Most frequently asked questions

In order to update or edit your ScholarOne Manuscripts account on a specific journal, you will first need to log in. Once logged in, on the upper-right of the page, click the link with your name on it. Then, click one of the three links that appear, depending on what information needs to be updated. Here is a list of fields with which link to click in the drop down:

E-Mail / Name

• ORCID
• Salutation
• First (Given) Name
• Middle Name
• Last (Family) Name
• Degree
• Primary E-Mail Address
• Primary Cc E-Mail Address
• Secondary E-Mail Address
• Secondary Cc E-Mail Address

Address

• Institution
• Department
• Address
• Country
• State/Province
• City
• Postal Code
• Phone
• Fax

User ID & Password

• User ID
• Password
• Keywords (Journal-specific)
• Unavailable Dates
• Signature

Once you have made the necessary changes, click Next until you are able to click Finish. If you change your mind about updating specific fields, you may click Cancel.

To associate your ORCID iD with your account on ScholarOne Manuscripts journal, please follow the steps below:

1. 1. 1. 1. Log in to the journal’s submission site
         2. Click your name at the top-right corner of the page
         3. In the drop-down menu select Email/Name
         4. Under the ORCID section, you will find two links: Create an ORCID iD and Associate your existing ORCID iD
            – If you already have an ORCID ID, select Associate your existing ORCID iD
         5. You will be directed to the ORCID site login page where you will need to log in using your ORCID account credentials
            – If you have selected to create an account on the ORCID site, click Register Now
         6. After logging in you will be automatically redirected to the ScholarOne submission site where it will show up a prompt with the following text:

      You can update this account with data from your ORCID iD record that is not marked as Private.
      Name and e-mail fields will be imported to your account.
      Note: this will overwrite existing data. Would you like to update your account now?

      1. To complete the process, click OK to update the journal’s ScholarOne Manuscripts site. Click Cancel to return to ScholarOne Manuscripts without updating the data.
      2. Proceed to the User ID & Password step, and click Finish to be sure that your account information is properly saved.

In order to log in to ScholarOne Manuscripts journal using ORCID login credentials, on the journal’s Login page, click Log In with ORCID iD.

– Don’t see this button?
Please contact the journal directly and check with them whether they are planning to add this functionality to their journal site.

Clicking Log In with ORCID iD takes users to log in to ORCID or to create an ORCID account on the ORCID site.

Once the ORCID login credentials are entered, check the user information and click Authorize Access.

You will then be taken back to the ScholarOne site and will be able to use a Create Account button or Log in with an Existing Account button.

If you select Log in with an Existing Account, you will need to enter your current login information for your ScholarOne account.

After this, your ScholarOne Account will be linked with your ORCID account.

On future logins, either ScholarOne or ORCID credentials may be used.

NOTE:
Users with accounts on multiple journals will need to go through the process described above for each site.

Please view our instructional video on ScholarOne TV channel on YouTube.

The two-step device authentication has been added as a default feature of ScholarOne Manuscripts for users with higher access permissions.
The two-step device authentication adds another layer of security to users with access to sensitive data and powerful toolsets within ScholarOne Manuscripts.
It is available by default for roles greater than Author and Reviewer.
In case that journals wish to have an extra layer of protection, an additional configuration is required for users with Author and Reviewer roles only.

How does Two-Step Device Authentication work?

• When a user logs in from a device the system does not recognize against their unique system identifier, an Unrecognized Device message will be displayed.
• This will automatically generate and send an email to the primary email address of the user logging in, containing a verification code that expires in 30 minutes.

• Please log in to the email account in question and enter the verification code in the Unrecognized Device modal and click Verify. The email address associated with the account in question will not be fully displayed in order to protect the account from unauthorized access.
• Please be sure to select Remember this device (if you are not using a shared device) to store the Device Authentication for 6 months in order to reduce the need to re-verify in the immediate future.

Entering an incorrect verification code too many times will lock an account for 45 minutes.

After 45 minutes, the user will be allowed to try again and will receive another email with a new verification code.

Also, you may contact support in case that there are any related issues that you would like to report.

Important Notes
Device authentication and browsers

Device authentication will also recognize the browser that you are using.
For example, once you complete the verification process with Chrome browser and then try to log in with Firefox, you will need to complete the verification process for that browser as well.

Clearing browser cache re-triggers the device authentication. If you are being prompted to enter a code every time when logging in, check if your browser is set to clear cache automatically. For more information, please see the knowledge article: How to turn off the option to auto-clear cache?

Incognito or private browsing mode will also require you to authenticate your device each time you try to log in.

Device authentication and emails

If you are not receiving a verification email from the system, first check Spam and Junk folders. If the email is not there, make sure to safelist manuscriptcentral.com domain. This might need to be done by your IT department. For more information, please see the knowledge article: Domain Safelist Frequently Asked Questions

If you are not receiving any emails from ScholarOne system, your email address might be blocked. Please reach out to ScholarOne Customer Care team to resolve the issue.

