The thrill of a finished manuscript can quickly give way to the daunting reality of journal submission. For many, that reality is encapsulated in two words: Editorial Manager. This powerful, ubiquitous online system, while designed to streamline the peer-review process, often feels like an impenetrable fortress to the uninitiated. Forget the generic advice and superficial overviews; this guide strips away the mystery, arming you with the precise knowledge and actionable strategies to confidently navigate Editorial Manager, transforming a potential nightmare into a smooth, efficient pathway to publication.
This isn’t just about clicking buttons; it’s about understanding the logic behind the system, anticipating its requirements, and proactively preparing your submission to minimize friction and maximize your chances of a successful submission. We will delve into every critical stage, from initial account creation to tracking your manuscript’s journey, providing concrete examples and demystifying the jargon that often frustrates even seasoned authors.
Section 1: Laying the Foundation – Pre-Submission Preparation and Account Setup
Before you even log in, a significant portion of your success hinges on meticulous preparation. Editorial Manager thrives on structured data and adheres strictly to journal-specific guidelines. Ignoring this preparatory phase is akin to trying to build a house without a blueprint – it’s destined for complications.
1.1 Deciphering Journal Guidelines: Your Submission Bible
Every journal using Editorial Manager will have a prominent “Author Guidelines” or “Instructions for Authors” section on their website. Do not merely skim this; devour it. This document is your submission bible, detailing everything from manuscript formatting to required figures and ethical declarations.
Actionable Example: A common pitfall is ignoring word count limits for different sections (abstract, main text, etc.) or specific formatting for references (e.g., APA 7th vs. Chicago). If the guidelines specify double-spacing throughout, 12-point Times New Roman, and numbered lines, ensure your manuscript reflects precisely that before uploading. Pay close attention to sections on “Permissions” for copyrighted material and “Ethical Approval” for research involving human or animal subjects; these often require specific documentation to be uploaded later.
1.2 Assembling Your Submission Toolkit: Files and Information
Editorial Manager requires more than just your manuscript. Prepare a dedicated folder on your computer containing all necessary components. This proactive step prevents frantic searches during the submission process.
Required Files (Typical):
- Manuscript (Main Document): Usually a Word document (.doc or .docx) or PDF, often without author details for blind peer review.
- Title Page: A separate document containing the full title, author names, affiliations, contact information for the corresponding author, and any acknowledgments or funding statements.
- Figures: Each figure typically needs to be uploaded as a separate, high-resolution file (e.g., TIFF, JPEG, EPS) with a descriptive filename (e.g., “Figure1.tiff”).
- Tables: Often included within the main manuscript, but sometimes required as separate files (e.g., embedded in a Word document or spreadsheet).
- Supplementary Material: Data sets, extended methods, video files, raw images – anything that supports your main paper but isn’t critical for initial understanding. Label these clearly (e.g., “Supplementary_File_1_Data_Set.xlsx”).
- Cover Letter: A formal letter to the editor. We’ll detail this below.
- Author Contribution Statement: Explaining each author’s role.
- Conflict of Interest Statement: Disclosing any competing interests.
- Highlights (Optional): Short, bulleted summary points for some journals.
Information to Have Handy:
- Full List of All Authors: Including their exact names, affiliations (department, institution, city, state/province, country), and unique identifiers like ORCID iDs (highly recommended and often required).
- Abstract: The concise summary of your work.
- Keywords: 3-7 relevant terms for indexing.
- Funding Information: Grant numbers, funding bodies.
- Ethical Approval Details: Protocol numbers, institutional review board (IRB) or ethics committee names.
- Suggested Reviewers (Optional but often encouraged): Names, affiliations, and email addresses of potential peer reviewers who are qualified but have no conflict of interest.
- Non-Preferred Reviewers (Optional): Individuals you request not review your manuscript, with a brief justification.
1.3 Creating Your Account: The Gateway
If you don’t already have one, your first step in Editorial Manager is typically account creation.
Process:
- Locate the Journal’s Editorial Manager Portal: This is usually found via a “Submit Manuscript” or “Authors” link on the journal’s main website.
- “Register Now” or “New User” Link: Click this to begin the registration process.
- Personal Information: Provide your name, institution, email address. Use an email address you check regularly, as all correspondence will go there.
- User ID and Password: Choose a memorable but secure combination. Record it somewhere safe.
