Guide to Managing Duosuma Submissions

Basics

How do I manage my submissions?

The Manage Your Submissions page is where you can see a list of your active submissions and review individual submissions.

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List of Submissions

Filter Settings

You can filter and sort the list of submissions, using the following options in any combination:

• Filter by Assigned To to list the submissions assigned to a specific team member or to see submissions that are unassigned. Needs Ability: Can View All Submissions (If you do not have either "Can View All Pending Submissions" or "Can View All Complete Submissions" privileges, this will automatically be set to you.)
  Note: When using Status: Pending along with Assigned To, it will only look for incomplete assignments for that team member. However, when using a complete Status, such as Accepted or Declined, it will look for all submissions matching that status that were ever assigned to the team member.
• Filter by Status: Pending, Accepted, Declined, Withdrawn, Open for Editing. Needs Ability: Can View All Complete Submissions (If you do not have "Can View All Complete Submissions" privileges, this will automatically be set to "Pending".)
• Filter by Translations: You can filter the list to Show Only Translations or to Exclude Translations. These are only options if Translations have been turned on in Account Settings.
• Filter by Type: Fiction, Nonfiction, Poetry, Drama, Visual Art, Multimedia. Needs Ability: Can View All Submissions
• Show only Submissions that are Late for response and/or Overdue for action. These will only be options if Response Targets and/or Assignment Thresholds have been set in Account settings.
• Show only submissions with Pending Messages.
• Filter by Project and Call. (A project must be selected before you can choose a call.)
• Filter by Date Sent.
• Filter by Rating. The account must be set up for rating submissions. Needs Ability: Can See Others' Ratings and Comments
• Filter by Number of Ratings. The account must be set up for rating submissions. This allows you to filter by the number of times the submission has been rated. To see the submissions that are unrated, set Max. # Ratings to zero. Needs Ability: Can See Others' Ratings and Comments
• Filter by Reviewed By to list the submissions that have already been reviewed by a specific team member. Needs Ability: Can View All Submissions You also have the option to Show selected team member's rating (alongside the average rating). Needs Ability: Can See Others' Ratings and Comments
• Filter by Has Comments to see the submissions that either already have Comments for Submitter or don't. Note: You must have set up a Response Template using the {{Comments}} substitution to have this option. Also, you need to have Can See Others' Ratings and Comments and at least one of: Can Accept, Can Decline, and/or Can Update.
• Filter by Tagged. For this to be an option, the account must be set up for tagging submissions and tags need to have been created. This filter option allows you to filter for submissions that have been labeled with a specific tag. For more information, see our detailed Guide to Tagging Submissions.
• Filter by Not Tagged. For this to be an option, the account must be set up for tagging submissions and tags need to have been created. This filter option allows you to filter for submissions that have NOT been labeled with a specific tag or that have not been tagged at all.
• Search by Title or ID. This allows you to search for the title of a particular piece or for a Submission ID. Needs Ability: Can View All Submissions
• Search by Name. This allows you to search for a submitter's name. Needs Ability: Can Reveal Identity
• Sort By:
  • Date Sent (ascending or descending).
  • Avg. Rating (ascending or descending). Needs Ability: Can See Others' Ratings and Comments
  • If you have selected a team member for "Reviewed By," you'll also be able to sort by Selected Reviewer's Rating (ascending or descending). Needs Ability: Can See Others' Ratings and Comments
• Set Rows per Page: 25, 50, 75, 100, 200. (For improved performance, select a lower number.)
• List Pieces to include the titles of pieces in the search results.
• Reveal Names to display the submitter's name on anonymous submissions. Needs Ability: Can Reveal Identity
• Auto-hide form will hide the Filter Settings form. You can bring it up again at any time by selecting Filter Settings at the top of the page.
• Remember these settings will save your filter preferences, except for user-typed text fields. (Note that we do allow setting Date Sent as part of your saved settings, but we don't recommend it in most cases, since you will always be looking at only submissions from that date range, no matter how many new submissions arrive after those dates.)

