How online submission is evolving to better support editors
EVISE will introduce a range of new benefits for editors
By Adrian Tedford Posted on 15 September 2014
Since its launch in 2002, the Elsevier Editorial System (EES) has been Elsevier’s preferred online submission and peer-review system and now caters for around 2,120 journals.
As you may know, we are currently developing a new web-based publishing workspace to replace EES. This new system — EVISE — has been designed to make the publishing experience easier and less time-consuming by providing improved intelligence, communication, connections, ease, clarity and personalization. We have been working closely with researchers and current users of EES throughout the development process and will continue to do so after the initial launch, with new features and functionality being included in each subsequent release. EVISE will introduce a range of new benefits for editors including:
- A ‘My Assignments’ dashboard offering a customizable view of submission lists
- A dedicated homepage for all submissions from which editors will be able to take all relevant actions, such as making an editorial decision and inviting reviewers
- Visualized reviewer statuses and the ability to remind reviewers from the submission homepage
- A ‘My Reviewers’ overview for an at-a-glance view of the status of all reviewers linked to submissions
- Automated reminders for all tasks
- Adjustable communication templates allowing messages to be personalized, as required
While development work on EVISE continues, the EES product development team has introduced a range of new tools and services with the aim of improving your EES experience. Many of these will also feature in EVISE so let’s take a brief look at them.
Automated article transfer service (ATS)
Quite often, we see research submitted that is of sound science, but not suited to the scope of the selected journal. ATS allows editors of around 600 participating journals to decline (rather than reject) the paper and transfer it to another, more suitable journal. To do this they simply select the right decision term in EES and identify the appropriate receiving journal(s). Editors can easily check the status of a transfer by looking at the dedicated ATS flags or at the ATS section in the manuscript’s ‘History’ screen. For editors of receiving journals, it is now easier to identify transferred papers within a journal, and view related information, such as reviewer comments. Automated ATS was first delivered in June of 2013, with enhancements delivered in January and April this year. The most recent enhancements support an author-driven transfer; all the editor needs to do is decline the submission. We will continue to add journals to existing and new ATS clusters during the course of this year.
User profile consolidation
We regularly conduct an audit of EES tools and processes to determine where improvements can be made. The major recommendations from a 2012 audit prompted a security change: user profile consolidation. First delivered in the early part of 2013, profile consolidation enables users to create one profile in EES with one username (email address) and password. This means people with multiple roles (editor, reviewer, author) across multiple journals, can create one profile applicable to all those roles/journals. Equally importantly, users consolidating their profiles in EES are protected from people misusing their profile because only they, as the registered user, have total control over the personal information it contains. Consolidated users also benefit from ‘my EES hub’, which enables them to see an overview of all pending reviewer and author activities across all relevant journals. Uptake of user profile consolidation has been very high with 1.3 million unique profiles now created across 3.5 million accounts in EES. Enhancements to this feature have been delivered at regular intervals based on feedback from users. More information can be found here.
Did you know?
- EES currently receives more than 1.4 million submissions annually from 14 million researchers (both corresponding and co-authors); 95 percent are satisfied with their experiences.
- There are 3.6 million reviewers active in EES each year, 90 percent of whom have expressed satisfaction with the system.
- There are 25,000 editors active annually in EES; however, with editor satisfaction currently at 82 percent, it is clear there are still opportunities for us to improve the service and we have been monitoring your feedback closely leading to many of the developments outlined in this article.
ORCID is an open, non-profit, community-based initiative. By registering with ORCID, users receive a unique digital identifier — also called an ORCID or Open Researcher and Contributor ID — to which they can link their published articles and other professional activities. Researchers then have a single record of all their research, which can be made public. This can reduce or eliminate confusion when the same person's name appears in different ways in various publications, when people have the same or similar names, or when people change their name, e.g. following marriage. Put simply, an ORCID provides a unique identity for researchers — an ‘author DOI’ — similar to that used for publications.
EES integration with ORCID began in late-summer 2013 and we have already seen almost 50,000 EES user accounts linked to ORCID profiles; in fact, 20 percent of all EES submissions are now associated with an ORCID.
Editors can now search for reviewers on EES using an ORCID, which will help to ensure the right person is contacted when names are similar. If a user has linked their ORCID to their EES profile, the ORCID will be displayed in an additional column in the profile as a clickable link that opens the user’s public record on the ORCID website. This will allow editors to see the full list of research linked to that user, which will help with identifying suitable reviewers.
The plagiarism tool CrossCheck has now been integrated into EES for a large number of journals. CrossCheck is configurable by article type in EES. Once an author has submitted a manuscript, EES will automatically upload the editor PDF to CrossCheck’s iThenticate website, where it will be checked against a huge database of publications. Editors can then view an automatically generated similarity report within EES. Over the past few months, several feature enhancements have been introduced based on your feedback and we will continue to roll out the tool with the aim of making it available to all journals by the end of 2014.