Device authentication and code window

If the window to enter the code does not display, make sure to turn off the browser’s automatic translation function or clear the browser cache and try again. For more information, please see the knowledge article: What is internet browser cache and how is the cache cleared or emptied?

Check if your popup blockers are disabled. For more information, please see the knowledge article: How do I disable pop-up blockers for all Internet Browsers and Third-party Toolbars?

Device authentication and portal accounts

For journal sites that are under portals, in which, after log-in, users have access to several journals at the same website address (URL), the authentication will work for all journals under a portal once completed on one journal.

Also, you may contact support in case that there are any related issues that you would like to report.

The User ID and Password you have received are for access to our Get Help Now site. This is how you can submit and track cases in our Support Center. In order to access the Self-Service Portal, go to:

ScholarOne Manuscripts: http://mchelp.manuscriptcentral.com/gethelpnow/support.htm
ScholarOne Abstracts: http://mchelp.manuscriptcentral.com/gethelpnow/abstractcentral/support.htm
and click on My Support Cases. Use the login information provided in the email to submit new cases and track your previously submitted cases. You can also use this page to Add Comments or Add Attachments to a case.

NOTE: Your ScholarOne Self-Service Username and Password are NOT the same as for our ScholarOne Abstracts and ScholarOne Manuscripts sites; they can only to be used to access to your Support Cases.

If you are attempting to create an account or log into a journal submission site, an error message is received that says, “In order to ensure accuracy, you are required to type the e-mail address into this field.”. This issue is caused by having the AutoFill feature enabled in your browser. AutoFill functions like a copy and paste function, which is not permitted in the email address field when creating an account or logging into a journal submission site.

The email address must be manually typed into the email address field. Please also be aware that the system prevents one from pressing multiple keys together at one time. If this action takes place, the same message will appear to the user as the simultaneous pressing of keys on a keyboard is not considered typing. The AutoFill feature can be disabled by accessing these instructions via the links below:

Firefox 32
Google Chrome 47
Safari 6 and 7

There are a number of settings available at the journal level to unsubscribe and/or opt-out of peer review invites.

Please note, there is no general option to unsubscribe from all ScholarOne journals because each publisher (or an individual journal) maintains its own database of users.

To access the options below, please log in to your account and click your name at the top right corner of the page.

Please see below the options available when you edit your account:

Would you like to receive notifications and offers from this publisher?
* This is an optional setting, so not all journals use it.
It does not control the user’s availability for peer-review on a given journal.
With this option, users may choose to opt-in or opt-out of marketing mailing lists.
This means that some publishers may use this to send periodical marketing and promotional emails to those who have chosen to opt-in.

Do you wish to be invited for peer review?
* This is an optional setting, so not all journals use it.
It does impact whether the user can be invited to peer review on that journal’s site.
If the box is checked, account owners may receive invitations to review.
If it is NOT checked, the account owner will NOT be invited to participate as a reviewer.

Unavailable Dates
This is available for all ScholarOne journals.
It does impact whether the user can be invited to peer review on that site.
During the time period set under the Unavailable Dates section, the user will be deemed unavailable and will not be invited to participate in peer-review.

Remove my account
This option is available under -Privacy Acknowledgment- section and is available on all ScholarOne journals as a part of GDPR (General Data Protection Regulation) compliance.
If this option is selected the account information will be removed from the journal’s submission site.
Please note, this does not remove the information that users may have stored on the journal’s publisher’s home site or elsewhere outside of the ScholarOne Manuscripts submission site.
Links to ScholarOne Privacy Notice can be found under this section as well as the journal publisher’s privacy notice (if provided).
At the bottom of this section, there may be the following message:

We cannot automatically remove your account at this time. Please contact the journal at [editorial office email address] for assistance. You must be unassigned from manuscripts, your roles must be expired, and possibly more.

In that case, please use the email address provided in this section to contact the journal’s editors and send a request for account removal.
Once a user chooses to remove the account from the submission site, no future communications are sent to them unless they create a new account.

If the journal has the ability to flag a corresponding author activated, you will be given the option to designate a specific corresponding author on your submission. To change the corresponding author, select Assign as Corresponding Author under the ACTIONS column beside the co-author you would like to assign.

Only journal admins have the ability to modify the submitting author post-submission. If the submitting author is changed, the manuscript will be placed in the specified account’s author center. To change the submitting author on a manuscript:

1. Go to the Manuscript Information tab.
2. Locate the Author-Supplied Data section.
3. Beside the Submitting Author: section, note the drop down menu.
4. From the drop down menu, select the new submitting author.
5. Click Save.
6. A window will appear stating, “Changing the submitting author on this manuscript will move the manuscript into the new submitting author’s center. Are you sure?”.
7. Click OK.

To change the submitting author on an invited manuscript (before submission):

1. Go to the Manuscript Information tab.
2. Scroll down to Author List.
3. Remove the author currently listed as assigned (this unassigns the author).
4. Add the new submitting author and proceed to invite the author.

Checking the status of your manuscript

Log into your ScholarOne Manuscripts account, click on Author. Under the Author Dashboard Section, click on Submitted Manuscripts. The Status is located in the far left column, as shown below.

Questions about status / delayed processed manuscript

Please reach out to the journal directly. ScholarOne Product Support will refer you back to the journal, if asked about more information on the status of your manuscript or if you feel there has been a delay. To avoid that unnecessary step, please contact the journal. Depending on the journal, there may be an option to contact them regarding your status from your Author Center. You may have the ability to send them an email by clicking the Contact Journal link in the Status column, as shown below.

We provide technical assistance to all users accessing ScholarOne Manuscripts sites, including authors preparing their manuscripts for online submission until the actual point of submission.

Once submitted, any requests for modifications to the manuscript should be directed to the Editorial Office for the journal.

To find the contact for the Editorial Office please log in to your account and go to the Author tab.

Depending on the site’s settings, there should be a hyperlinked editor’s name under the Status column for the submitted paper.
Please use this link to send an email to the journal’s Editorial Office.
If you wish to receive a copy of this email, please add your own email address to the CC field.

If there is no hyperlinked editor’s name and contact available in your Author center, please navigate to the journal’s home site and look for contact information there.

Alternatively, you may contact our product support and they will gladly provide you with the email address for the journal’s main contact.

If you would like to update your co-author’s ORCID ID, it must be done by your co-author author by logging into their account on the ScholarOne Manuscripts site, clicking their name on the upper-right of the page and then the E-Mail / Name link.

Follow this guide in preparing and saving your Microsoft Word files so that they convert properly to PDF and HTML in ScholarOne Manuscripts.

Embed Fonts in your File

To embed fonts in your document, follow these steps based on the version of Microsoft Word you are using:

Microsoft Word 2007

1. Click the Microsoft Office Button.
2. Click Word Options.
3. On the Save tab, check the box beside Embed fonts in the file.
4. Click Save.

Microsoft Word 2013

1. Select File and go to the tab called Options.
2. On the Save tab, check the box beside Embed fonts in the file.
3. Click Save.

Microsoft Word 2016

1. Click on File->Options->Advanced.
2. Scroll down to the Preserve fidelity when sharing this document section.
3. Check the box beside Embed fonts in the file.
4. Uncheck all of the boxes under Embed fonts in the file.

NOTE: A submission created with a Mac may not convert properly when the fonts are not embedded in your document. Please recreate the file with embedded fonts and reload.

Remove Embedded Macros and/or ActiveX Controls

Documents with embedded macros or ActiveX controls cannot be properly converted by ScholarOne Manuscripts, and will fail to upload. To upload your document, disable all ActiveX controls or macros, and/or save your file as a Rich Text Format (.rtf) file before re-attempting to upload.

Confirm that Equations using the Microsoft Equation Editor are created using the English version

First, be sure that the equation editor you are using is an English version. Other versions (e.g., German) will not convert. You can embed TrueType fonts in your document. If your equations continue to have different characters than in your original document, change the equation font to Times New Roman. More information on this can be found in the Help topics for Microsoft Equation Editor.

Remove Embedded Visio Diagrams

In Microsoft Word, highlight the Visio object in the document, then click CTRL+SHIFT+F9. The Visio object will be automatically converted to an image. Do this for all Visio objects in your document.

Remove Field Codes

An EndNote formatted Word document has hidden field codes which may be incompatible with software used by a publisher. To resolve any formatting issues, remove field codes before submitting the paper. Before removing field codes, make backup copies of the formatted version with field codes included.Once you have removed field codes, you cannot reformat the document. To remove the field codes:

• Open a copy of the formatted Word document.
• Choose TOOLS > EndNote > REMOVE FIELD CODES
• Save the new document copy under a new name. The document is saved without embedded formatting codes.
• Delete the existing uploaded file and upload the newly created file.

Word documents containing field codes may not convert properly to HTML and/or PDFs when submitted. To remove the field codes, press CTRL-A to select all of the text in your document. Then press CTRL-SHIFT-F9 to remove the field codes. Save this version as a new document and re-upload.

Remove Local Hyperlinks

If you find that a manuscript is not converting properly and your document has hyperlinks, here is how you can remove them:

1. Download the document to your desktop
2. Open the document; select all text using Ctrl+A, and then use the keyboard command Ctrl+Shift+F9 to convert all field codes and hyperlinks in the document into text.
3. Save the file and upload the new file.