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Reading the List

The following columns may be in your list, depending on your privileges and filter settings:

• Project: The name of the project receiving the submission.
• Call: The name of the call receiving the submission.
• Type: The type of submission (fiction, nonfiction, poetry, visual art, multimedia). This will be represented with an icon.
• Submission: For anonymous submissions, this will display an identifying code for the submission. For non-anonymous submission (or when the Reveal Names option has been used), it will display the submitter's name. Also, if you have chosen to "List Pieces" in your Filter Settings, it will show the title(s) of the piece(s) in the submission.
• Fee/Tip ($): Displays an icon indicating whether a fee or tip was paid with the submission. Needs Ability: Can See Fees/Tips
• Date Sent: This shows the date the submission was received (using UTC).
• Status (STS): This shows an icon representing the current status of the submission:
  • A Accepted: The submission was accepted.
  • D Declined: The submission was declined.
  • P Pending: The submission has been received, but a final response has not been sent yet. The review process may or may not have begun.
  • W Withdrawn: The submission was withdrawn by the submitter.
  If the submissions is a Test Submission, Locked (pending new file), Overdue for action, or Late for response, that will be indicated here as well.
• Assigned: The name of the team member who has been assigned the submission. If it assigned to more than one person, the first one will be listed along with a number indicating how many others are assigned to the submission.
  Note: If the list is filtered for Status: Pending, only incomplete assignments will be included. However if the list is filtered for a different status (or no status), it will include everyone who has ever been assigned to the submission.
• Average Rating (AvgRate): The average rating for the submission and, in parentheses, the number of team members who have rated the submission. Needs Ability: Can See Others' Ratings and Comments
• Reviewer's Rating (RevRate): The rating for the submission given by the selected reviewer. Needs Ability: Can See Others' Ratings and Comments
• Select: Click this link to see the full details for the submission.

There is also an option to download the list in CSV/Excel format. The file contains only metadata about the submissions, not the submission files.

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Bulk Actions

Depending on your privileges and filter settings (which must be set to Status: Pending), Bulk Actions may be available. To use any Bulk Action, use the checkboxes in the list to select the affected submissions, then click the large button for that bulk action, and finally fill in the short form.

Bulk Reassign: (Requires more than one person on the team.) Depending on how your account and team have been set up, you may have the following options:

Assign To:

• Assign all selected submissions to a specific member of the team.
• Assign all selected submissions to people in your assignment pool. This will use the automatic assignment setting in Account settings, if that has been set. For each submission, it will select someone who is in the Assignment Pool and is able to review that type of submission.
• Escalate. This assigns all selected submissions to someone at a level above the current team member who is in the Assignment Pool, eligible to receive that submission, and has not already reviewed it.
• Assign all selected submissions to people at a specific account level: Manager, Editor, Reader, Reviewer. In addition: Manager Or Above and Editor or Above may be options. For each submission, it will select someone at that level who is able to review that type of submission, is in the Assignment Pool, and has not already reviewed that submission.
  Note: If you don't have at least two people in an account level, there won't be an option for that level.

Number to Assign: If you select the assignment pool or account level option, you may select the number of new people who should be assigned to the selected submissions. (Default is one.)

Note: You may provide an optional Note to the person/people who will be assigned the submission.

Unassign: Depending on your filter settings, you may also have the option of Unassigning the submissions from (a) yourself, (b) the member of your team selected in "Assigned To" in the search filter settings, or (c) everyone who is currently assigned to the submission. Check the box(es) for the person/people who should no longer be assigned to these submissions.

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Bulk Decline: This will allow you to decline the selected submissions and send those submitters a form letter response (using one of your Submission Declined response templates). Note that the Bulk Decline action will fail on any submissions that are currently checked out by someone else. Needs Ability: Can Decline

What about Bulk Accept? For now, that isn't an option. We think most teams will want to send acceptances individually and personally rather than using bulk form letters. However, if that's a feature that your team requires, please do express your interest.

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Bulk Update: This will allow you to contact all selected submitters and send them a form letter update (using one of your Submission Updated response templates). For example, you can notify them that there will be delay in response, or that they've been selected for the shortlist. This option does not change the status of the submissions; it simply allows you to contact the submitters about their submissions. Note that the Bulk Update action will fail on any submissions that are currently checked out by someone else. Needs Ability: Can Update

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Bulk Tag: For this to be an option, the account must be set up for tagging submissions and tags need to have been created. This allows you to label all selected submissions with a specific tag. For more information, see our detailed Guide to Tagging Submissions.

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Reviewing Individual Submissions

Navigating through Submissions

If you start from the Submission List, you will have Back and/or Forward buttons in the upper-right of the submission details page to help you navigate through the list. There is also a link to return to the Submission List. If the system needs fresh data to ensure you don't miss any submissions, the Forward and Back buttons won't appear, but if you return to the Submission List, the data will be refreshed and you can begin navigating back/forward again.

