do not need to delete rejected or incomplete submissions because the system’s downloads and reports include the status field, which shows which abstracts have been accepted.

 

Clean up function #

1.     On the admin Abstracts screen click Clean up

2This will delete submissions that do not have a title or an uploaded file. 

 

Symposium Screen #

The symposia screen will only be available if you have purchased the symposium option and it allows you to monitor and edit the symposia submitted to the conference.

 

The ID is a unique number that is allocated to the symposium when it is submitted.  

The other columns show the Title, submitter and the number of abstracts grouped under the symposium. 

Click on the symposium title to see the details of the symposium, see example below.  You can edit the data on this screen if you need to.

You can change the status of the symposium and mark it as Accepted, Rejected, Pending or WIthdrawn. 

 

Use the New and Delete functions to create new symposia or to delete existing ones.

User Screen Overview #

A user can be an author, referee, committee member or administrator.

Author: When users register online they are automatically given the lowest access level – author. You can change this from this screen.

Referee: All users can submit abstracts, but only those with referee level or higher can grade papers.

Committee: Committee level is intended for members of the organising committee. They can see the authors’ submissions and the grades and comments of all the referees.

AdminGives access to all the administration functions. This should be used very sparingly. 

Details window: Click on a user’s name or email address to view an information window, from where you can change any of the user’s details. We strongly recommend that you always enter the user’s full email because it uniquely identifies them and is essential for communicating with them.

New user: This function allows you to create an entry for a user without requiring them to register via the online form. You can enter the essential minimum information for the user – if you want to put in further details you should do this as outlined above.

►                 How to change the access level of an existing user

  1. Go to the admin Users screen and click on the name of the user.
  2. At the bottom of the popup window there is a dropdown menu from which you can select the user’s new access level.
  3. Click Save.

►                 How to add a user (author, referee, committee member or administrator)

  1. Go to the admin Users screen and click New.
  2. Enter basic information about the user, including their access level.
  3. Click Save.

Note that only basic information is recorded by this function. If you also wish to record the user’s address, telephone and other information you should follow the instructions given below in “How to alter user information”.

►                 How to alter a user’s name, address, email and other information

  1. Go to the admin Users screen and click on the name of the user.
  2. Overwrite the entries shown in the popup window with new information.
  3. Click Save.

Grading screen #

Grading Screen Overview #

The main information area shows all referees who have been assigned abstracts. Referees with no assignments are not listed – so the list will at first be blank. The list shows the number of abstracts assigned and those that have so far been graded.

Who can grade abstracts?

Abstracts can be refereed either by referees or committee members. In both cases you must explicitly assign abstracts to them.

The difference between referees and committee members is that committee members also have access to the Committee screen which gives an overview of the entire refereeing process.

Assign Function #

The system allows you to make arbitrary assignments of abstracts for grading. You can have an unlimited number of referees each of whom can be assigned an unlimited number of abstracts.

Note:
Most conference administrators recognize that assigning more than a few dozen abstracts per referee can place a heavy burden on the referee who may therefore be slow and inefficient in carrying out the grading. Moreover, with a very large number of abstracts assigned the referee’s grading screen may be slow to load and require tedious scrolling.

 

►                 How to set up an existing user as a referee

  1. Go to the Users screen.
  2. If the referee is already in the system as an author click on their name.
  3. On the user details popup window change their access level to “Referee” or “Committee”.
  4. Click the Save button to upgrade the user to referee or committee status.
  5. If the referee is not in the system yet, click the New function and enter their details.

 

►                 How to set up a new user as a referee 

                 

  1. Make sure the user is not already registered as an author – if they are, please follow the instructions for setting up an existing user as a referee.
  2. Go to either the Users or the Grading screen.
  3. Click the New function, enter the user’s details and click the Save button.

