Top 10 Must-Haves in a Good Abstract Management Software
To those fairly new to such software, finding a decent abstract management suite can be a bit of searching for a needle in a haystack. Most people who work in research, especially academic research, face mountains of proposals, research paper submissions and abstracts. Hence, and aggregation of useful tools to help them manage, assign and limit submissions become a great asset. But, what are the features of a good abstract management system? Let’s take a look.
#1 Submission Management
With endless numbers of submissions each, managing them can quickly become daunting. Good submission systems allow users to set limits and deadlines for submissions, sort them into topics, auto-assigns papers to a reviewer, even auto-declines papers that do not meet set requirements. This way, a good amount of workload is lifted by automation, leaving you to sift through the more quality submissions. Additionally, reviewers have the benefit of pre-defined marking schemes, making grading frictionless.
When we speak of large submissions, things can get really messy. For reviewers, it’s always a blessing to have a database system that divides and classifies papers based on their industries, authors, topic, or any other common denominator. Also, the database should be simple enough to be used by those who aren’t too savvy with computers. Simple things like a quick summary of abstracts, buttons and features to manage a submission as well as details, like the name of the author and the assigned reviewer, can be helpful when trying to review large bulks of papers in short periods of time.
#3 Author Accounts
Abstract management systems that allow author account creations simplify submission processes greatly. Reviewers no longer have the need to create new submission portals for each quarter. Instead, the author can directly upload their writings via their personal accounts on your site. This allows their papers to be automatically tagged with their details and can be easily shunted off into the relevant classifications in your database. Individual accounts also allow for reviewers to privately send feedback to candidates.
#4 Custom Integrations
Abstract submissions are organized with one main purpose; to qualify a piece of research writing and weigh if it’s worthy of publication or presentation to peers. As such, custom actions such as abstract writing tools, progress trackers, submission histories, and many other crucial processes may need to be integrated with the help of your friendly, neighborhood IT guy. A good abstract management system allows these integrations and also offer features that support such customizations.
#5 Data Validation
One other helpful feature is data validation. In most cases, the requirements for abstracts are clear, in terms of deadlines, topics, even word count. Depending on whether they are for presentation or publication in journals, you will be able to set a number of prerequisites for submissions into the abstract management system. When you do so, abstracts that do not comply with these are automatically separated into a different queue, leaving you with fewer items to review. Some systems also send automatic prompts back to the author, with reasons as to why their abstract did not make it to the final review stages.
#6 Cloud Storage
When expecting a large influx of documents, it’s always best to enlist the help of cloud storage. Having a cloud storage system means that you can easily scale your storage systems based on your needs. Also, the policies outlined in the GDPR require that private information pertaining to members of the European Union be stored with designated security layers, which are readily present in most cloud storage set-ups. This allows for more streamlined, safe, and smooth submission processes from members all over the world.
#7 Built-in Communication Channels
Another key tool is communication channels. Having a simple chat and call system as well as email forwarding makes for an organized method of correspondence between reviewers and authors, and even between reviewers themselves. Effective notification systems also keep the authors and reviewers updated about their latest submissions or any pending payment.
#8 Paper Writing Tools
Supplemental tools that benefit authors should also be considered when looking for an abstract management system. Authors will be more keen to present their abstracts when they have at hand features which point them in the right direction to write abstracts. As the reviewing party, you will also be able to set specifications for submissions right from the get-go and gain more quality submissions during each round.
#9 Analytics Dashboards
The system you’re looking for should be great at data collection and analytics as well. Integrated systems that allow reviewers to easily print custom reports and share them with team members increase working efficiency and saves time. With such dashboards, data can be exported into multiple forms for storage or further analysis. Exports should be made available in forms that allow for easy sharing as well, such as one-click link, instant share via email, or even as presentation-friendly infographics
#10 Payment Management
Submitted and accepted abstracts are commonly subjected to a small fee, usually to cover the expenses of administrative and grading processes. As this token amount is usually made payable via online means, it would be great to have a payment management system to automatically receive and organize payments. Such systems usually come with internal invoicing as well, so receipts for all payments can be automated, making collections a breeze.