Abstracts

Requires Configuration

This feature is customized per client. For more information, please contact your Euclid Support Analyst.

Overview

The ClearVantage Abstract Management module provides a way for users to submit a proposal, and allows you to easily manage those submissions for events,awards, publications and applications.

As shown in the following section, the Abstract module is organized into Groups and Topics, which typically correspond to an event and the available presentation topics. Additionally, the module works in conjunction with other features of ClearVantage, such as the Survey Module which provides the ability for Reviewers and Selectors to provide their feedback and recommendations for submissions, while the associated web form and web functionality provides the vehicle for users to submit applications and associated documents for review.

Please note, during configuration a choice needs to be made between the option for Lead Reviewer or a Selection Committee. These two options provide access for users to make the decision on which proposals are selected (or, alternatively, which nominee receives the award).

To access the Abstract section of ClearVantage, select the Membership drop-down and then Abstracts. This loads the Abstract listing page. All other navigational details in this document assume that you are on this page as a starting point.

Groups and Topics

To use the Abstract section of ClearVantage, you must provide an organizational structure to arrange the submissions. This organizational structure consists of Groups and Type. Types exist within each Group and are not shared between them. What the group represents depends on your organization’s usage of Abstracts. One example we can provide, is if applicants are submitting presentations for an event, then each event would be a group and the categories/subjects/tracks within each event would be represented as a type.

Once submitted, each abstract has their own notebook that is located by filtering by Group and Type.

Creating and Editing a Group

Use the following steps:

1. From the right-side activity panel, select the Add Group button.

2. Complete the Group Info box.

   

   1. GroupCD: This is the unique identifier for this group. Two groups may not share the same CD and the CD may not contain spaces or special characters.

   2. Group Name: This is the public facing name for the group. This is what users can see and select when submitting their Abstracts.

   3. Description: This space allows you to provide a long description of the group to provide clarity to internal users.

   4. Type: ws you to segment a Group into Types. Types should be added on the Abstract Group Types reference table and can be accessed from the left-hand main menu by selected Administration and then Edit Reference Tables.

3. Complete the Date Info box:

   Note

   While these fields are not required in order to save the record, the flow of the baseline Collection, Review, and Selection functions do not work appropriately without them. For example, the Review option does not appear to reviewers after the Final Review Date passes.

   

   1. On Web?: Determines if the Group shows as an option on the webform and is visible to the Submitters or Reviewers.

   2. Collection Start: Determines the date when the group appears online, and the collection of submissions begins.

   3. Collection End: Determines the date when the group stops showing online and the collection of submissions ends.

   4. Final Review Date: Determines the final date that reviewers can review and provide feedback on submissions

   5. Final Selection Date: Determines the final date where an Abstract can be selected for inclusion in the final event or publication.

   Collection Criteria

   For Groups/Types to be available for online submission, it must be between the "Collection Start Date" and "Collection End Date", and the "On Web" check box must be checked for this group to be visible.

   Review Period

   Proposals are available to the members of the Review committee as soon as they are submitted but are no longer available once the Final Review Date is reached.

4. Click the Add Group button to save the information and create the group. The group then shows on the listing page.

5. Once you have Saved the Group, a new tab is available the Abstract Topic tab.

Creating and Editing a Topic

1. Click on the Abstract Topic tab, and then the Add Topic button to add the topics available.

   

2. Complete the blank notebook page that loads

   1. Group/Topic: Group populates automatically, enter the name of the Topic you are creating. These fields can contain neither spaces nor special characters.

   2. Description: Enter a longer description, if needed, for the Topic. This description shows on the listing page in ClearVantage, but it does not show online.

   3. Fee Product: If there is a submission fee associated, select it here. Please see the next section for information on setting up submission fees.

   4. Data Collection Survey: Select the survey created to collect information from the abstract submitter.

   5. All Members?: Available for configuration during implementation, but this does not have a function in baseline.

   6. Review Committee: Select the Committee to be granted reviewer access to submissions to this Topic.

   7. Selection Committee: Select the Committee that makes the ultimate decision.
      OR

   8. Lead Reviewer: Search for an Individual to be the lead reviewer for the group. This determines which reviewer has access on the Abstract Selection tab to enter the final selection decision. Other individuals are not able to see the reviewed proposals.

