Last Revision: 11/15/2005
APA’s Journal Office’s new online
production system, Production Back Office (PBO)
has recently been developed as an online tool to aid the APA Journal Dept in its
work of guiding accepted manuscripts in their preparation for publication. This
document discusses areas where JBO and PBO connect, primarily via the
Manuscript Transmittal function in JBO. This document is broken into the
following categories:
I.
What Data Are Sent to PBO via the Transmittal?
II.
APA Journals — Manuscript Requirements
III.
How to Access the Transmittal in JBO
IV.
Items That Are Editable (Or Not Editable) on
the Transmittal
V.
File Sending via the Transmittal
VI.
What if JBO Manuscript on File is Incorrect Version?
VII.
How Will I Know The Data Was Sent to PBO?
VIII. Can I Resend
A Transmittal?
IX.
Transmittal for Outgoing JBO Offices
X.
PBO-related Status Codes in JBO
XI.
Display of PBO Status Codes in JBO
XII.
Upcoming Feature: Vol/Issue Final Assignment and PBO
This document will be revised as new JBO~PBO
connectivity features become available.
The manuscript transmittal
form in JBO is your tool to send us your data – data about the manuscript (orig. submission date, numbers of tables and
figures, confirmation of forms received, etc), as well as the manuscript itself,
along with ancillary files needed for its final publication.
- All form data you see on your online transmittal
form is sent to PBO electronically.
- The transmittal asks you to specify the number of
and then upload all “figure” files submitted to you by the author. (Figure files meaning all ancillary
files as defined in APA Journal Office specifications). These uploaded
figure files are renamed according the APA Journals naming standards when
sent to PBO.
- If your journal office permits supplementary
files from authors, the transmittal will ask you to specify the number of
supplementary files submitted to you by the author. These uploaded
supplementary files are renamed according the APA Journals naming
standards when sent to PBO.
- The manuscript document is taken automatically
from the JBO system and sent to PBO. However, you have the opportunity to check
the ms file being sent, and JBO has tools for you to correct the
manuscript being sent if the version on file in JBO is incorrect.
II.
APA Journals Dept Manuscript Requirements
For successful transmittal,
the APA Journals Department has several filetype requirements. The manuscript:
1.
MUST be a .doc file (PDFs are NOT acceptable for
APA’s technical edit)
2.
MUST NOT be masked or blinded
3.
MUST have a recorded JBO status of “Accepted, Forms Received, Pending Publication”
4.
MAY contain lower quality images, as long as the high-quality images are also sent as figure files
Because
the transmittal process automatically retrieves
the manuscript version which JBO has marked with status “Accepted, Forms Received,
Pending Publication”, we need your help to ensure that the manuscript being sent
meets these requirements.
III.
How To Access the Transmittal in JBO:
The transmittal is a menu option accessible in the Manuscript Coordinator’s login to JBO only (not in Editor or AE versions of JBO). Coordinators can access the transmittal by going to the manuscript detail for that manuscript number (msno). This is done 1 of 2 ways:
- Click on the msno link for an item listed in one
of the homepage working files
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Status: Accepted, Forms Received, Pending Publication (4) |
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Doeschek, Hui, |
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- Search for the msno via the search option at the
top of JBO’s homepage:
Search for in:
When the manuscript detail
screen appears, select the menu option at the top of the screen: Other à Manuscript Transmittal Form
This
is the Manuscript Transmittal Form:
IV.
Items That Are Editable (or not Editaable) on Manuscript
Transmittal
All data appearing on the transmittal form are sent to PBO. However, some items are editable from the transmittal
form directly, likely because JBO does not ask for this information elsewhere. Other
items display, but are not editable from the transmittal itself – likely data that would
be applicable to multiple JBO records (e.g. author information). These data
must therefore be changed elsewhere in JBO prior to sending the transmittal; any
changes made elsewhere in JBO will be reflected when you return to the
transmittal screen.