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Submission Meta Information

The top of the page for each submission displays: the Project, Call, and Type of Submission, whether it's a Translation (if Translations have been turned on in Account Settings), the Date of Submission, the Submission ID, the name of the team member who has been Assigned the submission, and the current Status of the submission.
Also if a Tip Jar or submission Fee has been paid, that will be indicated. Needs Ability: Can See Fees/Tips

Changing Project, Call, Type, Status, or Translation Setting: Team Members at Editor level or above can change the Project, Call, Type of submission, and/or Translation Setting if necessary. Also, they will be able to manually change the status of a pending submission without contacting the submitter, if needed.

Reporting a submission as Fake or Spam: Team Members at Editor level or above can report a submission as fake/spam to Duotrope. We will then investigate and take appropriate action, which may including permanently banning the submitter's Duotrope account. We also recommend that you take advantage of the Ban List in these cases, and, if they paid a Submission Fee or Tip, that you refund those funds to avoid potential chargebacks or disputes.

If the submission has a request for new files pending and you have "Can Update" Permissions, you can Clear File Lock. Please note that this will prevent the submitter from being able to provide new files (unless you request them again or the project allows submitter-requested file changes). Only use this option when you have Requested New Files by mistake or the new files are no longer needed. Needs Ability: Can Update

Submitter's Info:
If the submission call required anonymous submissions, you will not see any information about the submitter. You will not be able to see their name, contact information, bio, cover letter, or answers to Custom Questions.
Only team members with "Can Reveal Identity" privileges will have the option to Reveal Identity.

For non-anonymous submissions, it will display the information the submitter provided during submission: their legal and preferred Name, Pseudonym*, Bio*, Cover Letter*, and Answers to Custom Questions*. (* if applicable)
Also, if you have "Can See Submitters' Address Information" privileges, you will be able to see the contact information (Email and/or Address) they provided, if applicable.

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Piece(s)

This is the section where you can see the submitted piece(s). Depending on the type of files and the account settings for "Online Viewing" and whether or not you've set up a "Send to Kindle" address, you will see at least one of these options (unless the files are no longer available):

• Download: Download the file(s) to your computer. Note: You are responsible for deleting the file from your computer when you have finished with it.
• Gallery: If the submission is Visual Art or Multimedia, and the file is a web-compatible image, the Gallery will show previews of all compatible images for that submission.
• View File: If the file type is compatible and the account has been set up for "Online Viewing," this will allow you to view the file in your browser.
• View as PDF: If the file type is compatible and the account has been set up for "Online Viewing," this will convert the file to PDF and allow you to view it in that format. Note: Formatting may be slightly different from the original file.
• Send to Kindle: If you have set up your personal "Send to Kindle" address and the file type is compatible, you will have the option to send it to your Kindle device. Because Kindle can be finicky with DOCX formats, we provide the option to convert Word files to PDF before sending it to your Kindle. Note: You are responsible for deleting the file from your device when you have finished with it.
• Link: If the submitter provided a (file-sharing, portfolio, video-sharing, or audio-sharing) link, this is how you will view the file(s). Note: Since these are links to external services, we cannot scan them for viruses.

For each file that's part of the submission (and is not an external link), you will also see a message about the virus scan status. If you get an alert that a file has failed the scan, you can request a new file from the submitter. Needs Ability: Can Update

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Rating and Commenting (Internal Use Only — The submitter will not see the ratings or review)

All accounts allow you to leave a Review (limited to 4,000 characters, which is approx. 500 words), and this field may be required with all ratings in account settings.

If the account settings use a Rating System (5-star, Accept/Decline, Yes/No/Maybe, Letter Grades), you will be able to select your Rating. Then, click the Review button to record your entry. (If you update your rating or comments later, it will overwrite your original entry.)
Team Members with "Can See Others' Ratings and Comments" privileges will be able to see all Ratings and Comments for a submission. Otherwise, you will only be able to see your own.

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Tagging (Internal Use Only — The submitter will not see the tags)

For this to be an option, the account must be set up for tagging submissions and tags need to have been created. You can add tags, either by selecting them from the option when you click on the tag box or starting to type a specific tag. Use the X icon to remove tags. For more information, see our detailed Guide to Tagging Submissions.

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Reassigning (Requires more than one person on the team.)

If you need to reassign the submission, you'll be presented with a number of options, depending on how the account and team have been set up.