- ORCID iD (Highly Recommended): If you don’t have one, create it. ORCID provides a persistent digital identifier that distinguishes you from every other researcher. Editorial Manager integrates directly with ORCID, simplifying author disambiguation and often expediting the publication process. Most systems will prompt you to link an existing ORCID or create a new one during registration.
- Keywords/Areas of Expertise: Some systems will ask for these to help editors identify suitable reviewers.
Actionable Tip: Ensure your registered name and affiliation in Editorial Manager precisely match those on your manuscript’s title page and any associated ORCID profile. Inconsistencies can trigger red flags during internal checks.
Section 2: Initiating Your Submission – The Step-by-Step Process
With your preparations complete, you’re ready to initiate the submission. Editorial Manager breaks this down into several logical steps, guiding you through each requirement. While the exact phrasing or order might vary slightly between journals, the core information requested remains consistent.
2.1 The “Start New Submission” Button
After logging in, you’ll typically see options like “Author Main Menu” or “Submit New Manuscript.” Click “Start New Submission” or a similar prompt.
2.2 Selecting Submission Type and Article Type
Submission Type: This usually refers to the journal section, such as “Regular Article,” “Special Issue Submission,” “Conference Proceedings,” etc. Choose the one that applies. If you’re submitting to a special issue, ensure you select that specific option, as it routes your paper to the correct guest editor.
Article Type: This classifies your work (e.g., “Research Article,” “Review Article,” “Case Study,” “Short Communication,” “Letter to the Editor”). Select the one that best describes your manuscript as defined by the journal’s author guidelines. Misclassifying your paper can lead to immediate rejection or rerouting, delaying the review process.
2.3 Entering Title, Abstract, and Keywords
This is where you directly input the core metadata of your paper.
Title: Copy and paste your manuscript’s full title. Ensure it’s accurate and reflects the content.
Abstract: Copy and paste your abstract. Be mindful of character or word limits; Editorial Manager will often enforce these and may truncate or reject your input if exceeded.
Keywords: Enter your chosen keywords, usually separated by semicolons or commas, or by entering them one by one in designated fields.
Actionable Tip: Some journals use automated tools to assign reviewers based on keywords and abstract content. Choose keywords that are specific to your research area and reflect the main themes of your paper to ensure it lands with the most relevant experts.
2.4 Adding Authors and Their Details
This is a critical step for attributing authorship correctly. You, as the corresponding author, will typically be listed first automatically.
Process:
- “Add/Edit Authors” Link: Click this to manage the author list.
- Search for Existing Authors: If co-authors have accounts in Editorial Manager (or this specific journal’s system), you may be able to search for them by email or name.
- Manually Add New Authors: For authors not in the system, you’ll enter their first name, middle initial (if applicable), last name, email address, and affiliation (departmental name, institution, city, country).
- Confirm ORCID iDs: For each author, you’ll usually be prompted to confirm their ORCID iD. Encourage your co-authors to obtain one if they haven’t already.
- Order of Authors: Crucially, ensure the authors are listed in the exact order they appear on your manuscript. Editorial Manager usually provides arrows or drag-and-drop functionality to reorder.
- Corresponding Author: Designate the corresponding author (usually yourself) who will handle all communication with the journal. There’s typically a checkbox or radio button for this.
Common Pitfall: Mismatching author spellings or affiliations between the system and the manuscript. Double-check every detail. This is where ORCID iDs become invaluable, resolving disambiguation issues automatically.
2.5 Providing Funding Information
If your research received funding, this is where you’ll provide the details.
Information Needed: Grant numbers, funding agencies/bodies. Some systems require you to select from a predefined list of funders.
Actionable Tip: Be precise. This information is often used for compliance with open access policies and for acknowledging support.
2.6 Attaching Files – The Upload Stage
This is arguably the most error-prone step if you haven’t prepared thoroughly.
Types of Files and Upload Slots: Editorial Manager typically presents distinct upload fields for different file types:
* Manuscript Body (Blind): For the main text, figures, and tables without author details. This ensures blind peer review.
* Title Page: A separate file with full author information.
* Cover Letter: One critical document frequently overlooked in importance.
* Figures: Often requires individual upload for each figure, possibly with a separate slot for legends.
* Supplementary Files: For additional data or materials.
* Author Agreement/Copyright Form (if applicable): Some journals require a signed form at submission.
