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Submission form

  • The submission form contains a number of pre-defined fields that are standard parts of an abstract. These can be switched off, if not needed.
  • In addition, administrators can add any number of custom fields to the form.
  • Technically, it is possible to replace some of the standard fields with custom ones. For example, it is possible to replace the standard abstract title component with a custom edit box. However, since the standard fields all have special functions in the workflow (for instance in the review and selection process), as well as special attributes, it is usually preferable to use the standard fields whenever possible.

Locate the relevant functions

Go to Configuration / Submissions / Submission form to set up the form. Other pages in the Configuration / Submissions also provide needed functions for the setup.

List of pre-defined fields

The following describes the pre-defined fields, their attributes and special functions.

Abstract title
  • The title of the abstract can be input either as simple text in a simple edit box or by means of an editor that allows simple formattings (bold, italics, subscripts and superscripts). On request, other formattings can be added.
  • A size limit can be imposed on the title, either on the number of words or the number of characters.
  • The title of the abstract is automatically displayed in various places, for example on users' accounts, in the overview list of their submissions. Search functions can also use the title, or part of a title, to locate a submission and its author.
List of authors and affiliations
  • The listing of authors consists of two parts: a list of affiliations and a list of authors' personal details.
  • Submitters start by listing and numbering all the affiliations (organisations) and go on to list the authors.
  • When listing the authors, submitters can list the affiliations associated with each author.
  • Both the affiliations and authors' details consist of individual pre-defined fields that can be used or not in the setup. For example, it is possible to use a field to collect the email address of an author; the country and city of the affiliations can be collected. Administrators can also decide whether these fields are optional or mandatory.
  • Administrators can set a limit on the number of authors that can be listed. They can also allow the use of an "et al." check box.
  • Submitters can also indicate who, among the listed authors, will be the presenter at the conference.
  • As an option, it is possible to request that all presenters have an account on the site. This is useful if you need to check that presenters are duly registered for participation when creating the agenda. The software uses the email collected for the authors to enforce this requirement.
  • There are several formats available to display the authors and their affiliations.
Abstract text
  • The text of the abstract can be input either as simple text in a simple edit box or by means of an editor fitted with a number formattings (bold, italics, subscripts, superscripts, bullet lists, links and others). On request, the list of allowed formattings can be adjusted.
  • A size limit can be imposed on the title, either on the number of words or the number of characters.
  • The text of the abstract can be viewed by reviewers and administrators who select abstracts.
Pre-defined keywords
  • Administrators can define a list of keywords to display as check boxes on the form and let users select any number of them.
  • The selected keywords can be displayed in the overview list of submissions used for the selection and classification of the abstracts.
Freely defined keywords
  • Instead of (or in addition to) letting submitters choose keywords in a list of pre-defined items, you can let them input their own list.
  • The freely selected keywords are also shown to administrators in the selection process.
Themes & topics
  • To help classify the submissions, you can activate a list of topics on the form, to let submitters indicate the topic/s that can be best associated with their submissions.
  • The topics can be classified in different themes (or tracks).
  • It is possible to let submitters indicate a second and third topic.
  • The topics selected by the submitters are shown to administrators who can confirm their choice or reassign them to other topics.
Presentation types
  • You can activate a drop down list on the submission form, to let submitters indicate their preferred presentation type.
  • If you have several presentation types, you can let submitters indicate a second and third choice.
  • The preferences indicated by the submitters are shown to administrators, who can confirm their choice or reassign them to other presentation types.
  • Once assigned, or reassigned, the presentation types can also be used to set constraints in the creation of the agenda: if you decide that a session will be a poster session and set the poster option as a constraint on that session, you will not be able to insert submissions that are not flagged as posters in that session. This type of constraint is mostly useful for large conferences, when administrators need to sift through a large number of submissions.
Upload button for an extended abstract
  • You can add an upload button to the submission form, to collect together with the abstract.
  • If you make the button mandatory, users will only be able to submit the form if a file has been successfully uploaded.
  • If the button is optional, users can submit their abstract without an upload. Once the abstract is submitted, they will find an upload button next to their submission and will be able to add the file.
  • In the case of an optional upload, you can activate an automatic email that will be sent out to submitters who have created their abstract without an upload. This email will server as a reminder that an upload is still needed to complete the submission.

Select pre-defined fields

  • Go to 1. Configure the form to include or exclude suitable pre-defined fields form the submission form. This can be done by means of the usage drop down. Save your selection.
  • Use the Display order to rearrange the fields on the form.
  • Access the attributes of the fields by means of the Edit button, on the right hand side.

Add custom fields to the form

  • Go to 2. Add a component to the form to add a custom field.
  • Choose a field type in the drop down list and click on Add this item.
  • Fill in he form by inputting the attributes of the field (label, instructions etc.) and save.
  • As soon as you submit the form, the new field is added at the bottom of the form.
  • Adjust the position and usage of the item in the overview of fields.

Add instructions

  • You can add instructions that will be displayed above the form.
  • Go to 3. Edit the instructions displayed above the form .
  • Input the instructions in the edit box. Alternatively, activate the editor to input formatted text.
Last updated: 18 January 2023
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