The following items are editable from the transmittal:
- title
- manuscript type
- date of original submission, last revision, and
final acceptance
- Suggested volume and issue1
- Corresponding author’s email address
- Number of manuscript pages, tables, b/w and color
figures, appendices, and footnotes
- Acknowledgement of receipt of specified forms2
- Number of figure files to be uploaded and sent
with this transmittal3
- Number of supplementary files to be uploaded and
sent with this transmittal4
- Notes to APA Journals and/or the
printer/typesetter
- Specific note to specify a manuscript be typeset
from hard copy (not electronic file)
1 Offering a suggested volume/issue is your office’s
way to help APA Journals guide their processing schedules for all manuscripts
received from your journal office. Final volume/issue assignment is not confirmed
until late stages of post-production.
2 The transmittal requires
that you give a date each form was received, or mark that form as not
applicable to this manuscript (or journal office).
3 Figure files include all ancillary files sent by the author (excluding the manuscript
file itself). The transmittal requires you to specify the number of figure
files to be uploaded (enter 0 if none).
4 Supplementary files are not allowed by all offices. If
your journal office allows authors to send supplementary files, the transmittal
will ask you to specify the number of supplementary files to be uploaded (enter
0 if none).
The following items must be edited elsewhere in JBO if
they do not display correctly in the transmittal:
- Author(s)
1. If
an author is missing, the author must be added from the manuscript detail’s
menu option:
o
Change
Manuscript Info à Authors –> Add Author
2. If
authors are listed incorrectly, one of the following edit options in
JBO should be used:
o
ms detail menu
option Change Manuscript Info à Authors à Remove
Author
o
ms detail menu
option Change Manuscript Info à Authors à Set
Correspondent
3.
If data for an author is incorrect or missing:
o
click on the
author’s name in the ms detail screen to edit that author’s profile
- MS Number
If
the ms number is incorrect, edit this via the Change
Manuscript Info à MS Number option on the manuscript detail screen menu.
- JBO’s Date Accepted/Forms In
This
date is not used for PBO processing; rather it is a system marker to ensure the
record is ready to be sent from JBO to PBO. As such, this data is not editable.
- Correspondence Author (name, phone, fax, address)
1.
If the wrong person
is displayed as corresp auth, this can be changed via ms detail menu option Change Manuscript Info à Authors à Set
Correspondent.
2.
If the
corresponding author is correct, but data for that person is incorrect or
missing, this can be added to the author’s JBO author profile, by backing up to
the ms detail screen and clicking on the author’s name to add/edit the
information. Any revisions will then display when you return to the
transmittal.
V.
File Sending via the Transmittal
Once
you have verified/corrected the transmittal form data, have told the
system the number of ancillary files you will be sending, and clicked the Continue button at the bottom of the form, you will be taken to the next screen in the transmittal process:
Manuscript
File
The
transmittal program pulls the manuscript on file in JBO with the status
“Accepted, Forms Received, Pending Publication”. You will be alerted if (1)
there is no manuscript on file, or (2) the manuscript file is in PDF format. Otherwise,
at the top of the screen you will see a link to the manuscript file about to be
sent with the transmittal. Click on the link to view and verify the
manuscript file being sent is the correct version.
If
the version is incorrect, you can revise the manuscript file to be sent with
the transmittal. (see section VI.)
Uploading Ancillary Files
In
this example, the user has specified 3 figure files and 2 supplementary files
to upload. Upload each file from your local machine. When all files are
displayed in the text boxes, and you have viewed the manuscript file to confirm it is the correct version, click Send Data To PBO.
File
Naming
Do
not worry about renaming the files to match APA Journals Dept specifications.
The system will rename all files (manuscript, figure and supplementary files)
according to existing file naming specifications.
VI.
If Manuscript on File in JBO is Incorrect Version
If
you need to replace the manuscript on file, back up to the manuscript detail
screen, and choose menu option
Other à Upload Manuscript.
From
here you can upload the version that should be sent to PBO, overwriting the
existing manuscript file:
When
this is accomplished, return to the manuscript detail screen to proceed with the transmittal.
