Icon for Manuscript submission taskflow solution

Manuscript submission

The 'Manuscript submission' taskflow assists you with processing new manuscripts - approving (or denying) them, requesting changes, and getting back to the author once the process is complete.

A step-by-step guide to Manuscript submission

This guide will explain the 'Manuscript submission' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: A new manuscript for review

In this section, an author submits their manuscript, and it's reviewed by the supervisor.

Manuscript submission form

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

The taskflow starts when an author fills in this form, including a link to the online storage service that their manuscript was uploaded to.
Manuscript submission form

Notify publisher

The supervisor receives an email informing them that a new manuscript has been submitted, and instructing them to review the manuscript in the next task. Kotive creates the content of the email by pulling in the author's information and manuscript link from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the supervisor, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Notify publisher

Review manuscript

This form has one condition:

Activate this task when...
'Role' IS 'Supervisor'

This form is only displayed to the supervisor.

The supervisor approves (with or without changes) or rejects the manuscript, with the option of commenting on the manuscript before saving the form.

The supervisor's decision in this form leads to one of three potential emails being sent to the author in the next step (these are the Approved, 'Approved with changes' and 'Rejected' emails).

This is possible because of conditions.
Review manuscript


Section 2: Notifying the author

The author receives an email notifying them of the supervisor's decision about their manuscript.

Approved

The only condition on this email is:

Activate this task when...
'Is the manuscript approved?' IS 'Approved'

This email is only sent if the supervisor approved the manuscript in the previous form task.

The author receives an email notifying them that their manuscript has been approved.

If the supervisor approved the manuscript, then this is the last task to be activated, and the 'Manuscript submission' taskflow is complete. Any further communication between the author and publishing house will be conducted outside of the taskflow.
Approved

Rejected

The only condition on this email is:

Activate this task when...
'Is the manuscript approved?' IS 'Rejected'

This email is only sent if the supervisor rejected the manuscript in the 'Review manuscript' form task.

The author receives an email notifying them that their manuscript has been rejected.

If the supervisor rejected the manuscript, then this is the last task to be activated, and the 'Manuscript submission' taskflow is complete.
Rejected

Approved with changes

The only condition on this email is:

Activate this task when...
'Is the manuscript approved?' IS 'Approved with changes'

This email is only sent if the supervisor approved the manuscript and requested changes in the 'Review manuscript' form task.

The author receives an email notifying them that their manuscript has been approved with changes. The comment from the supervisor (in the 'Review manuscript' form) is pulled into the email. They are directed to resubmit their adapted manuscript in the next form task.
Approved with changes


Section 3: Resubmitting an adapted manuscript

In this section, the author resubmits their adapted manuscript and it's reviewed by the supervisor a second time.

Resubmit manuscript

This form task has the same condition as the previous email task.

Activate this task when...
'Is the manuscript approved?' IS 'Approved with changes'

This form is only displayed if the supervisor approved the manuscript and requested changes in the 'Review manuscript' form task.


The author submits the link to the adapted manuscript and saves the form.
Resubmit manuscript

Notify publisher again

The supervisor receives an email notifying them that the manuscript has been resubmitted, and instructing them to review the adapted manuscript in the next task.
Notify publisher again

Second review

This form has the same condition as the 'Review manuscript' form.

Activate this task when...
'Role' IS 'Supervisor'

This form is only displayed to the supervisor.


Once again, the supervisor approves or rejects the manuscript, with the option to leave comments.
Second review


Section 4: Notifying the author once more

The author receives an email notifying them of the decision that was made by the supervisor in the previous form task.

Rejected 2

This email task has the condition:

Activate this task when...
'Is the manuscript approved?' (from 'Second review') IS 'Rejected'

This email is only sent if the supervisor rejected the manuscript in the previous form task.

The author receives an email notifying them that their manuscript has been rejected.
Rejected 2

Approved 2

This email task has the condition:

Activate this task when...
'Is the manuscript approved?' (from 'Second review') IS 'Approved'

This email is only sent if the supervisor approved the manuscript in the 'Second review' form task.

The author receives an email notifying them that their manuscript has been approved. Any further communication between the author and the publishing house occurs outside of the taskflow.
Approved 2

After the Approved 2 or Rejected 2 email has been sent, the 'Manuscript submission' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Manuscript submission taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!