Manuscript submission form

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

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

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 workflow will look at the previous forms and put the information from those forms into this email.

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.

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' workflow is complete. Any further communication between the author and publishing house will be conducted outside of the workflow.

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' workflow is complete.

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.

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.

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.

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.

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.

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 workflow.