Remove Hidden Text

From the Edit menu in Microsoft Word, click Replace (alternatively, press CTRL+H).

1. Click the Find What control.
2. Click More.
3. Click the Format button and then choose Font from the resulting menu.
4. Check the Hidden option in the Effects section.
5. Click OK.
6. Click Replace All to delete any text to which you’ve applied the Hidden format.

After you have uploaded your documents, the below FAQs may help you if your PDF or HTML proof do not display as expected:

Why isn’t my image within my Microsoft Word file appearing within the PDF proof?

Sometimes images created in newer versions of Microsoft Word do not appear within the PDF proof correctly. Here is a solution that may resolve this issue:

1. Open the file in Microsoft Word and find the image that is not appearing.
2. Right Click on the image and in the drop down that opens click Edit Picture.
3. Resave the file and reupload to your submission.

NOTE: This solution can sometimes affect the resolution appearance of the image so please take a close look at your image before submitting.

Why are my Microsoft Excel figures and charts not displaying in my converted submission?
If your Microsoft Excel figures and charts are not displaying in your converted submission, you probably need to embed them in your files. To do this:

1. Open both the Word document and the Excel workbook that contains the data you want to create an embedded object from.
2. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells, or the chart you want.
3. Click Copy.
4. Switch to the Word document, and click where you want to insert the embedded object.
5. On the Edit menu, click Paste Special.
6. Click Paste.
7. In the As box, click “Microsoft Excel Worksheet Object or Microsoft Excel Chart Object”.

How do I remove PubMed links from the HTML proof?

Some journals are configured to create PubMed links when using EndNote formatted references. With this option enabled, PubMed links will be displayed throughout the HTML proof. To remove PubMed links in the HTML proof, you will first need to download the Word document. Open the document and add an extra space at the end of the reference link information, just before the PubMed reference(s). Re-save and re-upload the document.

There are sections in the HTML proof for my manuscript submission where the font size and/or style is different from the rest of the text. It appears normally in the Word document and in the online PDF proofs. How can I fix this?
If text that is appearing normally in Microsoft Word document and the online PDF proof, is displaying oddly in places in the HTML proof, this is due to Word applying Heading styles to your Word document text. Some of these styles are also used to format text when it is displayed in an HTML page. When converted to HTML, your browser automatically applies text and paragraph formatting that might vary from how it appears in Word. Resolve this problem by modifying the style setting for the affected text in your Word document and re-upload the file. Do this by highlighting the affected text and changing it using one of the methods below:

1. On the top toolbar, select Format->Styles or Format->Styles and Formatting.
2. Choose a style other than a Heading option from the drop-down list.
3. Click Apply.

If you have the Formatting toolbar activated, click the drop-down list for the style (located to the left of the font and font size drop-down lists) and choose a style other than a Heading option.

In the HTML proof, the text below my tables is appearing above or to the side. How do I fix this?
To correct this, go to the Table Properties in Word and set the Text Wrapping option to “None”. After doing this, you may need to reposition your table in Word, but once that is done, the HTML proof will appear correctly.

If the steps above are not helpful, please try saving your document as RTF (Rich Text Format) file and saving it back to the original format. In addition, please check the journal’s instructions and upload a RTF version of your file only if it is accepted by the journal.

To embed fonts in your document, follow these steps based on the version of Microsoft Word you are using:

Microsoft Word 2007

1. Click the Microsoft Office Button.
2. Click Word Options.
3. On the Save tab, check the box beside Embed fonts in the file.
4. Click Save.

Microsoft Word 2013

1. Select File and go to the tab called Options.
2. On the Save tab, check the box beside Embed fonts in the file.
3. Click Save.

Microsoft Word 2016

1. Click on File->Options->Advanced.
2. Scroll down to the section entitled: Preserve fidelity when sharing this document.
3. Check the box beside Embed fonts in the file.
4. Uncheck all of the boxes under Embed fonts in the file.

This guide will assist authors in preparing and uploading their submission files created with LaTeX so that they successfully convert to PDF and are easily viewed in the corresponding proof.
ScholarOne Manuscripts does not create HTML proofs from LaTeX files.
If the particular journal is not set up to convert LaTeX files to PDF, then the author may be permitted by the journal to upload a PDF file generated from their LaTeX files and may upload their LaTeX files as supplemental files for publication.

Preparing your files

ScholarOne Manuscripts is using pdfTeX Version 3.1415926-2.5-1.40.14, TeXLive 2013.
Follow the checklist below to ensure that your LaTeX files will properly convert to PDF.

• Verify your images, graphs, drawings or tables are in any of these formats: gif, jpg, png, ps, eps, pdf
• All supplemental LaTeX files such as classes/styles should be referenced properly in the main document. Verify that they are referenced and uploaded with exactly the same name and capitalization.
• Verify your images are in a single, flattened layer.
• The commands to include your images in the LaTeX (.tex) main document should not begin with dots or slashes before the image name. For example, the correct command would be \includegraphics[xxx]{fig1.eps} instead of \includegraphics[xxx]{./fig1.eps}
• It is recommended that all of your LaTeX-related files are created and saved in a single folder (root).

Uploading your files

Tip: You can tell if the journal you are submitting to supports LaTeX files by checking the File Designation menu on the File Upload submission step. There will be a File Designation that includes the text TeX/LaTeX Suppl File.

To upload your files on journals that convert LaTeX files to PDF, follow these steps:

• • Proceed to the File Upload step of your submission.
  • Click the Select File 1… button under the File Upload section.
  • Browse for the LaTeX (.tex) main document file on your computer.
  • Select the main document-related File Designation.

Note: The journal will most likely include the best File Designation to select for your LaTeX (.tex) main document file in the Instructions on the File Upload step.

• • Click the Select File 2… button under the File Upload section.
  • Browse for one of the LaTeX Supplementary files.
  • Select the TeX/LaTeX Suppl File (or similarly named) File Designation.
  • Repeat Steps 6-7 for the remaining available file upload slots.

Tip: You can upload as many files at a single time as there are available slots. The number of slots is not the limit of the number of files you may upload to your submission.

• Click Upload Selected Files. Once the file upload has completed, you will see your files listed under the Files section.
• Upload the remaining files as displayed in red with the text [Missing], as listed under the main document. If all of the referenced files have been uploaded, you will see a green checkmark beside Step 6: File Upload on the Submission side menu and the PDF should render correctly.
• To view the TeX Processor Log, click the link with the same name under the main document. This will include any errors in your main document or supplemental files.
• To delete a file, click on Remove… under the ACTIONS column.
• To view your current PDF proof proceed to the last submission step and click on View PDF Proof.

Troubleshooting

Please note, due to many nuances in LaTex file creation / conversion the system does not always convert the files in the same way as they are processed locally on your machine.
There are several reasons why a LaTex upload may fail to convert to PDF proof. Please find below the instructions that you may find helpful to resolve the issue:

• Bibliography issue: Please manually insert your bibliography from the bib file into your main tex file, remove the reference to the bib file and re-upload the main tex file. You can do this by using /bibitem command. In order for you to find more information on how to manually include bibliography into the main tex file please navigate to this page: https://en.wikibooks.org/wiki/LaTeX/Manually_Managing_References
• The system is using LaTeX compiler (instead of pdfLatex). If it does not recognize the image size for .png / .pdf files you may need to add bounding boxes or convert mages to EPS.
• If EPS images are causing the issue, please be sure that all EPS files are flattened to a single layer before uploading.
• The Flatten Image command merges all of the layers of the image into a single layer with no alpha channel. After the image is flattened, it has the same appearance it had before. In order to flatten an image in Photoshop, please follow these steps:
  – Open the image in Photoshop
  – On your top menu click on the Layer dropdown menu and select Flatten Image option.
  Alternatively, you may try using Gimp (https://www.gimp.org/ ) an Open Source alternative to Photoshop.
• Please enter %&pdflatex as the first line in the Latex-file if your images are in PDF format. PNG images should be flattened as well. Please see the instructions in the troubleshooting item above.
• File names should have no blank spaces. You may use the underscore as element delimiter in file names.
• File references are case sensitive. For example, an image with the file name Figure_1.eps should be referenced within the main tex file with the capital F.
• Image files should be referenced within the main Tex without the file extension. For example Untitled_image.eps should be referenced as Untitled_image.
• If EPS images should be used, please remove %&pdflatex from the first line in the main Tex and add \usepackage{epstopdf} to the preamble of your main Tex file.
• If PNG images are used, please add \usepackage{graphicx} to the preamble of your main tex file.
• Please be sure to remove ALL commenting and spaces in front of or in between the \includegraphics code lines.
• Font bbm is not included, so I would kindly suggest to avoid using mathbbm.
• Please note, TIKZ package is not supported. Please save TIKZ graphics as images, add file references to the main Tex and upload them as images. If any changes have been made to the main Tex file, (or if referenced files have been modified and re-uploaded) it is recommended to save the main Tex file as a new version with a different file name (e.g. add a version number Main_latex_V2.tex), and re-upload it, in order to avoid any caching issues.

F.A.Q.

I have checked the TeX Processor Log but my files will still not convert. Where can I go for additional assistance?

If you have checked the LaTeX processing errors under the TeX Processor Log link and are unable to fully understand the error message(s), please navigate to the following page for additional assistance:
https://tex.stackexchange.com/
https://latex.org/forum/
http://www.tex.ac.uk/

I have manually inserted bibliography to the main tex file. Now I am seeing question marks instead of reference numbers. Why?