   How to assign groups of abstracts for grading

1.       On the admin Grading screen click the Assign function.

2. In the Assign popup window, choose the email address of the referee to whom you wish to assign abstracts.

3. On the scrolling list of abstract categories (sometimes known as “themes”) check the ones that you wish to assign. The total number of abstracts currently available in that category is shown in brackets – for example, Cardiology (10).

4. After a few moments the system will report to you how many abstracts were assigned to the referee. If you have tried to assign abstracts that have already been assigned you will receive a message that they were not assigned. It is not possible to assign the same abstract twice to the same referee.

 

Remove Function #

Removing abstract assignments is the reverse process to assigning them, so you should start by reading the notes about how to assign.

1. Decide which abstracts you wish to remove from a referee’s list of assignments. Either choose abstract categories or prepare a list of the abstract serial numbers.

2.       Proceed as for abstract assignment but choose the Remove function instead of Assign.

 

Program screen #

Program Screen Overview #

This screen will only be available if you have purchased the online conference program module.  It will allow you to build the online conference program by sessions and sub-sessions and assign the abstracts to different sub-sessions.  Once you have built the online program we will need to convert the abstracts to pdf format and make them available for the program. 

Click on Program to access the online program building module. 

Structure function #

Click on the Structure function to build the structure of your conference.    The structure of the conference is divided into Major divisions (Days, Concurrent Sessions or Posters) and Minor sessions (Oral sessions, Poster sessions, Other sessions, Coffee, Lunch, Social, Exhibition and Session Divider and Text Blocks).  To build the structure of you conference highlight the division in the left hand box and bring it across to your program structure using the double arrow button between the two boxes. 

Once you have built the structure, click on Save changes.  You will then be able to customise the divisions and assign abstracts to different divisions.  Click on the major division to edit the information associated with the major division.

Click on the minor divisions and fill out the fields that are available and assign abstracts to that division if applicable.  You can only assign abstracts to divisions that are of the type Oral Session, Poster Session or Other Session.

Putting times on the individual abstracts in the program

As well giving the sessions times within the program (see screenshot above), it is also possible to put times on the individual abstracts and these will appear on the online conference program when the users drill down into the detail of the minor sessions that list individual abstracts.  For details on how to put times against the abstracts please see – How to accept an abstract for presentation or set program-related information.  You will need to use the Build Page function after you have put in the times to make them appear on the online conference program.

To give you a feel for where all this data will appear on the online program see the screenshot below

If you click on any of the underlined minor divisions you will be taken to the details for that division.

If you have included a categories question in the author submission form a topic tab will appear at the online program.  When a user clicks on the topic tab the abstracts will be shown grouped by Topic.

Numbering Function #

PLEASE NOTE.  USING THIS FUNCTION WILL OVER-WRITE EXISTING PROGRAMME NUMBERS THAT MAY HAVE BEEN INPUT VIA THE CODES FUNCTION. 

Click on the Numbering function to generate consecutive numbers for the abstracts in the programme.  This function can be very useful if you want to number your abstracts after you have got them all in the correct order.  If you then reorder the abstracts you can rerun the function and so generate correct numbers for the new order.  Fill in a Prefix if you want one and the first number in the series and select the session that you want to number. The numbers for the abstracts will be generated when you click on save.

Build pages function #

Before you can view the program online you will need to Build the pages.  Click on the Build pages function.

If you click on Show program pages after rebuild the online program should pop-up after the pages have been built.  This may not work correctly due to the action of Pop-up blockers.  Simply go to your conference directory page and click on “Online conference programme”. 

Finally let us know you have completed your online structure.  We will tidy the abstracts, add author and affiliation details, program numbers and other information and turn them into PDF files using the same numbering system as the original submissions (e.g. “demo2006_0001.pdf”).  Users will be able to see the pdf version of the abstracts when they click on the abstract title. 

Delegates Screen #

Delegates Screen Overview #

Delegates are stored in the same part of the database as other users such as authors, so it is possible for a person to appear on both the Users screen and the Delegates screen. This also means that a person who has registered as a delegate is automatically registered as an author.

