Refresh Programs
Login to the admin panel of the extender app. If you are unable to login, you might need another administrator to go to Users > Refresh admin users inside the extender app admin panel.
Once logged in, go to Programs on the left side and click Refresh Programs button.
This will tell the Extender App to grab the latest list of programs from the OpenWater portal so that you can begin configuring specific settings for Keywords, Judges, OFAC, Copyright, and Session Organizer settings.
Settings Config
After refreshing the programs, you should find your program in the list and click Settings Config.
Program Extended Configuration
Paper Number Start – ASME staff determine a starting paper number for each conference. Enter that number here.
Next Paper Number – OpenWater has a recurring process to update a field in the abstracts in the OpenWater system with these custom paper numbers that ASME has requested. This number updates every time a new custom paper number is assigned. Usually have this start out at the same as the Paper Number Start.
OFAC Email – Email to notify during events that trigger OFAC.
Minimum Number of Reviews Before Decision Can Be Made – this is typically set to 3 but some conferences have 2 or another number. This will prevent a session organizer from making a decision on a paper until that number of peer reviews have been completed.
Authors Report ID– To help connect the extender app to the OpenWater platform and pull data out – there is a custom report that the extender app uses and it needs the ID number of that report. Log back into the OpenWater portal, open the program from the dashboard and go to Submissions > Reports on the Short Abstracts Round.
You will find a report called ‘Authors’ with description ‘Do Not Modify’. Click Select.
Look at the URL of the report you are on and you will find a number at the end of the URL like so:
Copy and paste that number, which is the report ID, into the field in the extender app settings.
Invite Url – This is the Judge Sign Up Form Invite URL that you acquired in the first section of this article. It is a convenient link that the session organizers can copy from their public side and send to peer reviewers who want to particpate.
Session Organizers can be assigned as reviewers to abstracts within their sessions – Self explanatory.
Allow Copyright Form Process – Typically on, but if a conference does not have a copyright process, uncheck this box.
Keywords
The abstract submission forms have fields for the submitters to type in keywords that tag the abstract. These keywords can be imported via a .txt file (one keyword per line) by clicking Bulk Actions and import.
Reviewers
When reviewers go through the Judge Sign Up Form process, the keywords field will be auto-populated for them based on what we have for them on file already. That is what this tab is for.
We can import the known judges from the past and their associated keywords. This gives the reviewer the opportunity to update their keywords which will be reflected here. If a reviewer signs up and is not in this list, they will be added to it, so it is not essential that they be here, but it is convenient.
The list can be mass imported by importing a JSON file provided by the ASME IT team.
Email Templates
These templates can be mostly copied and pasted over from conferences.
Invitation Letter
The content can be copied over from other programs as well. This invitation letter is sent out via an email blast to the short abstracts that have been accepted as for draft paper submission.
Let’s configure that Email Blast now so you do not forget to update it when the time comes.
First, take note of the URL you are on in the extender app, and the number that is in the URL like so:
That number is the extender app ID for this program.
Open your program from your dashboard and go to the Short Abstracts round. Click Tools > Email Wizard and load up the ‘Accepted Abstracts’ Email blast.
Tab over to Email Template and then double click the link for ‘Download your invitation letter’.
Update the number in the URL to be the same as the number you took note of while working in the extender app settings.
Don’t forget to click save.
Recurring Jobs
In the extender app again, click Programs, find your program and instead of going to Settings Config, click Jobs.
These are the recurring jobs we have running for this conference. Make sure they are enabled unless you do not need them for some reason.