   9. Survey: Select the survey for reviewer committee feedback.

3. You can revisit the Group by clicking on it from the listing page, updating the fields and clicking Save.

Managing Submission Fees

1. Submission fees for Abstracts exist, in ClearVantage, as Products. For a new fee option, create a new product.

2. Select Services from the left-hand main menu, and then select Products.

3. From the right-hand Activities Panel, select the Add Product button.

4. From the New Product Notebook, complete the following fields (at minimum – your set up may require additional fields, please consult your Configuration Appendix for more details).

   

   1. Company: Select the appropriate company from the drop-down.

   2. Product CD: Enter a unique code for the product.

   3. Product Name: Provide the name for the product as it should be listed.

   4. Short Description: Complete this section for easy reference to include the Group and Type that this fee applies to.

   5. Product type: Select the appropriate type. This field is required for product records.

   

   1. On Web?: Leave this box unchecked. Checking it causes the product to appear in the online store separate from the submission process.

   2. Complete the submission fees.

   3. Click the Save button.

This product is now available for use as a submission fee.

Submitting an Abstract

Your members (and/or other users) can submit abstracts online. Baseline ClearVantage includes web forms to allow this submission to be processed and the associated records created automatically. It is also possible for staff to manually create the Abstracts through ClearVantage.

Submitting through the form requires the person entering the submission to have an Individual record in ClearVantage and a web user login to allow them to access the form. This requirement ensures that the submitted Abstract is attached to the correct records within ClearVantage.

Initial Submission

Below, is the general submissions process for end-users. Please keep in mind, the process may have been customized for your organization during the implementation process.

To submit an Abstract, use the following steps:

1. Navigate to the organization’s site, login, and select the Abstract button.

   

2. The submission form loads to the first of four tabs, Abstract Submission. The default version of this form is displayed, below. Your form may have additional fields. Complete the fields as detailed and click Submit.

   1. Topic Group: Select the appropriate topic group from the drop-down.

   2. Topic Category: Select the appropriate topic category from the drop-down.

   3. Abstract Title: Enter the title of the Abstract.

   4. Additional Questions: Loads the questions from the Data Collection survey selected during the Topic set up.

   

   1. Add Author: Click the Add Author button to search for additional authors to add to the submission. The logged in user submitting the Abstract is automatically set as the Primary Author.

   2. Abstract Text: This section is typically used for Authors to provide the overall summary of the Abstract. This text is commonly used to brief attendees (or readers) on the content.

   

   1. Supporting Documents: Use the Choose a File button to select documents from your computer to submit as part of the Abstract. You can use the Add Another Document button to add additional buttons/fields allowing you to add additional documents.

   2. Save Draft: At any point, you may use the Save Draft button to save your progress and then return to the submission to complete it later.

Incomplete Submissions

The second tab of the form provides a listing of draft submissions saved by the logged in user, but not yet submitted. This allows access to edit and complete the draft.

1. Filter the draft submissions by using the Group and Topic drop-downs to limit the listing. (Please note, the group drop-down must be selected to display any of the drafts).

2. Locate the draft you want to load and click the blue “eye” icon to load it for editing.

3. The submission loads on the Abstract Submission tab. Click the Submit button to complete the process.

Reviewing an Abstract

Once submitted, the Abstracts are available to the configured review committee. The members of this group can load the Abstracts, review them, and provide feedback. This process allows for designated users to participate in the approval process.

Creating and Managing Review Groups

Each review group must be created as a committee in ClearVantage. Create the committee and populate their members normally (See the Committees User Guide).

Once you have created the committee(s), you link the Review Committee and the Selection Committee or Lead Reviewer in the Abstract Topics tab of the Abstract Group Notebook.

Reviewing Submissions

The designated users can access through the third tab of the Abstract form: Abstract Review.