Find Reviewers tool
In April 2014, an automated version of the tool was introduced. EES will now automatically send the keywords and authors associated with a submission to the Find Reviewers tool. Once compiled, editors can then export their list of reviewer candidates from the tool to EES at the click of a button. EES will check for matches within the journal’s EES database and, if none are found, allow editors to quickly proxy register the candidates they wish to invite as reviewers.
All of these new and enhanced features were introduced based on your feedback. We encourage you to continue letting us know how we can improve our products and services via the normal channel (Researcher Support). Or you can post your comment below. Your feedback is key in helping us continue to deliver the best submission and peer-review experience possible and also feeds development priorities for EVISE.
Following graduation from the University of Limerick, Adrian Tedford joined Elsevier in 1996. He was initially a Desk Editor before moving into an EES trainer role in 2001. Tedford took on management of the training team in 2004 before setting up the new Editorial Production Customer Support group in 2006. He was appointed General Manager of Services in the new Eddie organization in 2009; Eddie was set up to centralize management of all EES-related activities. In late 2012, Tedford moved into his current role as Director of Journal Editorial Services & Operations, adding journal production responsibilities in Spain, France and NL to his EES/EVISE brief. He continues to be based in Shannon, Ireland, but travels extensively.
Marcelo Knobel says: September 19, 2014 at 12:19 pm
It would be nice if the Find Reviewers Tool could have more options, such as combining two or more author search, in order to focus the search area. Also, it would be nice if the authors of the same paper would be merged together in a group, to identify a collaboration group.
Adrian Tedford says: September 22, 2014 at 9:54 am
Thanks for the comments received to-date. In relation to the suggestion from Marcelo on combining author searches and identifying collaborative groups, this is something we're looking at right now in product development. More on that at later date. Thanks again
Bruce McGregor says: September 22, 2014 at 1:27 am
The development of the automated article transfer system is to be commended. This will make it easier for editors, authors and journals to manage submissions. Well done.
Marcelo Knobel says: September 25, 2014 at 12:25 am
An integration with the Crossref title search will be also most welcome.
Adrian Tedford says: September 29, 2014 at 10:28 am
Coming back to Marcelo's point on Crossref, I can see your journal has the 'CrossRef Title Search' available as a link in the 'Action' column for each manuscript. A simple click on it produces a new window showing a Crossref result displaying published articles with similar titles to the new manuscript. Are you looking for further integration here or can you elaborate? Thanks
Marcelo Knobel says: February 6, 2015 at 5:58 pm
The idea would be to have the "CrossREf Title Search" tool integrated into the "Find Rewiers". In my experience, the automatic keywords search is useless, but the CrossRef title search is useful. However, whenever one finds an interesting, possible connected article, it is necessary to perform the author search again, which can be really difficult for some very common authors names.
John O'Brien, Senior Product Manager, EVISE says: February 11, 2015 at 2:52 pm
Thank you for your interesting suggestion regarding the potential integration of the CrossRef Title Search Tool into the 'Find Reviewers' (FR) tool. As part of the EVISE development programme (as mentioned in the original article, EVISE will replace EES), we are currently looking at adding functionality to the FR tool that provides suggestions to the Editor based on other data within the manuscript and not just the keywords. We should be able to provide more details on this in our next update.
Mary Purton says: October 29, 2014 at 1:50 pm
I find the Search Reviews tool really useful, but for my journal only the keywords are loaded and not the co-authors. Is there any way to fine tune the service?
Rachel Carpenter, General Manager EES Services says: November 5, 2014 at 1:51 pm
Currently authors and co-authors are not always added to the Conflict of Interest box, even when they are present in Scopus. We hope to change this in the near future. In the meantime a possible alternative is to search for authors via the People Search function of the tool and to add these results to the Conflict of Interest box manually.
Yuti says: June 4, 2015 at 11:45 pm
Can I import my EES information to Evise directly without filling information to get an Evise account?
Rachel Carpenter, General Manager EES and EVISE Services says: June 8, 2015 at 3:53 pm
At this time, all new users of EVISE® will need to register a new account on EVISE®. The account details will not transfer from EES.
Alfredo Juan says: October 11, 2015 at 10:58 am
I have an account as author in IJHE using EVISE, then I was invited to review and article for the same journal. It is possible to consolidate both accounts in EVISE having different roles?
Darren Sugrue says: October 21, 2015 at 9:20 am
I have checked with our technical team: As the user had already registered as an author, if the review request came to the same e-mail address then the same login details will work to access the review. The review request will appear on the user's homepage as a 'Pending Review Invitation'. However, if it is not to the same e-mail address, then the best thing to do is just to the invitation, indicating that it should be directed to the 'author e-mail address'. The editor can re-invite the user using the mail address specified (and uninvite the potential reviewer from the original invitation). The good thing about EVISE is that, unlike EES, when Editors invite new users to review, EVISE does not create a new account that then has to be merged later. The account is only created by the user when they agree to review via that mail address.