VII.
How Will I Know Transmittal Data Was Sent to PBO?
No
data (form data or files) are sent to PBO until you have completed the file upload
process and have seen the following message:
If
you back up to revise data in JBO without having seen the above message, when
you return to the transmittal form, it will be as if you were beginning the
transmittal process again.
VIII.
Can I Resend A Transmittal?
Yes.
Once a transmittal has been sent, the following message will be displayed on JBO's manuscript detail screen:
This manuscript has been sent to APA's Production Back Office
(PBO) for technical edit.
Please take no further action on this manuscript until APA Journals has
completed its processing.
However,
if for some reason new or revised transmittal data must be sent, simply choose
menu option Other àManuscript
Transmittal Form again. The transmittal form will display any files
sent previously, and allow you to upload further files. Several notes:
§
Transmittal form
data (the first screen) will overwrite any data sent to PBO previously
§
Files sent with a
prior transmittal will not be overwritten. The system will recognize new files
and add them to the files sent previously.
§
The manuscript
file will be sent again. If it is the same
file, no changes will be made to the PBO file list. If the manuscript file is
different (e.g. different file type), a 2nd ms file will be sent to
PBO**.
**Because
the system does not overwrite files sent in previous transmittals, it is a good
idea to write an explanatory note in the transmittal to PBO, particularly if
you are resending revised versions of files sent previously.
IX.
Transmittal For Outgoing JBO Offices
Only manuscripts accepted via
your Journal Office (JBO) will be accessible for transmittal to PBO. If yours is
an incoming office, you will not have access to the manuscripts accepted for
publication by a previous office. Transmittal of those manuscripts is the
responsibilty of the outgoing office.
X.
PBO-related Status Codes in JBO
JBO has 2 new status codes
related to PBO:
1.
When a
transmittal is sent to PBO, the manuscript receives the JBO status “Sent to PBO for Technical Edit, Not Yet Available For Potential Lineup”. At this point, the manuscript is waiting for an alert
from PBO that it can be given a final issue assignment.
2.
When
PBO’s technical edit processing has reached the stage when a final issue
assignment is required, an action in PBO will alert the JBO record, changing
the manuscript’s JBO status to “PBO Technical Edit Complete, Available for Issue
Lineup”. At this point, your editor
will find this record in his/her working file of manuscripts available for issue
lineup.**
**This second new status –
alerting you to a manuscript’s readiness for issue assignment – is in
development and should be operational by the end of the year (see section XII).
XI.
Display of Status Codes in JBO
Due to numerous requests, as of Wednesday, November 16, this is how the status codes discussed in the previous section should display in JBO. If this not the case, please contact JBO support.
Coordinators/Editors: These manuscripts will not display in either working queue. However, they will be displayed in all master lists (sorted by ms number, status, or action editor).
Action Editors: Because the AE's responsibility for the manuscript is complete after manuscript acceptance, items at this status will not display in any AE queues.
Coordinators: Because manuscripts at this status are the responsibility of the editor, these manuscripts will not display in your working queue. However, they will be displayed in all master lists (sorted by ms number, status, or action editor).
Editors: Manuscripts at this status will appear in your working file to be given a final volume/issue assignment prior to publication. (see section XII also). They will also display in all master lists.
Action Editors: Because the AE's responsibility for the manuscript is complete after manuscript acceptance, items at this status will not display in any AE queues.
XII.
Upcoming Feature: Vol/Issue Assignment and PBO
JBO currently contains a
function for editors to create tables of contents (TOC) for manuscripts accepted for publication.
However, we are still developing the
links to transmit your issue line-up to PBO. By
the end of 2005 we plan to activate the functionality linking your JBO’s existing
TOC building feature to the PBO.
For now, please continue to
follow your current procedures to convey your department’s issue line-ups to APA
Journals Department.
As new JBO~PBO
connectivity features become available, this document will be revised to include new information.