* Permissions Files: For any copyrighted material you’ve used from other sources.
* Highlights: A short text file or directly entered.
File Format and Naming: Pay strict attention to the required file formats (e.g., DOCX, TIFF, EPS, PDF). Use descriptive filenames (e.g., Manuscript_MainText_NoAuthors.docx, Title_Page.docx, Cover_Letter_DrSmith.pdf, Figure1_SEM_Image.tiff).
Uploading Process: Browse for your files, select them, and click “Upload.” Wait for confirmation that each file has successfully uploaded before moving on. Sometimes, Editorial Manager will perform an automated check on file types and sizes.
The Cover Letter: Your First Impression:
The cover letter isn’t a mere formality; it’s your opportunity to make a compelling case for your manuscript to the editor.
Key Elements of an Effective Cover Letter:
- Journal Name and Editor Name: Address it specifically (e.g., “Dear Dr. [Editor’s Last Name],” or “Dear Editor-in-Chief”).
- Manuscript Title: State it clearly.
- Article Type: Confirm what type of submission it is.
- Brief Summary: A concise (1-2 sentences) overview of your research’s main finding/argument.
- Significance: Explain why your work is important and why it fits the journal’s scope. Emphasize novelty and contribution to the field.
- Key Findings: Briefly highlight your most impactful results.
- Previous Submissions (if applicable): Declare if the manuscript (or a similar version) has been previously submitted elsewhere.
- Conflicts of Interest: Clearly state that there are none, or disclose them.
- Statement of Originality/No Prior Publication: Affirm that the work is original and has not been published elsewhere.
- Corresponding Author Contact: Reiterate your contact information.
- Sign-off: “Sincerely,” or “Respectfully,” followed by your name and title.
Actionable Tip: Some journals use Editorial Manager to concatenate uploaded files into a single PDF for review. Review this “submission proof” meticulously to ensure all elements are correctly assembled and formatted, especially figures and tables. If something looks off, you need to go back and fix it before approving the submission.
2.7 Submitting Reviewer Suggestions (Optional but Recommended)
Many journals allow or encourage you to suggest potential reviewers. This can expedite the process by providing the editor with suitable candidates, especially for niche topics.
Guidelines for Suggestions:
- Expertise: Choose individuals with demonstrated expertise directly relevant to your manuscript.
- No Conflict of Interest: Ensure they have no direct collaborative history, recent co-authorship, or personal/professional relationship that could compromise impartiality.
- Contact Information: Provide their full names, affiliations, and professional email addresses.
Non-Preferred Reviewers: If you anticipate a conflict or bias from a specific individual, Editorial Manager usually offers a field to list “non-preferred” or “excluded” reviewers, along with a brief, professional justification.
2.8 Reviewing and Approving Your Submission
This is the final checkpoint before formal submission.
Process:
- Review Submission Details: Editorial Manager will present a summary of all the information you’ve entered (title, authors, abstract, etc.).
- View Submission Proof (PDF): Crucially, click the link to view the generated PDF of your manuscript as the reviewers and editor will see it.
- Check Formatting: Are lines numbered correctly? Is spacing right?
- Check Figures/Tables: Are they embedded or displayed correctly? Are captions present? Are they legible?
- Check Author Blinding: If it’s a double-blind review, ensure no author-identifying information accidentally slipped into the main manuscript file.
- Approve Submission: Once you’ve thoroughly reviewed everything and are confident it’s accurate, you will click a button, often labeled “Approve Submission,” “Build PDF and Approve,” or “Confirm Submission.”
Actionable Tip: Do not rush this step. An error here can lead to rejections or significant delays before the manuscript even reaches peer review. It’s far easier to spot and correct an issue before submission than after. The system will likely ask for final confirmation, “Are you sure you want to submit?” Confirm only when entirely satisfied.
Section 3: Post-Submission: Tracking, Revisions, and Decisions
Once your manuscript is submitted, the waiting game begins. However, Editorial Manager isn’t just for submission; it’s your primary portal for monitoring progress, responding to editor requests, and handling revisions.
3.1 Tracking Your Manuscript’s Status
After submission, your manuscript enters a workflow. Editorial Manager provides a status tracker. Common statuses include:
- Manuscript Submitted: Initial stage, awaiting editor’s check.
- With Editor: The Editor-in-Chief or a Handling Editor has received the manuscript and is performing initial checks, considering its suitability for the journal, and looking for reviewers.
