Markup

Introduction

There are a number of times during the running of an event where individual or multiple submissions need to be marked up or edited in some way. Typically, Mark Up was a term used to define marking submission as either accepted or rejected but with Firebird we can do so much more.

  • Change status – move submissions to any status as part of the workflow progress. For example, complete abstracts need to be moved into Review stage.

  • Choose final presentation type – mark each submission with its final presentation type. For the majority of the time this information needs to be kept hidden from users but when the time is right, this is released so that the submitter knows exactly what has been decided for their submission.

  • Change of details – if a submission (or multiple submissions) need data changed then we have an effective way of performing changes without having to involve the submitter. A good example is if a category or track is removed, we are able to change the data for multiple submission at once.

  • Minor edits – the ability to quickly and effectively make simple changes to a submission without having to go through all the pages in a submission form. This isn’t strictly Mark Up but does allow the administrator to change Mark Up fields so will be discussed in this document.

Methods of Mark Up

There are three methods to Mark Up submissions:

  1. The custom MarkUp feature.
  2. Bulk edit.
  3. Quick edit.

Each method has been designed to target a specific set of scenarios to achieve the objective in the most efficient way possible.

All methods are accessed via the Submitting dashboard (available as one of the tabs on the main navigation bar at the top of the page).

The Submitting dashboard for Admins

The MarkUp feature

Our mark up feature is available from the Submitting dashboard (Submitting->MarkUp) and designed to be used to mark up specific fields:

  • Status
  • Final Presentation Type
  • Final Code
  • Internal Check

More fields can be added to this list – this happens to be the default but can be easily configured.

To markup submissions:

Step 1: Navigate to the MarkUp Page

From any page on the system, click on Submitting on the menu bar at the top and from within the Submitting dashboard, click on the MarkUp tile. You will be taken to the MarkUp page:

The MarkUp feature.

Step 2: Select the submission(s) to be marked up.

This can be achieved a variety of ways:

  • Select individual submissions by clicking on the tickbox next to the submission reference number.

  • Select all submissions by clicking on the Select All tickbox on the top left hand side of the grid.

  • Enter the reference number of a single submission into the Reference Number filter.

  • Use any of the other filters available to sort and order the submissions. For example, click in the Status filter and choose Abstract – Complete to show all the submissions currently in the Abstract stage and only those that are considered Complete. Combine this with the Select All feature to then choose all the submissions in this status.

  • Click the Filter icon next to the name of the column, where available. This will open a new panel that will allow you to type in words or reference numbers to filter on. This is particularly useful for copying and pasting lists of reference numbers from external sources such as Excel:

The Markup Feature with the extended filter options.

Remember to select the submissions you wish to mark up once they have been filtered.

The Markup Feature with the extended filter options applied and submissions selected.

Step 3: Choose the field you wish to change.

Choose the field to be changed from the buttons currently available. Each button represents a field that can be changed using this feature:

By default, these are the standard set of fields that can be changed. More fields can be added or configured for inclusion here.

Once you have chosen the field and clicked on it, a slide out panel will open up with the list of options that can be chosen.

The list of options once a field has been chosen.

One the option is chosen the change is made automatically.

In most projects, the MarkUp feature allows the administrator to make the following changes to selected submissions:

  • Change the Status. This allows the administrator to choose a workflow step for the submissions. This could be the next stage in the process.

Example

Abstract submission to abstract review or it could be to mark submissions as rejected or accepted.

  • Change the Final Presentation Type. This is the actual presentation type assigned to the submission. Generally, this takes the form of Oral or Poster but can be configured to include any number of options.

  • Enter Final Codes. To recode the submissions with codes that are specific to the event. These usually reflect the order of the presentation (or display) of the submissions within the programme.

  • Internal check. A simple Boolean field that allow the administrator to use for their own purposes.

Bulk editing

Bulk editing is achieved via the Submission grid (Submitting->Submissions). This is the main grid of submissions and allows the administrator to manage many aspects of submission.

The submissions grid.

This process can be used for making changes to certain fields for one or more submissions

Step 1: Navigate to the Submissions grid page

From any page on the system, click on Submitting on the menu bar at the top and from within the Submitting dashboard, click on the Submissions tile. You will be taken to the Submissions grid page:

The Submissions grid.

Step 2: Select the submission(s) to be marked up.

This can be achieved a variety of ways:

  • Select individual submissions by clicking on the tickbox next to the submission reference number.

  • Select all submissions by clicking on the Select All tickbox on the top left hand side of the grid.

  • Enter the reference number of a single submission into the Reference Number filter.

  • Use any of the other filters available to sort and order the submissions. For example, click in the Status filter and choose Abstract – Complete to show all the submissions currently in the Abstract stage and only those that are considered Complete. Combine this with the Select All feature to then choose all the submissions in this status.

  • Advanced filtering - Click the Filter icon next to the name of the column, where available. This will open a new panel that will allow you to type in words or reference numbers to filter on. This is particularly useful for copying and pasting lists of reference numbers from external sources such as Excel:

The submissions grid with the extended filter options.

Remember to select the submissions you wish to mark up once they have been filtered.

The submissions grid with submissions selected.

Step 3: Select the Bulk Edit functionality

Once the submissions have been selected, the option to edit the submissions becomes enabled and available to be chosen from the set of buttons above the grid.

Check the number of submissions selected in the grid statistics match the number of submissions show in the edit button above the grid:

The set of buttons available.

The Edit button showing the number of selected submissions.

The grid statics displayed under the grid.

Step 4: Choose the field you wish to change.

By default, there are a number of fields that can be edited. The full list of fields that can be changed via the bulk editor is shown within the dropdown once the Edit Selected Submissions (X) button is pressed.

Step 5: Select the new value to apply to the submissions.

For the purposes of this guide, the status will be changed to Abstract – Review

Select the field from the dropdown menu and the list of possible options appears:

Once all the options have been set, click on Save to apply the change:

Quick edit function

Overview.

The quick edit function can be used for many different purposes, including marking up the submission. The general use of the feature is to be able to change any part of the submission very quickly and efficiently.

The form is laid out as one page so each question can be seen and accessed without having to go through multiple pages.

Validation fail messages are shown to the administrator but the administrator has the option to ignore them and continue to save the submission despite the lack of data in some mandatory fields.

Accessing the Quick Edit feature.

The quick edit facility is available from the submission display page. This is usually accessed from the Submitting->Submissions grid and then by clicking on View for the particular submission to be changed.

The submissions grid showing the Action buttons.

The display submission page shows answers to the submission form questions and meta data regarding the submission:

The submission display page showing the Quick Edit button.

Note

The Quick Edit button is only available to administrators.

The Quick Edit button as part of the set of buttons available.

The Quick Edit page

The Quick Edit page has been designed to show all the fields connected with the submission form in one single page. Any answers that have been recorded to that point in the submission form are also displayed. This is a no-frills approach to laying out all the data in the most efficient way possible. This page is not available to anyone other than an administrator.

The question prompts are the shortened versions of the prompts seen by the submitter. Generally, these are the names of the fields rather than any descriptive or informative text. All additional form elements, (wells, info boxes, layout dividers etc.) have been stripped so only the fields show.

All fields across all workflows are shown together. For example, if there is a Paper stage in the event then the Paper upload field is shown and there is no indication of different questions asked at different workflow stages. Similarly, all admin questions are also included.

The Quick Edit page.

Saving your changes

Once changes have been made, they will not be automatically saved to the system. Changes will need to be saved manually as this gives the administrator further control over what is or isn’t allowed as part of the submission.

All validations that are used within the submission form are also applied in the Quick Edit page. This includes any mandatory fields and word counts.

Should any validation fail then the administrator is notified of each field that has failed the validation and given the option of fixing the issue(s) or continuing to save the submission regardless of the failed validation. This feature needs to be used with care.

The Quick Edit page showing potential issues when saving the data.

The Quick Edit save options in more detail.

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