This screen lists all abstracts that have been submitted to the conference or where the author has begun but not completed the submission process.

From the Abstracts screen you can view abstracts, alter abstract information such as program number or presentation type, and delete unwanted or withdrawn abstracts. Other abstract-related functions can be found elsewhere in the admin control panel:

· The abstract submission screen can be switched on and off by the Event / Settings function

· Abstracts can be bulk-downloaded to your office network from the Download screen

· Abstract grading is controlled from the Grading screen

Click on the column headings in the main information area to sort the abstracts by serial number, program number, presentation type, title or author name.



Abstract numbering

All abstracts are automatically given a four digit serial number starting with 0001 as soon as the submission process is completed. The abstract file is renamed with a conference code and the serial number – for example "demo2005_0001.doc". Incomplete submissions have a temporary ID code such as [28123]. 

Complete and incomplete submissions

The list of abstracts is divided into two sections: complete and incomplete submissions. The first section shows completed abstract submissions, which are available for reviewing and accepting into the conference program. This section always remains at the top of the information area however the list is sorted.  The second section contains abstract submissions that have not yet been completed.

An abstract submission may be incomplete for several reasons:

· The author has not yet finished entering all the required information on the submission form – i.e. the submission is "work in progress". After several minutes (sometimes a few hours, or occasionally even a couple of days) the author will complete the form and the abstract will be given a serial number and moved to the completed section at the top of the abstract list.

· The author may have forgotten to complete the submission or may mistakenly believe that the submission is complete. This is an unusual occurrence, but it can sometimes happen if the author has to stop part way through submission or has a technical problem such as a lost internet connection.

· The author decided to abandon the submission process.

· The author was trying out the system and clicked on the abstract submission link, but had no intention of actually submitting an abstract.

►                 How to decide whether an author has accidentally failed to complete a submission

1.       On the admin Reports screen choose the report entitled "Incomplete or abandoned abstracts".

You may have to wait a few minutes while the report builds.

The report lists all authors who have an incomplete abstract submission. It shows their complete and incomplete submissions so that you can compare them.

2.       Read the report, looking for cases where the author has given an incomplete submission a title and has also uploaded an abstract file.

· If the incomplete submission lacks a title or a file then the author abandoned the submission at an early stage and cannot reasonably believe that the submission was completed. You can ignore the submission.

· If the author subsequently completed the submission of a similar abstract you can ignore the incomplete submission.

· If the submission has a title and a file, and author did not complete the submission of a similar abstract then they may have intended to complete the submission of this one but failed to do so. They might not be aware that the abstract had not been successfully submitted. You should contact the author to confirm their intentions.

   How to edit an abstract submission


1.       On the admin Abstracts screen, locate the abstract on the list in the main information area.

2. Click the abstract on the list to open a window where you can see all the database information that is stored for that abstract.

3.       If you have purchased the module "Allow authors to view edited grades and comments' there will be two tabs above the main body of the abstract.  Make sure that you have selected Edit submission. If you have not purchased this module, there will not be any tabs. 

4. You can alter any item in the scrolling area in the middle of the popup window. You can upload a new abstract file by clicking on the Browse button. If you do not choose an new file the old one will be retained on the system.  You can edit the authors and affiliations but you will not be able to add new ones using the administration system.  If you need to add more authors or affiliations, you will need to log-on as the author and go through the online submission form and use the "Add Affiliation" and the "Add Author" button. 

5.       Click Save to save your changes. If the abstract submission was previously incomplete it will now be marked as complete and given a serial number but a confirmation email will not be sent to the author.

6. If you have not completed all the mandatory questions you will be warned and the submission will not be marked as complete.

►                 How to edit an abstract review

Before you edit the abstract reviews it is a good idea to download a report with the referee comments so that you can see them all in one place.  For example a useful report for this purpose is Grades and comments sorted by paper.


1.       On the admin Abstracts screen, locate the abstract on the list in the main information area.

2. Click the abstract on the list to open a window where you can see all the database information that is stored for that abstract.

3.       There are two tabs above the main body of the abstract.  Make sure that you have selected Edit reviews.  

4. You can alter any item in the scrolling area in the middle of the popup window.

5.       Click Save to save your changes.

6.        You can now make the reviews available to the authors.  For more information see How to allow authors to see referees comments and grades