Submission – CTI Meeting Technology knowledge base

Abstract Embargo Best Practices

To safeguard sensitive information, it’s crucial to implement embargoes on abstract bodies. Administrators take a proactive approach to minimize the risk of premature data exposure by advising meetings to embargo ALL abstracts before making acceptance decisions.

I. Setting up Abstract Embargos

To ensure a secure embargo process for abstracts, follow these steps:
1. Navigate to cAdmin Submissions and select “Abstract body embargo.”
2. To ensure all abstracts are found, do not check any boxes and click “CONTINUE.” If you want to narrow down which abstract bodies are embargoed, choose “SELECT ALL” or specific boxes and click “CONTINUE.”
3. At the bottom, set the desired embargo date for all abstracts. If you have specific dates for different abstracts based on activity type or other filtering methods, you may set them up accordingly.

II. Reporting on Abstract Embargos

Under Reports -> Report builder, within the Controls card, click “Create New Report”:
Prioritize the related fields:
• Abstract.ActivityName
• Abstract.ControlNumber
• Abstract.PresentationID
• Abstract.PresentationNumber
• Abstract.EmbargoAbstractRule: Administrator-set time for release
• Abstract.EmbargoAbstractStatus: “0” indicates no embargo, “1” indicates embargo
• Abstract.EmbargoUntil: Time when the abstract will be released
• Presentation.EmbargoContentUntil: Time when the presentation will be released
• Presentation.EmbargoContentRule: Administrator-set time for release
• Session.Type
• Session.Number
• Session.Title
• Session.StartDateTime

Click “Save As” to save the report for later use, and use the “Select Output” box to export the report.

Control Complete Status

Control Complete Status: This asks the question, “Has the submission met all the submission requirements?”

Incomplete: This is the default status when a control is created.

Complete: This status is automatically set when the control meets the submission’s minimum requirements.

Deleted: This status is available for an end user to apply in cSubmit if configured.

Finalized: This serves as the final status if the ‘finalized’ feature is configured in cSubmit and/or cAdmin, similar to the Session Locked status.

Program Status

“Program Status” refers to the current state of a Submission. It indicates whether the Submission has been assigned to a Session and is ready to be included in the program. The following are the defined Program Status options:

Undefined: This is the default status assigned to a Submission when it is initially created in the system.

Accepted: This status is set by the administrator (cAdmin) when a Submission has been accepted for presentation (session assignments finalized).

Withdrawn: If an end user requests to withdraw a Submission, the status can be changed to “Withdrawn” by an administrator in cAdmin. This status is also used for resolving duplicate submission cases, where one of the duplicate submissions is withdrawn.

Rejected: Assigned by an administrator using cAdmin when a Submission is not accepted for presentation (session assignments finalized).

Removed by Staff: Used by administrators in cAdmin to indicate that a Submission should be removed from reporting or other program-related modules.

Bulk Action to Change Program Status

On the Submissions Dashboard, administrative users have the option to perform a custom bulk action on the submissions of their choice. This feature allows you to select one or multiple submissions and make a bulk action edit to the Program status using the lightning bolt icon.

To change the Program status, follow these steps:
1. Select the checkbox of the submission(s) you wish to edit. Alternatively, you can select all submissions by clicking the three dots over the boxes and the “Select all”
2. Click on the “Lightning bolt” icon located at the top-right of the list
3. Select the “Program status” option
4. Choose the new Program status you would like to apply to all the selected submissions from the drop-down list
5. Finally, click the “Verify Change” button to apply the new program status to all selected submissions.

Co-Author Access Setting

Maybe you want to restrict access to content. We’ve added a setting to control whether co-authors can view Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

We’ve added a setting to control whether co-authors can view or edit Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

1. Go to Settings -> Workflow applications -> cPortal -> click the Presentation tab
2. Check ON to give all co-authors permission to View, Add/Edit, or both presentations on the Portal

Author Search Lookup Setup for Submissions

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people. View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people.

View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

Session Date (ShowSessionDateInSubmitReview)

Do you want to show the Session Information on the Submit Site Review My Work page so users can see this after the submission process?

Option Name	ShowSessionDateInSubmitReview
Where is this configured?	Submit
Why is this configured?	Do you want to show the Session Information on the *Submit Site Review My Work* page so users can see this after the submission process?
Option Value	Yes
Example Option Value	Do not use in conjunction with SummaryLayout or it will not work.
Qualifier 1	Activity
Qualifier 2	Activity
Qualifier 3	Activity
Default	NONE
Special Considerations	DO NOT USE in conjunction with SummaryLayout or it won’t work. SummaryLayout should not be configured.
Example Meeting	CCC 2010
Standard Checklist?	No
Validated?	Yes

Abstract Image Files Allowed (AllowedImageFileTypes)

Restrict types of image files uploaded in abstract/abstract2 steps?

Option Name	AllowedImageFileTypes
Where is this configured?	Submit
Why is this configured?	Restrict types of image files uploaded in abstract/abstract2 steps?
Option Value	Image file type extension(s)
Example Option Value	JPG,BMP
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	All file types can be uploaded in Abstract/Abstract2.
Example Meeting	DAA Chicago 2018
Special Considerations	Option values should be comma-separated.
Standard Checklist?	Yes
Validated?	Yes

Example screenshot:

Abstract Graphics Allowed (AbstractGraphicsAllowed)

Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads? N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config).

Option Name	AbstractGraphicsAllowed
Where is this configured?	Submit
Why is this configured?	Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads?
Option Value	Numerical value
Example Option Value	3
Qualifier 1	Activity
Qualifier 2	NONE
Qualifier 3	NONE
Default	5
Example Meeting	ORS 2015
Special Considerations	N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config)
Standard Checklist?	Yes
Validated?	Yes

Example image below: