University Handling and Management

In the version of Dynamica for Oct 2022 the following will fall under the control of the University Library's admin 

1. Affiliation Management: Approval, rejection, or expiration of affiliations-> To ensure that only University's researchers publishing under their brand. 

2. Dashboard: Overview of all manuscripts going through the SciFree processes of Reviewing, Composing, and Published. 

3. Settings for your main page: Colours, Logos, URLs, Licenses

4. Settings for your researchers: Number of Reviewers to call, Manuscript templates, Guidelines 

Let's go through each one. 

Affiliation Management

NB: Please check this view as much as possible as researchers will need approval before they can see your templates and proceed to go through the SciFree Process under your brand. 

 

1. Click on Reviewing on the top and then Click on Affiliations. 

2. Once in this view click on the search icon and you will see all the affiliations. You can filter on the states, i.e approved, expired, rejected, waiting. 

3. Click on the box to the left of the table and approve, reject or expire an affiliation. 

4. If you have many waiting, you can filter on waiting and then click on the box at the top of the table and approve all at once. 

5. Once done click on the modal window that pops up and say Approve or Reject or Expire. 

Dashboard: Settings

1. Click on the Reviewing tab at the top and then click on Dashboard. 

Here you will find the main dashboard to see what manuscripts are under the SciFree process. 

2. In the main view you will see all the manuscripts that are under the process of reviewing. 

3. You can also click on the Composing and Published to see those manuscripts, or how many processes have been cancelled. 

4. In this view you will also see the number of affiliations waiting for you to approve on the right. 

Settings

For your main page

1. Click on Reviewing on the top menu and then click on Settings

Here is where you brand your page and more

2. Upload a large .png image contrasting the main colour. White is usually a good logo colour if your main colour is different.

3. Choose the main colour of your page using RGB, or other formats. 

4. Add in the URL for your main University website (similar to what you do for the Journal Search Tool) 

Permissions

1. Allow author to invite Reviewers: You can choose if you want your authors to invite their own peer-reviewers or only have them use the peer-reviewers already on SciFree. For the Oct 2022 launch it is important that the authors choose their own peer-reviewers, so check this on. 

2. Open to Everyone Toggle: Keep this off if you do not want non affiliated authors using your templates. 

SciFree Process Settings

You can set this up once and leave it. It is really important that we quickly move the process for researchers so they don't have to wait 13 months for an answer from the reviewers. 

Here you set up the minimum amount of reviewers needed to assure that the work has been reviewed, and the amount of days that we allow the request to review to remain and time out. 

You also choose the standard license CC-BY et al that each publication will be given after it has been accepted. 

FigShare Settings

Here you need to add in your Institution FigShare token. 

You can select the checkbox to ensure SciFree automatically sends the published manuscript to your FigShare. 

Then you in your FigShare check it and publish to FigShare on your own. 

You can also click on the checkbox if you want Dynamica to automatically send to FigShare and make it public. 

Manuscript Guidelines

In the settings view, click on the left Manage Guidelines. This will open up a modal window that you can write in your Guidelines. 

These guidelines will show to the authors in the wizard just before they proceed to upload their manuscripts. They will have to accept these guidelines before proceeding. 

Templates 

It is important to guide the authors on how to format the manuscript before submission. 

You can upload a .doc template that they can download read and use to help them in the process. 

Click on Manuscript templates from your Settings view

Copy the System templates and rename them if you like. 

Upload the Word explanation of the templates and click on Save. 

The Authors will see it in their author wizard according to how you have named it, and will be able to download the Word document to start putting in their content and follow your instructions.

The Authors will see it in their wizard as you have renamed and be able to download the word document to start putting in their content and following your instructions. 

SciFree usually helps with this in the beginning. 

Below you will see how it is represented to the authors that you have approved.