- Under Review: The manuscript has been sent out for peer review. This is often the longest stage.
- Reviewers Assigned: Less common status, might indicate the editor has identified and invited reviewers, but they haven’t accepted yet.
- Awaiting Reviewer Scores: Reviewers have accepted the invitation and are currently evaluating the manuscript.
- Required Reviews Complete: All requested reviews have been returned to the editor.
- Decision in Process: The editor is now evaluating the reviews and formulating a decision. This can be a short but nerve-wracking stage.
- Decision Made: The editor has rendered a decision. An email will typically follow very shortly.
- Major Revision (or Minor Revision): The manuscript requires significant (or minor) changes before reconsideration.
- Accept: Your manuscript has been accepted for publication!
- Reject: Unfortunately, the manuscript has been declined.
Actionable Tip: Resist the urge to check the status every hour. The process takes time. If a status remains unchanged for an unusually long period (e.g., “With Editor” for over a month when average review times are shorter), it might be appropriate to send a polite inquiry to the editorial office via the system.
3.2 Handling Revisions: Major and Minor
Congratulations! Your manuscript has been invited for revision, a very common outcome. This means the editor and reviewers see potential in your work.
Process:
- Notification: You’ll receive an email with the decision and often a direct link back to Editorial Manager.
- Accessing Decision Letter and Reviews: Log in and navigate to your “Submissions Needing Revision” or similar folder. Click on your manuscript to access the decision letter from the editor and the individual reviewer comments.
- Prepare Your Response:
- Point-by-Point Response Letter: Create a separate document meticulously addressing every single comment from every reviewer and the editor. Copy the reviewer’s comment, then provide your response immediately below it, detailing how you addressed it (e.g., “Implemented suggested change on page 5, paragraph 2,” or “While we appreciate the suggestion, we respectfully disagree for the following reasons…”). Be polite, professional, and thorough.
- Revised Manuscript: Make all necessary changes directly in your original manuscript file.
- Track Changes (Optional but Recommended): Save a version of your revised manuscript with “Track Changes” enabled, highlighting every modification. This helps reviewers quickly see what has changed. Some journals explicitly request this; others prefer a clean version. Always check the revision guidelines.
- Highlights (if applicable): Update your highlights if the content has changed significantly.
- Submitting the Revision via Editorial Manager:
- Log In: Go to your “Submissions Needing Revision” queue.
- Click “Submit Revision” or “Revise Manuscript”: This opens a new submission wizard, pre-populating some fields.
- Upload New Files: This is critical. You’ll likely need to upload:
- Revised Manuscript (Clean Copy): Usually this replaces the old manuscript file.
- Revised Manuscript with Track Changes (if requested): A separate file.
- Annotated Manuscript (if requested): Some systems allow highlighting or commenting directly on the PDF of the previous version.
- Response to Reviewers: Your point-by-point letter. This is a crucial document.
- New/Revised Figures/Tables (if applicable): Upload updated versions.
- Revised Cover Letter (Optional but good practice): Briefly mention that this is a revised submission and highlight the major changes you’ve made.
- Confirm Information: Review author details, title, abstract, etc., ensuring they are still accurate.
- Build PDF and Approve: Just like the initial submission, review the combined PDF proof meticulously before final approval.
Actionable Tip: Treat reviewer comments as constructive feedback, even if they seem harsh or misinformed. Your professional, detailed response letter is as important as the revisions themselves. It demonstrates your diligence and responsiveness.
3.3 Receiving a Decision: Acceptance or Rejection
Acceptance:
An “Accept” decision is the culmination of your efforts. Editorial Manager will likely update your status and send a congratulatory email. The next steps usually involve:
* Copyright Form: Completing and submitting a copyright transfer agreement through the system or an external link.
* Proofreading: Receiving proofs (often via a separate system like EProof) to review for typesetting errors. This is your last chance for minor corrections.
* Open Access Options: Discussing open access choices and associated fees if applicable.
Rejection:
A rejection, while disheartening, is a common part of the publication process.
* Learning from Feedback: Carefully read the decision letter and reviewer comments. Even a desk rejection (without peer review) often provides valuable feedback on scope, novelty, or presentation.