1. Use the Filter by Group drop-down to select a group. No Abstracts show until a group has been selected.

   

2. Search through the listed Abstracts and click View beside the item to review.

   

3. This loads the top-level view of the Abstract. The provided information can be reviewed, and any attached documents can be downloaded and opened.

4. When ready, the reviewer should click the Review button. This loads the survey associated to the Abstract’s Topic, allows you to collect feedback, and allows the reviewers to vote depending on what information you want back from your reviewers.

5. Reviewer then submits the survey and moves to the next Abstract to review.

Selecting Abstracts

Once the review date has passed, the Lead Reviewer (or Selection Committee members) is able to move through the selection process. This is located on the fourth tab of the form and can be accessed from their membership dashboards by selecting the Abstract option and then the fourth tab: Abstract Selection.

1. Use the Filter by Group drop-down to select the Group and Topic to filter the submitted and reviewed proposals.

   

2. From the resulting list, click View beside the proposals.

3. They may go over the proposal, supporting documents, as well as each survey response. At the bottom, click on the Abstract Status drop-down and choose the new status for this proposal.

   

4. Click the Update Status button.

Managing Submissions

Once submissions come in through the webform, ClearVantage users can view and manage them; as well as manage owners and authors within each Abstract Group. You can also enter them directly through ClearVantage in the event you receive submissions through another method.

Locating the Abstract Notebook

1. Select the Membership option from the left-hand main menu, and then click on Abstracts. This loads the listing of available Abstract Groups.

2. Click on the Abstract Group you want to work on and load the Group Notebook.

3. From the Group, select the Abstract Topics tab to review the available topics, and then click into the topic itself.

   

4. This opens the Topic Notebook. To view the associated Abstracts, click the Abstracts tab.

5. To manage an existing record, click on the line of the Abstract you want to modify and then select the Edit Record button. To add a new record, click the Add Record button.

Adding or Managing an Abstract

Use the above section to locate the Topic Notebook and click the Add Record button. This loads a notebook for a new Abstract.

Complete the fields, as needed, for the Abstract.

Abstract Info

• Group/Topic: These populate automatically.

• Title: Enter the title of the Abstract. This field is required.

• Description: Provide a long description of the Abstract.

• Abstract Date: Enter the date the submission was received.

• Abstract Comment: This space is provided for the submitter to provide additional content or context around their submission.

Owner Info

• Owner Type: This radio button determines if the search box looks for Individual or Organization records.

• Search Individuals/Organizations: Opens a search window that allows for the search and selection of the primary contact record to be assocaited with the Abstract as an author.

• Owner ID: Lists the unique ID number of the current owner record.

• Owner Name: Shows the unique ID number of the current owner record.

Once this information has been provided, click the Save button. This creates the Abstract record and provides the additional options needed to complete the submission information.

Once saved, you can use the Edit Description button, the Abstract Text button, and the Edit Comment button.

Saving also provides access to additional tabs.

Related Submissions

Provides the method for uploading and submitting documents associated with the submission.

Use the Add Record button and complete the fields as needed.

• Doc Date: Enter the submission date the document was provided.

• Title: Provide the name of the document to be listed in the Abstract record.

• Subject/Description: Provide a subject to further define the document.

• Doc Type: Select the appropriate document type from the drop-down.

• File Type: Select from text, image, or other

• Upload New File: Click the Select button to search your computer for the file to upload.

Click the Save button to upload the document and save the file.

Adding Authors to Submissions

The Authors tab allows you to link additional authors to an Abstract submission. To manage an existing author’s record, click on the row to highlight it and click the Edit Record button. To create a new Author record, select the Add Record button.

The pop-up provides a Search button that allows you to connect Individual records to the Abstract submission.

Survey Responses

This tab provides a listing of all the surveys submitted by reviewers and selectors. You can drill into them to review specific responses.

Invoicing Submission Fee

To invoice a user for a proposal submission, use the following steps:

1. From the left-hand main menu, select Services and then Products.

2. Locate and click on the Product configured for the Submission Fee.

   

3. Click the Add to Cart button.

4. Use the pop-up to search for the purchaser.

5. Click on the user’s name and then click Check Out.

   

6. Complete the checkout process as normal, confirming the address and billing information and selecting the payment method to either process the payment or create an invoice for future payment.