Complete and incomplete registrations

The list in the main information area is divided into complete and incomplete registrations. A registration may be incomplete because:

· The delegate has not yet finished entering data on the online form, or has not yet paid.

· The delegate has decided not to complete the registration process.

· The delegate has been unable to pay – for example, their credit card may have been declined.

Once a day, the system automatically checks all the incomplete registrations. Any that have remained incomplete for more than 24 hours are marked as abandoned. An email is sent to the delegate to advise them that they are not registered for the conference.

 

How payments are recorded

In most cases the delegate module will be linked to an online payment provider such as WorldPay, PayPal or Verisign. The payment provider will notify the system when a payment has been successfully processed.  The registration will be marked as completed and it will appear in the upper half of the list on the Delegates screen.

Delegate registration can be configured for invoice payments. The registration details will be recorded but the entry will be marked as incomplete. When you receive payment you can manually complete the registration as completed by marking the payment as reconciled (see below).

►                 How to view the delegate’s order details

This information is available at several places within the admin system, depending on your requirements.

1.       Go to the Delegates screen and click on the Date, OrderID or Fee for a delegate in the list in the main information area to see information about their order.  This is the easiest way to deal with a straightforward enquiry about an individual delegate, and to print out that delegate’s details.  If you click on the Name you will see the personal details they entered on registration and you can amend that information.

2.       Go to the Download screen and choose either of the Registration Form downloads. This is the best source of information if you wish to perform your own analysis of registration data.

3.       Go to the Reports screen and select a report from the list in the main information area.

►                 How to reconcile delegate payments

        


        

1.       Go to the Delegates screen and click on the Date, OrderID or Fee of a delegate in the list in the main information area.

2.       Compare the registration payment with the payment that has been recorded by your card provider. If you are satisfied, check theChecked box and click Save.

3.       A tick mark will be shown alongside the delegate’s name on the main list. The date and time when the entry was checked will be recorded and will appear in the download that is available on the Download screen.

4. If the registration was previously listed as incomplete it will now be shown as complete and will appear in the upper part of the main list.

5.       The system is design to collect delegate orders and process payment.  Delegate can not change their orders online.  If they need to make any subsequent changes, they will need to contact the conference administrator.  We suggest that you use the delegate registration system alongside an in-office system where you can record change requests.  However, you can record updates on the delegate registration system by putting notes in the notes field and you can amend the amount paid.  You can not amend the original order details. 

6. If delegates have requested to pay by invoice, the status field will show ‘invoice’, the Attention box will be checked and !inv will appear in the column headed !.  When the payment arrives at the conference office you will need to go into the delegate order details and uncheck the Attention box.  That way you will know that the delegate has paid. 

Fees function #

 


Click on the Fees function to open up a new window where you can edit the text for the fee questions, the fee amount, the number of places and whether the fee is for an early or late registration or to be displayed always or never. 

The Early fee deadline is the cut off for early bird registration.  Fees that are marked as Early will be shown up to and including that date. They will then be removed.  Fees that are marked as Late will be shown the day after the early fee deadline.  The cut off is midnight London time. 

Test mode allows you to test the system without running up large credit card bills.  When the Test mode is checked the delegate registration form will be marked as TEST MODE and the system will only charge $1, £1 or €1 depending on which currency it is set for.  Be sure to take the delegate registration form out of TEST MODE before your conference goes live. 

 

Emails Screen #

Emails Screen Overview #

The Emails screen lists all the system emails that are sent out automatically, as well as emails that you can send manually to individual users or groups of users.

System emails are listed on the Emails screen as “automatic” and will be sent by the system when appropriate. For example, the “Completed submission” email is sent when an author completes the entry of an abstract or paper and has answered all mandatory questions.