* No Rebuttals via EM: Do not attempt to argue the decision within Editorial Manager. If you feel there was a serious misunderstanding or procedural error, it’s generally best to address this with a separate, polite email to the Editor-in-Chief, outside of the formal EM system, after careful consideration.
* Next Steps: Use the feedback to revise your manuscript and target a more suitable journal. A rejection is an opportunity for improvement.
Actionable Tip: For rejections, download all reviewer comments and the decision letter from Editorial Manager. Once the manuscript is no longer active in the system, these documents might become inaccessible.
Section 4: Advanced Tips and Troubleshooting Common Issues
Beyond the basic workflow, understanding some nuances and common pitfalls can save you significant time and frustration.
4.1 Understanding the Editor’s Workflow
Knowing what happens behind the scenes helps you anticipate requirements.
- Initial Check: An editor first assesses if your paper fits the journal’s scope and quality standards (e.g., does it look like a well-researched, properly formatted paper?). A desk rejection might occur here if there’s a strong mismatch.
- Finding Reviewers: The editor uses keywords, author suggestions, and their own network to identify potential reviewers. They send invitations via Editorial Manager.
- Monitoring Reviews: The system tracks reviewer progress. If reviews are slow, the editor might send reminders or seek new reviewers.
- Decision Formulation: Once reviews are in, the editor synthesizes them, makes their own assessment, and formulates the decision letter.
Actionable Tip: A well-written cover letter, clear abstract, and appropriate keywords significantly aid the editor in this initial phase, helping them quickly grasp your paper’s relevance and identify suitable reviewers.
4.2 Communicating Through the System
Editorial Manager typically has a messaging system.
- “Send a Message”: Usually found on your author main menu, this allows you to send inquiries to the editorial office regarding your manuscript’s status or other issues.
- Keep it Professional and Concise: State your manuscript ID, clarify your query, and avoid overly frequent messages.
- Automated Notifications: Most important updates (decision letters, requests for revision) will also trigger email notifications. Ensure your registered email address is current and that Editorial Manager emails aren’t going to your spam folder.
4.3 Navigating Multiple Roles (Reviewer, Editor)
If you reviewer for or edit for the same journal using Editorial Manager, you’ll have distinct “Author,” “Reviewer,” and “Editor” roles accessible from your main menu. Ensure you are in the correct role when performing tasks.
4.4 Troubleshooting Common Technical Glitches
- Browser Compatibility: Editorial Manager usually works best with modern browsers like Chrome, Firefox, or Edge. Older browsers, or Safari (occasionally), can sometimes cause display or upload issues. Clear your browser cache and cookies if you encounter persistent problems.
- File Size Limits: Your files must adhere to specified size limits. Compressing images or using efficient PDF creators can help.
- PDF Conversion Errors: If the “Build PDF” step fails, it’s almost always due to an issue with one of your uploaded files. Try the following:
- Convert to PDF Locally: Convert your Word document or other files to PDF before uploading, then upload the PDF.
- Simplify Filenames: Remove special characters or very long filenames.
- Examine Embedded Objects: Complex embedded objects (e.g., very high-resolution images, obscure fonts, linked Excel spreadsheets) can sometimes cause conversion issues. Try flattening images or simplifying complex formatting.
- Session Timeouts: Editorial Manager will log you out after a period of inactivity. Save your work frequently, especially during long forms or complex uploads.
4.5 Data Security and Privacy
While you’re interacting with a secure system, always be mindful of:
* Phishing Scams: Legitimate Editorial Manager emails will come from the journal’s domain. Be wary of suspicious links or requests for personal information outside the system.
* Strong Passwords: Use unique, complex passwords for your EM account.
* Public Computers: Avoid conducting sensitive submissions on public computers.
Conclusion: Mastering the Editorial Manager Ecosystem
Navigating Editorial Manager transcends mere technical proficiency; it’s about strategic planning, meticulous attention to detail, and a deep understanding of the academic submission ecosystem. By treating your interaction with the system as an extension of your research professionalism, you can dramatically smooth the path to publication.
This comprehensive guide, from the foundational preparation to the intricacies of revision and troubleshooting, dismantles the perceived complexity of Editorial Manager. You are now equipped not just to click buttons, but to confidently and efficiently manage your manuscript’s journey. Remember, every successful submission begins with a well-prepared author. Arm yourself with this knowledge, and face the submission process not with trepidation, but with the assuredness of an expert navigating familiar terrain. Your next publication awaits.