If you use numeric labels and have less than 10 items, the argument should be a one digit number (\begin{thebibliography}{9}).
If you have between 10 and 99 reference items, please enter 99 (\begin{thebibliography}{99}).

My PDF proof is truncated. Why?

This issue most often occurs when an image in a figure file is not a flattened image. To resolve this, make a note of where the truncation occurs in the proof, which will likely be immediately prior to the reference to the affected figure file. Open the figure file and follow the instructions under Item 3 in the Troubleshooting section of this document. On the File Upload step, delete the previous figure file and upload the new flattened version.

My PDF proof is bitmapped and I am unable to copy or paste any text. Why?

This issue most often occurs when an image in a figure file is not a flattened image. To resolve this, open the figure file and follow the instructions under Item 3 in the Troubleshooting section of this document.
On the File Upload step, delete the previous figure file and upload the new flattened version.

Why are the supplemental LaTex figures showing as uploaded BUT they are noted as missing?

When saving your LaTeX files, you may have subfolders on your computer for images that were not uploaded. The figure files are pointed to those subfolders in the LaTeX (.tex) main document. If you repoint the figure files(s) in the LaTeX (.tex) main document and then re-upload them, this should resolve the issue. Alternatively, you can save all of your LaTeX files, including your figures, into a single folder and then re-upload them.

This guide will assist authors in preparing and uploading their submission files created with LaTeX so that they successfully convert to PDF and are easily viewed in the corresponding proof.
ScholarOne Manuscripts does not create HTML proofs from LaTeX files.
If the particular journal is not set up to convert LaTeX files to PDF, then the author may be permitted by the journal to upload a PDF file generated from their LaTeX files and may upload their LaTeX files as supplemental files for publication.

Preparing your files

ScholarOne Manuscripts is using pdfTeX Version 3.1415926-2.5-1.40.14, TeXLive 2013.
Follow the checklist below to ensure that your LaTeX files will properly convert to PDF.

• Verify your images, graphs, drawings or tables are in any of these formats: gif, jpg, png, ps, eps, pdf
• All supplemental LaTeX files such as classes/styles should be referenced properly in the main document. Verify that they are referenced and uploaded with exactly the same name and capitalization.
• Verify your images are in a single, flattened layer.
• The commands to include your images in the LaTeX (.tex) main document should not begin with dots or slashes before the image name. For example, the correct command would be \includegraphics[xxx]{fig1.eps} instead of \includegraphics[xxx]{./fig1.eps}
• It is recommended that all of your LaTeX-related files are created and saved in a single folder (root).

Uploading your files

Tip: You can tell if the journal you are submitting to supports LaTeX files by checking the File Designation menu on the File Upload submission step. There will be a File Designation that includes the text TeX/LaTeX Suppl File.

To upload your files on journals that convert LaTeX files to PDF, follow these steps:

• Proceed to the File Upload step of your submission.
• Click the Select File 1… button under the File Upload section.
• Browse for the LaTeX (.tex) main document file on your computer.
• Select the main document-related File Designation.
  Note: The journal will most likely include the best File Designation to select for your LaTeX (.tex) main document file in the Instructions on the File Upload step.
• Click the Select File 2… button under the File Upload section.
• Browse for one of the LaTeX Supplementary files.
• Select the TeX/LaTeX Suppl File (or similarly named) File Designation.
• Repeat Steps 6-7 for the remaining available file upload slots.
  Tip: You can upload as many files at a single time as there are available slots. The number of slots is not the limit of the number of files you may upload to your submission.
• Click Upload Selected Files. Once the file upload has completed, you will see your files listed under the Files section.
• Upload the remaining files as displayed in red with the text [Missing], as listed under the main document. If all of the referenced files have been uploaded, you will see a green checkmark beside Step 6: File Upload on the Submission side menu and the PDF should render correctly.
• To view the TeX Processor Log, click the link with the same name under the main document. This will include any errors in your main document or supplemental files.
• To delete a file, click on Remove… under the ACTIONS column.
• To view your current PDF proof proceed to the last submission step and click on View PDF Proof.