All other emails must be sent manually using the functions on the Emails screen. Most of these emails are sent to defined groups of users such as authors whose abstracts have been accepted for oral presentation – this will require you to have previously marked up the abstracts using the Codes function on the Abstracts screen.


The Emails screen can only be used to send emails to users who are registered with the system, and who have therefore given their consent to receiving emails relating to the conference. It cannot be used to send emails to third parties.

 

 

Editing an email

To customise an email, click on the list. The Email editor will pop up.

 

You can change the subject and the email body. The list of recipients is pre-programmed.

Each email has several merge fields which will add information from the database when the email is sent and can be used to personalise the emails. You don’t have to use the merge fields if you don’t want to – you can simply delete them from the email body.

To enter a merge field click in the email body where you want the field to be inserted, then select the field from the dropdown menu and insert it by clicking the “+” sign. You cannot add your own merge fields – you must choose from the dropdown menu.

Merge fields cannot be inserted into the email subject line.

Different emails on the system can have different attachments up to a maximum of four attachments:

  • Submission instructions

  • Abstract or paper template

  • The submitted abstract or template

  • Your own document

The email editor will only list the attachments that are appropriate for each particular email – for example the password reminder email has no attachments.

To include an attachment when the email is sent out make sure the attachment’s checkbox is checked.

To include your own document as an attachment first check the “Your own document” box. A “Browse” button will appear. Locate your document on your PC and attach it to the email using the Browse button. Then click Save to upload it to the Oxford Abstracts server. When you send the email the document will be automatically attached.

Note: The email body is restricted to a maximum of 2000 characters – approximately 300 words. You will receive a warning message if you try to save an email which is too long. If you need to send a very long email, such as detailed information for presenters, you should use an attachment.

 

Adding customised instructions to outgoing emails

The standard setup comes with generic instructions that cannot be amended.  You can either remove the instructions or you can add your own to the system and send them out to the authors when they register.  The generic instructions are only sent out when the authors register and so you only have to amend the Author registration email to change the instructions.

Click on the Author registration email and uncheck “Submission instructions”, check “Your own document” and select the instructions that you want to send out when the authors register. 

 

Making sure that emails have been sent

The system will automatically send back any information that it receives if an email should bounce so you will know if an email has not been received.  For some of the emails e.g. Acceptance emails, you may want to be absolutely sure that the email has been sent.  You can do this by selecting the relevant email from the email screen and checking the send me a copy check box (see below).  You will receive a blind carbon copy of the email so you will have proof that the email was sent.  In a very few rare cases, a receiving mail system may not deliver the email to the recipient and not send back an error message so proof of sending and no error report is not necessarily proof of receipt. 

Handling “bounces”

Email is not a totally reliable means of communication. On average up to 1% of messages will fail to be delivered if sent in bulk. There are several reasons for this:

  • The user has registered using an incorrect or misspelled email address

  • The user has changed their email address but not informed the conference administrator

  • There is a significant problem with the user’s email account, such as a full mailbox

  • There is a long-term problem with the user’s email server lasting more than a few days

  • The message has been incorrectly identified as spam – unsolicited “junk” mail

If an email cannot be delivered immediately the email system will continue to try to deliver it for several days before accepting it as a failure.

If an email fails to be delivered you will almost always receive an error message – a “bounce”. The exact nature of the error message depends on the reasons for the failure and sometimes on any error message sent back by the recipient’s mail server to the Oxford Abstracts mail server. Occasionally the recipient’s mail server will accept the message, then fail to deliver it but not inform the Oxford Abstracts server – on these (rare) occasions you will not receive an error message.

If an email is bounced and you can determine why, it may be worth trying to send it again. Failing this you will have to contact the user by phone or post.

 

Avoiding spam filters

Most emails that you send will be examined by a spam filter. These are software programs that examine both the content of the email and its source. They calculate a score for the email based on a large number of criteria and if the score is too high the email will be rejected. You will not always receive a helpful error message – sometimes the only message that the spam filter will return to the Oxford Abstracts mail server is simply “failed”.