   

Updating Status of Submitted Abstracts

ClearVantage provides the ability for staff to make updates to the status of any given proposal. This can be in support of the Review and Selection committees or in lieu of them. This can be done to one at a time or in bulk.

Note

Custom status values can be added through the ABSTRACTSTATUS table in the Look Up Reference tables. The webforms look at the default values of Selected, Not Selected, and Alternate. If custom values are configured, please coordinate with your web analyst to ensure that that the webforms are updated to consider the new status.

Updating the Status of an Abstract

1. Select the Membership option from the left-hand main menu, and then click on Abstracts. This loads the listing of available Abstract Groups.

2. Click on the Abstract Group you want to work on and load the Group Notebook.

3. From the Group, select the Abstract Topics tab to review the available topics, and then click into the topic itself.

   

4. This opens the Topic Notebook. To view the associated Abstracts, click the Abstracts tab.

5. To manage an existing record, click on the Abstract #.

6. This opens the notebook for this proposal.

   

7. The status can be altered by selecting a value from the Abs. Status drop-down.

8. Click the Save button to update the record.

Updating the Status of Multiple Abstracts

To update multiple proposals simultaneously, use the following steps:

1. Select the Membership option from the left-hand main menu, and then click on Abstracts. This loads the listing of available Abstract Groups.

2. Click on the Abstract Group you want to work on and load the Group Notebook.

3. From the Group, select the Abstract Topics tab to review the available topics, and then click into the topic itself.

   

4. This opens the Topic Notebook. To view the associated Abstracts, click the Abstracts tab.

5. To filter the provided list, use the Status or Rating columns. Place your mouse over the column header to see a down arrow option. Click the down arrow to view the available filter options.

6. The Status filter allows you to enter a text string. Enter a value available as a status option (Baseline values are Selected, Not Selected, and Alternate).

   

7. The Rating filter allows you to enter a numerical value into one of three separate filters: Greater Than, Less Than, or Equal To

   

   

8. Once filtered, you can update the resulting list by clicking the Mark All As.. button.

   

9. In the pop-up window, click the Status drop-down and select the new value to assign to all the selected proposals. Then click the Go button in the lower right.

Sending Abstract Emails

ClearVantage allows you to send emails to the authors of a proposal. The following steps provide guidance to filter the proposals and send the email.

1. Select the Membership option from the left-hand main menu, and then click on Abstracts. This loads the listing of available Abstract Groups.

2. Click on the Abstract Group you want to work on and load the Group Notebook.

3. From the Group, select the Abstract Topics tab to review the available topics, and then click into the topic itself

4. This opens the Topic Notebook. To view the associated Abstracts, click the Abstracts tab.

5. To filter the provided list, use the Status or Rating columns. Place your mouse over the column header to see a down arrow option. Click the down arrow to view the available filter options.

6. The Status filter allows you to enter a text string. Enter a value available as a status option (Baseline values are Selected, Not Selected, and Alternate).

7. Once filtered, click the Send QuickLetter to Current List button.

8. The pop-up shows the available QuickLetter templates available for the Abstracts module. Select the template and click the Continue button.

   Note

   Templates must be configured in CVPro. Templates can be added or edited by using ProTools > QuickLetters

   

9. Select values from the drop-downs for the following:

   1. Email From Address: Shows as the sending address.

   2. Email from Name: Shows as the sender’s name in the recipient’s inbox.

   3. Email Reply Address: If a recipient uses the Reply option it is sent to this address. This can be different from the Email From Address

   4. Subject Line: Enter the subject line for this email.

   5. Content: Review and adjust the content for this send

10. Click the Send QuickLetters button.

Event Speakers

Automatically creating speakers is a custom configuration dependent on client business rules. If your process includes adding accepted abstract authors as speakers or session moderators for an event, manually add these records to the Event Notebook.