Troubleshooting

Please note, due to many nuances in LaTex file creation / conversion the system does not always convert the files in the same way as they are processed locally on your machine.
There are several reasons why a LaTex upload may fail to convert to PDF proof. Please find below the instructions that you may find helpful to resolve the issue:

• Bibliography issue: Please manually insert your bibliography from the bib file into your main tex file, remove the reference to the bib file and re-upload the main tex file. You can do this by using /bibitem command. In order for you to find more information on how to manually include bibliography into the main tex file please navigate to this page: https://en.wikibooks.org/wiki/LaTeX/Manually_Managing_References
• The system is using LaTeX compiler (instead of pdfLatex). If it does not recognize the image size for .png / .pdf files you may need to add bounding boxes or convert mages to EPS.
• If EPS images are causing the issue, please be sure that all EPS files are flattened to a single layer before uploading.
  The Flatten Image command merges all of the layers of the image into a single layer with no alpha channel. After the image is flattened, it has the same appearance it had before. In order to flatten an image in Photoshop, please follow these steps:
  – Open the image in Photoshop
  – On your top menu click on the Layer dropdown menu and select Flatten Image option.
  Alternatively, you may try using Gimp (https://www.gimp.org/ ) an Open Source alternative to Photoshop.
• Please enter %&pdflatex as the first line in the Latex-file if your images are in PDF format. PNG images should be flattened as well. Please see the instructions in the troubleshooting item above.
• File names should have no blank spaces. You may use the underscore as element delimiter in file names.
• File references are case sensitive. For example, an image with the file name Figure_1.eps should be referenced within the main tex file with the capital F.
• Image files should be referenced within the main Tex without the file extension. For example Untitled_image.eps should be referenced as Untitled_image.
• If EPS images should be used, please remove %&pdflatex from the first line in the main Tex and add \usepackage{epstopdf} to the preamble of your main Tex file.
• If PNG images are used, please add \usepackage{graphicx} to the preamble of your main tex file.
• Please be sure to remove ALL commenting and spaces in front of or in between the \includegraphics code lines.
• Font bbm is not included, so I would kindly suggest to avoid using mathbbm.
• Please note, TIKZ package is not supported. Please save TIKZ graphics as images, add file references to the main Tex and upload them as images. If any changes have been made to the main Tex file, (or if referenced files have been modified and re-uploaded) it is recommended to save the main Tex file as a new version with a different file name (e.g. add a version number Main_latex_V2.tex), and re-upload it, in order to avoid any caching issues.

F.A.Q.

I have checked the TeX Processor Log but my files will still not convert. Where can I go for additional assistance?

If you have checked the LaTeX processing errors under the TeX Processor Log link and are unable to fully understand the error message(s), please navigate to the following page for additional assistance:
https://tex.stackexchange.com/
https://latex.org/forum/
http://www.tex.ac.uk/

I have manually inserted bibliography to the main tex file. Now I am seeing question marks instead of reference numbers. Why?

If you use numeric labels and have less than 10 items, the argument should be a one digit number (\begin{thebibliography}{9}).
If you have between 10 and 99 reference items, please enter 99 (\begin{thebibliography}{99}).

My PDF proof is truncated. Why?

This issue most often occurs when an image in a figure file is not a flattened image. To resolve this, make a note of where the truncation occurs in the proof, which will likely be immediately prior to the reference to the affected figure file. Open the figure file and follow the instructions  under Item 3 in the Troubleshooting section of this document. On the File Upload step, delete the previous figure file and upload the new flattened version.

My PDF proof is bitmapped and I am unable to copy or paste any text. Why?

This issue most often occurs when an image in a figure file is not a flattened image. To resolve this, open the figure file and follow the instructions under Item 3 in the Troubleshooting section of this document.
On the File Upload step, delete the previous figure file and upload the new flattened version.

Why are the supplemental LaTex figures showing as uploaded BUT they are noted as missing?

When saving your LaTeX files, you may have subfolders on your computer for images that were not uploaded. The figure files are pointed to those subfolders in the LaTeX (.tex) main document. If you repoint the figure files(s) in the LaTeX (.tex) main document and then re-upload them, this should resolve the issue. Alternatively, you can save all of your LaTeX files, including your figures, into a single folder and then re-upload them.

Please manually insert your bibliography from the bib file into your main tex file, remove the reference to the bib file and re-upload the main tex file.

You can do this by using /bibitem command.

In order for you to find more information on how to manually include bibliography into the main tex file please navigate to this page: https://en.wikibooks.org/wiki/LaTeX/Manually_Managing_References

More information can be found under the Author LaTex File Upload Guide.

If your Excel file (xls or xlsx) is not converting properly and it is hard to read, please make sure each worksheet is set to 1 Page width.

To do this, follow these steps:

1. Open your file.
2. Click Ctrl+A (Select All) on your keyboard to select all content on the page.
3. Click on Page Layout tab
4. Locate Width option, click the drop-down menu and change from Automatic to 1 Page
5. Repeat the steps 2 to 4 for each worksheet.
6. Click Save.

It is recommended to save your file using the Save As option to make clear distinction between different versions of your file(s) in order to make sure that the correct version is uploaded.

ScholarOne Manuscripts Ringgold is updated every other week and is current as of March 20th, 2024.

Is your institution in Ringgold? Check here.

If your institution was added to Ringgold in the last two weeks, your institution will likely appear in the next ScholarOne Manuscripts Ringgold update.

