Assigning, Removing Assignments and Removing Reviewers

Assigning, Removing Assignments and Removing Reviewers

How to Assign Reviewers Using the Assignment Wizard?

The Assignment Wizard will automatically allocate reviewers from your reviewer pool to submissions in a certain track or based on responses on the Reviewer Sign-up form. The Assignment Wizard will not assign a reviewer to a submission if the person is listed as an author, presenter or co-author on the submission.

IMPORTANT: If you are not using the Reviewer Sign-up form, you must populate your Reviewer Pool before using the Assignment Wizard. Refer to: https://support.x-cd.com/portal/en/kb/articles/how-to-get-reviewers-into-the-database

If you wish to have reviewers assigned to specific submissions i.e. Reviewer 1 has to review submission ID 5, 8, 15 20, do NOT use the Assignment Wizard. Follow the Assign Reviewers Manually instructions.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu
  4. Click Reviewers in the horizontal menu
  5. Select Assignment Wizard
  6. Under Abstract Field Filters, select a Track, if applicable (or if you want all tracks, do not select any and click the Submit button) or if not using a Track field, select one or more submission field responses
  7. If you are using the Reviewer Sign-up form on the right side of the screen, under Form Field Filters, select one or more responses from the Reviewer Sign-up form
  8. Set the Filter logic condition to be And / Or for each filter (i.e. for the Abstract filter and the Form Filter)
  9. Click the Submit button
  10. Enter the number of reviewers to assign per submission.
    e.g. if you want 3 reviewers for a single abstract, enter 3
  11. Enter the total maximum number of abstracts overall that a reviewer can be allocated to review.
    e.g. if each reviewer is limited to 8 reviews in total to review, enter 8
  12. Click Run Wizard button NOTE: The wizard automatically assigns reviewers to the submissions.
  13. Repeat Run Wizard until all submissions have been assigned. NOTE: You may need to repeat Run Wizard several times for all submissions to be assigned.

How to Remove a Review Assignment from a Reviewer?

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Reviewers located in the horizontal menu
  4. Select Manage Reviewers
  5. Find and Click the Reviewers Name - If the name you are seeking does not appear skip to below
  6. Click  X  on the far right to remove the Assignment

If the name you are seeking does not appear in the Manage Reviewers list

  1. Click Reviewers located in the horizontal menu
  2. Select Assign by Contact
  3. Click Show All Contacts button
  4. Search for the individual, Click the Row the name appears on
  5. Click View Assignments
  6. Click  X  on the far right to remove the Assignment

How to use an import a file to assign reviewers to certain abstracts?

Create the Import file:

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Import Reviewer Assignments
  6. In the first step in the on-screen instructions, click the link to the Import Template and download the file and open the file
    • NOTE: You will see a sample record in the csv file. All Column headers must NOT be changed nor deleted.
    • NOTE: Email Address is a Required field and MUST match an existing email in the system.
    • NOTE: You must also populate the Abstracts column with the submission IDs separated by ; and you may leave all other columns unpopulated.
    • If you are using special characters: SAVE-AS FILE WITH UTF-8 ENCODING.
    • Ensure to keep the file formatted and save as CSV.
      • For PC's, use Save as File Type CSV UTF-8 (*.csv)
      • For MAC's, use Save as Windows Comma Separated (.csv)
    • Open the template in Excel. NOTE: This is a "CSV" file. It will ask you when opening how it is to be delimited. It is delimited by ,
    • Copy/paste your data into the file into proper columns.
    • Save file.

Once the import file is ready:

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button
  4. Click Reviewers in horizontal menu
  5. Select Import Reviewer Assignments
  6. Click Upload CSV button, browse for the import file on your computer and select it

Note: When importing reviewers, it will not create a duplicate. If the email is already in the system, it will just use the existing email.


How to change a Reviewer's Password?

Reviewers are considered to be contacts and contain a profile in the Contacts Module.

To change a Reviewer's password, follow the steps in the How to Change Someone's Password FAQ in the Contacts module online help section - click here.


How to remove a Reviewer?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in horizontal menu
  5. Select Manage Reviewers
  6. Click on a Reviewer Name
  7. Click Remove Reviewer button


How do I delete a review or a review assignment?

If you need to delete a reviewers review, or delete a review assignment, please follow the steps below. 

  1. Go to your Speaker Module 
  2. Review Module (if using Paper review, click Review Papers in left side menu)
  3. Reviewers Tab 
  4. Manage Reviewers
  5. Search for the reviewer whose review you wish to delete
  6. You will see all of their assignments, both complete and incomplete
  7. Click the red X to the right of the Total Score column
  8. This will delete the review assignment, and the review itself


How to View / Remove from the Reviewer Pool?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Review button located in the Sub-modules menu (if using Paper review, click Review Papers in left side menu)
  4. Click Reviewers in the horizontal menu
  5. Select Reviewer Pool
    • This will display a grid of all reviewers
    • Click Downloads button to export a list of Reviewers
    • Click Manage beside an individual's name, to view which track the reviewer is assigned to
    • Click Remove button beside an individual's name to remove the reviewer from the Reviewer Pool

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