Assign To:

• Assign the submission to a specific member of the team.
• Assign the submission to someone in your assignment pool. This will use the automatic assignment setting in Account settings, if that has been set. It will select someone who is in the Assignment Pool and is able to review that type of submission but hasn't already reviewed this submission.
• Escalate. This assigns the submission to someone at a level above the current team member who is in the Assignment Pool, eligible to receive that submission, and has not already reviewed it.
• Send to someone at a specific account level: Manager, Editor, Reader, Reviewer. In addition: "Manager Or Above" and "Editor or Above" may be options. It will select someone at that level who is in the Assignment Pool, is able to review that type of submission and has not already reviewed this submission.
  Note: If you don't have at least two people in an account level, there won't be an option for that level.

Number to Assign: If you select the assignment pool or account level option, you may select the number of new people who should be assigned to the submission. (Default is one.)

Regardless of the option you choose, you may also include an optional Note for the person being assigned the submission (if applicable).

You may also Unassign the submission from anyone currently assigned to it by checking the boxes for the people who should no longer be assigned to the submission.

To finalize the Assignment changes, click the Change Assignments button.

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Comments for Submitter (Unlike Tags, Ratings, and Reviews, the submitter will see this)

If you have a Response Template set with the {{Comments}} substitution, this will open up a new feature on your Submissions page where you can save Comments for Submitter (up to 4,000 characters, which is approx. 500 words). Those comments will then be filled in when you use a Response Template containing that substitution. Also, those comments will appear on the submitter's tracking page. To add or update the comments, enter (or delete) the text for the comments and click Save. (Also, you must have Can See Others' Ratings and also at least one of: Needs Ability: Can Accept Can Accept, Needs Ability: Can Decline Can Decline, and/or Needs Ability: Can Update Can Update permissions.)

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Actions

Instructions: Each action is a simple three-step process.

1. Begin by clicking the appropriate button: Decline, Accept, Update, or Request New File(s). At this point, the submission is checked out by you for at most a 15-minute period. Other team members will not be able to respond to the submitter until that time period elapses or the check-out is released, whichever happens sooner.
2. Then, fill out the short form, either selecting a Response Template OR typing in a custom Email Subject and Email Message. If you select a template, you will have the option of making modifications, if needed.
3. Finally, click the Respond button to finalize the action and send the response to the submitter. This will also release your check-out on the submission. (If you change your mind, the Cancel button will also release the check-out.)

The Actions:

• Decline: This will set the status of the submission to "Declined" and email the submitter. (Only available on Pending submissions.) Needs Ability: Can Decline
• Accept: This will set the status of the submission to "Accepted" and email the submitter. If the submission contains more than one piece, you will be able to select the piece(s) being accepted, and any not selected will bet set to "Declined." (Only available on Pending submissions.) Needs Ability: Can Accept
• Update: This allows you to send the submitter a message without changing the status of the submission. (Only available on Pending submissions.) Needs Ability: Can Update
• Request New File(s): This allows you to request new file(s) from the submitter. You can optionally set a deadline for the files to be received by. If the submission contains more than one piece, you will be able to select the piece(s) you need new files for. (Note: The submitter will only be able to provide new file(s) in one of the file formats allowed for the Call for Submissions. Only available on Pending or Accepted submissions.) Needs Ability: Can Update

A note about Submission Responses: When you complete one of the actions listed above, the submitter is emailed. The body of the message uses the text/template you provided. The message will also include a footer that has a link to the submission details page (in their personal account), and when appropriate, a link to withdraw the submission (only if it's still pending) and/or a link to submit new files (only if requested).

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Messages

If the project is set up to allow Messages from the submitter, you will see a section for Messages if the submitter has sent any. To reply, use the Reply link in the Messages list. (If you need to send an additional reply, simply use the "Update" action as described above.) Needs Ability: Can Update

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Submission Activity

You can choose to see the Submission Activity log for the submission. Details may be redacted, depending on your privileges and on whether the submission was anonymous.
If the submission was anonymous and you have Can Reveal Identity privileges, if you click the Reveal Identity button (in the Submitter's Info section), you can see the complete, non-redacted history.

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Unlocking a Submission

If a submission already has a final status (been accepted or declined), but a mistake was made and you need to send a different response, Unlock the submission and send a different response. This requires Can View All Complete Submissions, as well as Can Accept or Can Decline, as applicable.

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