Not finding your institution?

Struggling to connect your institution to the Ringgold database? When searching for an institution, Ringgold connected institutions will automatically appear in the institution list. If you’re not able to find your institution you are permitted to enter your own, but that institution will not be connected to Ringgold. We suggest trying a few alternate spellings of your institution.

Search tips

Try the full name of the institution.

Is there a Sub-name within the overall name? (for instance, some universities will have named departments like University of Virginia’s Darden School of Business)

Still not able to find your institution? Check here.

If the institution is in Ringgold, it will appear in ScholarOne on the next update.

If the institution is not in Ringgold database, contact Ringgold directly.

What is Ringgold?

Ringgold ‘s Identify Database is an authoritative database of over 400,000 records used to disambiguate institutional data and help support publishers in managing their internal systems and external institutional relationships. ScholarOne Manuscripts integrates all institutional data collection such as author affiliations with Ringgold, helping journals disambiguate and standardize their author and user data.

Users creating a new account or editing an existing account on a ScholarOne Manuscripts site can search for their institutional affiliations using a Ringgold search integrated into the current workflow. The text box previously used to collect Institution name has been replaced with a predictive search which will display the fifteen most similar results based on the letters provided by the user. The search is triggered once the user has provided three characters and will dynamically update the results based on each character change.

To employ the Ringgold functionality during submission, simply type three or more characters into the Institution field on the Create New Author modal. This will engage the dynamic search feature and move users through the same selection process described above for Account Creation and Editing. The user receives dynamic results from which they can choose and the location information for the user’s choice will automatically populate the appropriate fields.

Why Ringgold?

Unique identifiers provide two major benefits which cannot be achieved via other methods of standardization:

Enforces Uniqueness

Many organizations have similar or even identical names. Northeastern University or North Eastern University? Both might subscribe to your journals, but one is in Boston Massachusetts (RIN 1848) and the other in Khon Kaen, Thailand (RIN 65143). Even with a normalized name, you – and your data systems – might have trouble telling these two apart if they are not connected to a unique identifier, causing confusion in reports, customer service, and other areas both internally and external to the organization.

Conversely, many organizations are known by more than one name, any of which might appear in your data: Tokyo Ika Daigaku could be listed as an author’s affiliation. By using Ringgold ID 13112 you can easily understand that it’s the same Tokyo Medical University which is found among your subscriber listings. (Ringgold has researchers in 35 countries, who are experts in the world’s languages, to ensure our information is accurate.)

Enable Linking of Data

Publishers typically have multiple internal data systems in which information about the same organization is likely to reside: fulfillment, authentication, financial, editorial, and more. By using unique numerical identifiers, a single data element can be used to join these records definitively, regardless of how the name of the organization is rendered.

Affiliations added with Ringgold will carry an identifier by looking at the Author’s List on the Manuscript Information tab. In this area, Ringgold institutions will be shown with a green check mark and explanatory, roll-over text.

ScholarOne Manuscripts only allows the designation of one corresponding or first author per submission/manuscript. We recommend contacting the specific journal in order to get more information on how they would prefer the submission of your author list.

To add a co-author to your submission:

1. Under Add Author, you may be required to search for your co-author by email address first.
2. Type in the known author’s email address and click Search.
3. If there is an existing account on the journal for your co-author, then a box will pop-up to display the co-author, where you can click the + Add Author button to add them to your submission. If there is no existing account on the journal or there is a different email address listed for your co-author, then you will receive the following message: No co-author found. Please search again using another e-mail address or create a new co-author.
4. If you do not have another email address for your co-author, you can click the create a new co-author link.
5. This will open a pop up box where you can complete all required fields, scroll down, and then click the + Add Created Author button to proceed.

On some journals, there may not be a search option prior to adding a co-author. If this is the case, under Add Author, click the Create New Author link. This will open a pop up box where you can complete all required fields then click the + Add Created Author button to proceed.
If you have received an error message when clicking the + Add Created Author button, please contact support. The error message occurs when the co-author has an account with an email address as his or her user ID and a “different” email address as a contact email. The support team can share the account email address which may be used to add the author to your submission.

To remove a co-author on your submission:

1. Under the ACTIONS column beside the co-author you would like to remove, click Remove Author.

To edit an existing co-author on your submission:

1. Under the ACTIONS column beside the co-author you would like to edit, click Edit.
2. Make the desired changes and click + Save Changes.

If the journal has the ability to flag a corresponding author activated, you will be given the option to designate a specific corresponding author on your submission. To change the corresponding author, select Assign as Corresponding Author under the ACTIONS column beside the co-author you would like to assign.

The countdown to when a review is due begins at the hour the Reviewer agreed. Therefore, if you agreed to review at 9 am, and you enter your Reviewer Center on the due date after 9 am, then the review will show as overdue.