There are several steps that you can take to reduce the risk of an email being wrongly identified as spam:

  • Send the message as plain, unformatted text. The Oxford Abstracts system does this automatically.

  • Do not use words or phrases that might make the spam filter think that an unsolicited offer is being made, and avoid exclamation marks. For example a spam email might say “Congratulations, your loan application has been accepted!”, while your email might say “Congratulations, your abstract has been accepted!” – to a software program these may seem identical.

  • Make sure that originating email address – i.e. the conference email address – is a real address and is correctly entered into the system using the Settings function on the Event screen. Some spam filters will check by asking your mail server if your email account really exists.

  • Do not attach zip files to the message. Zip files are often used to send email viruses.

  • Do not attach any programs to the message. Stick to simple documents – Word, Excel, PowerPoint, PDF.

Send one email function #

The Send One function sends one email at a time. The recipient is identified:

  • By matching certain criteria, such as having an abstract marked as Oral and Accepted

  • By an additional piece of information supplied by you, such as an abstract serial number

 

Choose the email from the dropdown list. A box will appear where you must enter the additional information needed to identify the recipient. When you send the email the system will check that this information is in the correct form, for example that it appears to be a correct email address or serial number, and will warn you if it is not.

The function defaults to Test mode which means that a test email will be sent to the conference email address rather than to the correct recipient.

Click Send. You must then confirm that you do intend to send the email. After a few moments the system will report back to you whether the email was correctly sent.

Note: If the Send One function informs you that the email was not sent you have probably tried to send to a recipient who does not match the criteria – e.g. an acceptance email to an author whose abstract is marked as Rejected, or a reminder to an invited speaker who is not yet  registered with the system.

 

Send Many Function #

The Send Many function sends emails to all recipients who match certain criteria, such as having an abstract marked as Oral and Accepted.

Choose the email from the dropdown list. The “Send to:” line will be filled out with a description of the intended recipients.

The function defaults to Test mode, which means that five test messages will be sent to the conference email address rather than to the correct recipients. You should always test each email before you send it out in case you have made a mistake in the wording or the use of merge fields. Clear the “Send test message” checkbox when you are ready to send out the email to all the intended recipients.

Click Send. You must then confirm that you do intend to send the emails.

If you are sending a large number of emails you may have to wait for up to a minute as they are sent. The system will then report back to you how many were sent.

Note: If the Send Many function informs you that no emails were sent you have probably selected an email that does not have any identifiable recipients – e.g. an acceptance email when no abstracts have been marked as Accepted. If this happens you should check carefully that the recipients are clearly identifiable to the system and make any necessary changes before trying again.

 

Signature Function #

To change the signature that appears at the bottom of every email use the Signature function to the left of the screen.

Note: The signature block applies to all the emails and cannot be customised for each email. If you wish to add contact information that is specific to one email you should include it in the body of the email.

Download Screen #

This screen provides access to all the information that has been submitted by authors, referees or delegates in both Access and Excel formats.

The Access database is “normalized”, which means that its structure is as simple as possible so you can construct your own queries or import the data into another system. The Excel spreadsheet has a similar structure and is well suited to building simple lists such as abstract categories or author emails and addresses.

If you require highly specific information, such as a list of abstracts or referee assignments, you may prefer to use one of the ready-made reports that are available on the Reports screen.

►                 How to download abstract files

1.       Go to the Download screen

2.   If you have setup your conference for the direct text input of submissions onto the online form, you will be able to view a draft copy of the abstract book.  Simply click on the relevant abstract set.

2.      If your setup allows the authors to upload abstract files as a word document or to upload supporting files such as biographies, you will be able to click on the words “Submitted files” or the adjacent icon to open a window from which you can select submitted files for download.

3.       On the download window check the boxes alongside the name of each abstract file you wish to download, or use the “Check all” function at the bottom of the window. Then click Download.

4. The system will place these abstracts into a compressed “zip” file before downloading. You will need a copy of a zip program such as WinZip to decompress the download file – you can obtain a free copy from the link on this screen.

 

 

►                 How to download abstract or referee data

1.       Go to the Download screen.

2. Select either the Access download and click to export information from the online database to your PC. Please note that with large conferences there may be a significant delay while the database export file is being prepared for you.

Backing up your data

We make regular backups of the database and files but these are intended for disaster recovery. You should make your own backups – once a week during the early stages of abstract submission and at least daily during the final stages.

►                 How to organise your backups

1. Create a folder on your PC which you will use to store backups

2.       Go to the admin Download screen and choose the Abstract files download.

3. Select all the abstract files and download them as a zip file.

4.       Save the zip file to the backup folder you created on your PC with a filename that indicates the date of the download – for example files-01-07-2005.zip

5.       You should also run and save the reports “All Abstracts data (Excel)”, “Grades and averages (Excel)” and “Grades, averages and comments (Excel).

Reports Screen #

We are aware that the Excel reports are not currently downloading correctly on the latest version of Chrome.  We are working on a fix for this issue.  Please use an alternative browser such as Internet Explorer for the time being.

Reports differ from Downloads in that they are based around pre-prepared database queries and are intended to answer specific questions that commonly arise during abstract submission, refereeing and delegate registration, such as identifying potential authors who have not yet submitted an abstract.

Most of the reports are intended for printing out but some are also compatible with Microsoft Excel.

Indexes and other special reports

Some abstract-related reports are marked with an asterisk. These reports require that you have entered conference program information using the Codes function on the Abstracts screen.

►                 How to build an author index

1.       Go to the admin Reports screen.

2. Choose one of the index reports.

3. You can copy this report into Microsoft Word or Excel for further analysis.

4. Authors are often inconsistent in the way they enter names so you may need to merge entries. For example, J Smith and John Smith will always appear as separate index entries because they are textually different from each other. They may however be the same person – or they may not!

►                 How to analyse reports using Microsoft Excel

Some reports are laid out in a tabular format. These reports have a Copy button – click it to make a copy of the data which you can then paste directly into Microsoft Excel.

►                 How to build web pages with indices

You will need to use the reports in the Web page section of the reports screen.  Scroll down the reports section until you get to the Web pages section.

Web pages


These are standard HTML web pages which can be put on the conference web site. They contain hyperlinks to PDF versions of the abstract or paper files.

Creating the PDFs

  1. First, use the Codes function on the Abstracts screen to mark the abstracts or papers as accepted, choose their presentation type (oral, poster etc) and give a program number if appropriate.
  2. We will tidy the abstracts, add author and affiliation details, program numbers and other information and turn them into PDF files using the same numbering system as the original submissions (e.g. “demo2006_0001.pdf”).
  3. We will send the PDFs back to you ready for uploading to your conference web site.

Building the online index

  1. Create a new folder on the conference web site. This is where you will store the index pages.
  2. Input the url of this folder using the Settings function on the Event screen.
  3. Create a sub-folder named “pdf”. Upload the PDFs into it.
  4. On the Report screen choose an index page such as “Title index”.  These reports will take some time to build depending on the size of your conference.
    When the system has built this page, save it as Web Page html only to your index folder.
  5. Repeat step 4 for each index page.
  6. Finally, create links from your main web page to each of the index pages

Downloading Excel reports #

We are aware that there is a problem with downloading the Excel reports when using Chrome.

We are working on a permanent solution to this.  

Meanwhile there are two workarounds

  1. Use an alternative browser such as Internet Explorer.
  2. Run the Excel report as normal in the Administration System.  The software will save a file into your Downloads folder. 
    Open Excel on your computer and then open the most recent file that was downloaded into your Downloads folder.  You will get a message that the file format and extension do not match and you should click on “Yes”.  The file will now open on your computer.

