Abstract Management Overview

Note: The MemberClicks Abstract Management tool is an add-on you may choose to purchase. To learn more or get in touch with us to see a demo, click here

What is it?

MemberClicks Abstract Management tool allows users (members or non-members) to submit a document for review either by copying and pasting the contents of the document into a text box, or uploading a file. Submissions are stored in a secure area for others to review, comment, and rate.

This tool is a complementary product to MemberClicks, and uses the same security framework and login credentials. Through this add-on, Organizational Admins can create events and designate permissions for which users can submit documents, and which can review.

Create an Event

An Event is a collection of Abstracts that users will upload to (ex. 2018 Call for Abstracts). You can create multiple Events, or just one. When a submitter begins the submission process, they will select the Event they want to upload their Abstract to.

To create an event:

1. Log into your organization’s Abstract portal via “orgid.mcabstracts.net/event” using your Admin credentials (Note: you must be in a MemberClicks Group that has been assigned event creation permissions during the domain setup to log in here).
   
   
2. Once logged in, click on the mobile menu in the top lefthand corner and navigate to the “Manage Events” option.
   
   
   
   
   
3. Click the plus sign in the bottom right hand corner to create a new event.
   
   
   
4. Configure your event using the following guidelines:
   
   1. Title: Event name that Submitters and Reviewers will see
   2. Submission Open and Close Dates: The date range during which you’ll accept submissions
   3. Use Ratings:
      1. If this is unchecked, reviewers can choose to “Vote” or not per submission
      2. If this is checked, reviewers can choose between 0 and 5 stars to rate each submission
   4. Can Upload: Profiles from the MemberClicks Group(s) selected here will be able to upload submissions. (Note: This list of Groups populates based on the Groups in your MemberClicks platform under Database > Groups)
   5. Can View: Profiles from the MemberClicks Group(s) selected here will be able to view submissions
   6. Can Review: Profiles from the MemberClicks Group(s) selected here will be able to review submissions
   7. Can Edit: Profiles from the MemberClicks Group(s) selected here will be able to edit submissions. This includes assigning reference numbers, uploading new attachments, modifying existing text, and selecting from admin selection sets
   8. Abstract Type: Select “Uploaded documents” for users to attach document files (Word, PDF, etc.). Select “Embedded text editor” for users to copy and paste plain text entries
   9. Custom Fields: These are text boxes that submitters can complete during submission. You can add multiple text boxes, separating each with a semi-colon (ex. Author; Title; Email).  If you would like to make the fields required on upload, add an asterisk at the end of each field name before the semi-colon.
   10. Selection Sets: These are single select options for submitters to choose from during submission. You can add multiple Selection Sets with multiple selections for each, separating each with a semi-colon (ex. Topic).  If you would like to make the selection sets required on upload, add an asterisk at the end of each field name before the semi-colon.
   11. Admin Selection Sets: These are single select options that only admins can choose from once a submission has been completed. Reviewers can see this during review, but cannot modify. (ex. Finalist? Yes/No)
       
5. Click Save
   
   
   

*Note:  Each group used in Abstract permission configuration must also be able to view or edit the following attributes in MemberClicks Profile Owner Attribute Security:  [Contact Name], [Email | Primary], [Member Type], and [Username].

These can be updated in MemberClicks via:  Database >> Attributes >> Profile Owner Security

Collect Submissions

1. Begin by setting up an entry point to the Abstract interface for submitters. This URL will be formatted as orgid.mcabstracts.net/upload. Where you’ll place this link depends on your organization’s specific workflows, but a few options you might consider are:

• At the end of an event registration form
• At the end of a form specifically for abstract submissions
• From a menu item and/or article
• In a blast email
  

Once a submitter has clicked on the link, they will:

1. Sign in using their MemberClicks credentials
   
   
2. Complete the "Create" page for a new entry, or click "Edit Existing" to modify a previous entry
1. Name the entry in the Abstract Title box
2. Choose the appropriate event in the drop down
   
3. Click Continue
   
   
4. Complete custom fields and/or selection sets as needed
   
   
   
5. Upload their file OR copy and paste in a text submission, then click Submit
   
   
   
   
   
6. Click "Edit Submission" or "Upload Another" if necessary, or close out of the window
   

Review Submitted Abstracts

Once Abstracts have been submitted, they’re ready to be reviewed! You designated the Group(s) that have reviewer permissions in the section above about Creating an Event. Now you need to let reviewers know how to access submissions. This URL will be formatted as orgid.mcabstracts.net/review. Where you’ll place this link depends on your organization’s specific workflows, but a few options you might consider are:

• From a menu item and/or article
• Via email

Once a reviewer has clicked on the link, they will:

1. Log in using their MemberClicks credentials
   
   
2. Filter the submissions as needed using the filters on the left side of the portal
   1. Submissions Event: Choose the event they’re reviewing submissions for
   2. Sort By: Choose the display sort order
   3. Selection Sets: Choose a specific selection they would like displayed
   4. Reference Number: Enter any reference number they would like to filter on
   5. Search: Enter any information they would like to search on (Author name, Abstract Name, etc.)
      
      
      
3. Click on the desired submission they would like to review
   
   
   
4. Review the submission, and complete the following actions if desired:
   1. Support the submission by clicking the "Vote" icon OR any number of stars in the upper righthand corner
      
      
      
      
      
   2. Comment using the conversation panel on the righthand side of the screen
      
      
   3. Make selections in any Admin Selection Sets, if applicable
      
      
      
5. Navigate back the submission list via the arrow in the upper lefthand corner
   
   
   
6. Review other submissions as desired
   
   
7. Export submissions using the down arrow icon in the upper righthand corner if needed