Submitting on behalf of someone else

This article will explain how you (the administrator) can create a submission on behalf of someone else.

There are two reasons why you may wish to do this:

  1. The author of an abstract or paper is having difficulty submitting or would like you to submit on their behalf

  2. You would like to create a blank submission for someone but have them complete it themselves.  This is good for allowing someone to add a submission after the the form has been closed.

Procedure

There are a few things we need to check before we start - each of these will change the steps we will follow.

Step 1. Check if the submitter exists in the system.  Please see this guide for finding people.

Step 2. If they don't exist, add the submitter using this guide: Add a new person to your project.

Step 3. Check if the submission has been started.  This could be as simple as navigating to the submissions grid and using the Submitter filters (first name, last name or email) to find submissions for this submitter.

Step 4. If the submission does exist, skip to step 11 otherwise please continue.

Step 5. Navigate to the Submitting page of your project using the link on your toolbar:

Step 6. Click on the Submissions tile (circled below):

Step 7. You will have been taken to a list of submissions that have been created so far.  Above the list of submissions are a series of buttons - click on the Add New Submission button:

Step 8. This will produce a slide out panel from where you are able to choose the submitter for the new submission.  If you cannot find the submitter in this list, please refer back to Step 1 and add the person, if necessary, using Step 2.  Choose the submitter once you have found them:

Step 9. Once you have selected the submitter, click on Add.  This will add the submission and take you back to the list of submissions.  Alternatively, you may skip the next step if you click on Add and View as this will take you directly to the newly created submission.

Step 10. If you would prefer the submitter completes the submission themselves, please skip to step X.

Step 11. Locate the submission.  Either the submission you have just created on behalf of the submitter or one you have found that already exists for this submitter. Use the filters to help you find the submission more quickly.  Once you have found the submission, click on the View button that corresponds with that submission (circled below).

Tip

If you have just created the submission yourself, you will find it at the end of the list.  Either scroll to the bottom or click on the Reference Number column header TWICE to order the submissions in descending order - your new submission will now be at the top of the list.

Step 12. You will be taken to a page showing an overview of the submission.  If you want the submitter to complete the submission from here, skip to step 14.  If you want to complete the submission, you now have the choice of how you complete the questions in the form:

a. Click on Quick Edit to be taken to an easy way of editing all questions that make up the submission.  More information can be found in the Quick Edit guide.

b. Click on Edit using Form to follow the same path as a normal submitter.  This will open the submission in the same form that submitters use.  You can complete the submission using the same method as everyone else.

Step 13. If you complete the submission, an automatic email will NOT be generated.  You may wish to communicate with the submitter that the submission is either complete or available for them to edit and update (as your settings allow).

Step 14. This step is only when you require someone to complete either all or some of the questions in the submission form.  We refer to this person as the submitter.  You will need to communicate with the submitter to let them know their submission has been created/updated and you know now them to complete/check/edit the submission.  You could use one of our built in templates but I would recommend you contact them directly through your own email programme.  Make a note of the email address of the submitter and the reference number of the submission involved (as they may have more than one).

Step 15. Before you send the email, we must check that the submitter has the ability to edit their submission.  This is controlled by two things:

a. The status of the submission must be in an "Edit" stage.  This would have happened by default if you created the submission yourself but if you find an existing submission, be sure to check the status is not either a review status or a final status (such as Accepted, Rejected or Withdrawn).

b. The switch to allow submitters to edit submissions must be enabled.  This switch is available from the Settings->Submission Settings page of your project. The settings page may have a number of submission settings tiles, you are looking for the one that corresponds to the type of submission you have just edited/created.  Most projects only have one submission type so this will be very easy, but if you have additional submission types, such as awards, symposia, breakout sessions, workshops etc. then you need to make sure you find the correct one.

There are two Submission Settings tiles highlighted in the example above - we are looking for the one called Submission Settings as clearly it is not a new Symposia that we added/edited.  If you are not sure what you should be editing, please contact Firebird Support for assurance.

Once you have accessed the Submission Settings page, you will be faced with a number of switches.  At this point the Allow Submitters to Add Submissions is likely to be turned off.  Locate the switch that says Allow Submitters to Edit Submissions and ensure this is set to Yes.

Step 16. Send the email to the submitter.  If the submitter already had an account on the system i.e. you didn't have to create the submitter, then they will need to log back into the system using the link provided by you in their email to the My Submissions dashboard for your particular project.  You may need to stress to the submitter that if they use an alternate email address (or an alternate method of logging in from the one they previously used) then they will not see their submission.

If you created the submitter, please ask them to follow the instructions below.  Feel free to edit the instructions if your project differs from the standard project or if you think these instructions can be improved.  Don't forget to update the link,the email address and the reference number to the correct values:

Please follow this link to the My Submissions dashboard.  You may be faced with a log in page.  If you haven't yet created an account with Firebird, please click on Sign Up, enter the email address that has been used to create your submission: , choose a password and complete the sign up process.  When you arrive at the My Submissions dashboard, you will find submission number is available for you to view and edit.

This should be all you need to ensure the submission is created, has been added to the correct person's account and to enable the submitter to locate and edit the submission themselves.

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