Multistage Submissions #

Multistage submission is available as an add-on

The system can be set up to deal with multistage submission allowing an author to submit an abstract followed by a paper for review and followed by final paper if required.

Abstract submission:  The system is open to any author who registers on the system to submit an abstract.  Submitted files are automatically named YOURCONF_001.doc in sequential order.

Rework abstract submission:  The system is only open to authors who have had an abstract marked as rework.  Submitted files will overwrite the existing abstract.

Paper submission:  The system is open to any author who registers on the system to submit a paper.  Submitted files are automatically named YOURCONF_001_paper.doc and will not overwrite existing abstracts.  Simply let us know that you wish your conference to be in Paper submission mode.

Final Paper submission:  The system is only open to authors who have had abstracts or paper accepted for the conference.  Submitted files are automatically named YOURCONF_001_paper.doc and will overwrite previously submitted papers.

In order to switch from Abstract or Paper submission to Final Paper submission, follow these steps:

Allow the abstract or paper submission process to run its course.

Once the deadline for abstract or paper submission is past, switch off the abstract submission screen.
For details on how to do this go to <How to allow or deny access to user screens> on the Event screen page.

Next mark all the relevant abstracts as accepted.

1. On the admin Abstracts screen click Codes.

2. You will see a popup window where the completed abstract submissions are shown in serial number order.

There are several data fields – make any changes that you wish and click Save:

Code (also known as program number, program code or session code). This is a unique identification that you give to each abstract. It’s used in the abstract book and for indexes and online conference program pages.

Presentation – choose from Oral, Poster, Workshop and other options. This is the committee’s final decision on the presentation type and not the author’s presentation preference.

Status – new abstracts are automatically flagged as “Pending”. You can change this status to Accepted, Rejected, Rework or Withdrawn.  Authors of abstracts marked as “Accepted” will be able to submit full papers.

Notes – a free-text field that may be used to record the Committee’s comments or reminders for yourself.

Please notify us once you have marked all the relevant papers as accepted and we will switch the form over to final papers.  Authors will be able to log on using their original username and password and submit a final paper.  The original questions will be shown on the form and they can confirm the original answers or make any necessary amendments.  The final papers will not overwrite the original abstract but will overwrite previous papers and will be saved as YOURCONF_001_paper.doc.

When the Final Paper submission is complete, do not forget to switch off the abstract submission screen.

Helping users #

Abstracts Submission #

Each conference has its own look and feel and there are variations in the data that the authors are required to submit with their abstracts.  However the general process will be the same across all conferences.

Authors follow a link on the conference web site, such as “click here to submit an abstract”.  The hyperlink opens a new window that will be running on the Oxford Abstracts web server but will be designed to have the look and feel of the conference web site. 

The author must then either register and create a username and password or log in using the email address and password he or she originally used to register as an author.  A common error is that authors attempt to log in with a username and password for their workplace network. 

 

Once logged into the system, authors will see a screen with instructions on how to submit an abstract and a list of previously submitted abstracts. 

 

The user will be able to use the screens to submit a new abstract or amend an existing abstract.  The questions on the screen will differ between conferences as will the layout of the questions. 

Once you have disabled abstract submission, see “How to allow or deny access to user screens” on page 10, users will receive a message telling them that the conference is no longer accepting submissions with a number to call.  If you want to allow a user to submit a late submission, you can temporarily switch on the abstract submission system.

Instructions and templates

Clear instructions and a well designed template will greatly assist the authors in the submission process.  For instructions on how to update author instructions of the abstract template, see adding customised instructions at https://oxfordabstracts.freshdesk.com/solution/articles/8000017993.  Generic instructions and a template are supplied when the conference is set-up and you should upload a revised set of files that refers to your particular conference.  Authors will receive the instructions and template with their registration confirmation email and they are available via a hyperlink on the abstract submission page of your conference web site.