Managing Papers

Steps in Submitting papers

For most conferences, papers go through the following steps:

1. One of the authors "registers" the paper, providing the paper title, abstract and, if configured for the conference, a set of paper topics and keywords. This registration needs to take place before the registration deadline configured for each track. Chairs can register a paper on behalf of the authors at any time. The person creating the paper entry does not have to be an author; this can happen if an assistant registers a paper. Once the paper has been registered, it is labeled "pending".
2. The creator of the paper entry can add any number of authors to the paper. All authors have equal status; there is no special "correspondence author".
3. Any of the authors uploads the manuscript for review, typically a PDF file. Once the manuscript has been submitted, the paper becomes "active".
4. The paper can be withdrawn by the authors or the chair.
5. During the review process, the paper can be labeled "discuss" or "need more reviews". Neither of these designations is visible to authors; they continue to see the paper as "active".
6. After decisions are made, the paper is designated as "accepted", "rejected", "minor revision", "major revision" or as the conference-specific accept or reject status.
7. The final status becomes visible to authors, along with the reviews, once email notifications have been sent out.

Alternatively, some conferences allow the submission of a short abstract before they review the full manuscript. In that case, the sequence differs a bit:

1. As before, authors submit basic paper information such as title and keywords, and add authors to the paper record. The paper is considered "pending" at that point.
2. Authors can then submit a PDF or plain-text abstract, with the maximum page count and deadline configured in the track configuration. Once the abstract has been submitted, the paper is labeled as state "abstract."
3. The chairs can accept and reject abstracts. Authors can submit regular papers for papers with accepted abstracts ("abstract accepted"); no further action is permitted for papers that are rejected at that point. If a PDF document is submitted for the full paper, it replaces the earlier abstract.

Authors of accepted papers can then submit final manuscripts before the final paper deadline.

Listing Papers

You can see all papers under "Papers/List all papers". You can then click on the paper number to see a detailed view.

Manuscript (PDF) Problems

EDAS can detect a variety of common manuscript problems for PDF files, from margin violations to extraneous page headers and font embedding issues. The track configuration allows to configure some of the tests, and whether failing will prevent uploading of the final manuscript.

A typical configuration for IEEE-formatted papers is shown below:

When manuscript problems are detected during upload, the submitting author will see the error message on the web page and all authors get the emailed summary in their submission confirmation email.

If a reviewer reports a manuscript problem, it is immediately reported by email to the appropriate parties, i.e., authors, chair (if configured via Conference/Configure), publication chair (if configured) and the special manuscript problem email address.

Chairs and publication chairs can list the current set of problems for active or accepted papers at Papers:Manuscript problems. If a problem report is a false alarm, the chair or publication chair can clear the error report via the cancellation icon in the manuscript problem list.

Authors can be reminded via the Papers:Remind authors function.

Paper Status

The main paper status page, accessible from the paper listing or the individual paper selection, shows the basic paper information such as title and abstract as well as reviews. From there, you can upload late or corrected papers, see if the paper has manuscript (PDF) problems, add reviewers, move the paper to a different track or conference, and accept, withdraw or reject the paper. The page also contains reviews and the paper log, identifying all actions that have been taken for the paper.