Intro

Open

Overview of submissions and abstracts

As the first step of moving user functionality to the VMX platform, we created a new additional implementation of the abstract submission process. The core feature is to allow multiple submission setups in the same event. Each can have a different deadlines, templates, requirements and payments.

In addition, it is also possible to use the new abstract submission in context of the m-anage event dashboard.

Core user functionalities

• Overview with search

• Guidelines step

• HTML abstract title

• Topics + Subtopics

• Preferred presentation type

• Predefined keywords

• Roles (Main author, Presenting author)

• Author affiliations

• Author conflicts of interests

• Author study group

• Custom queries (Label, Textbox, Single select, Multiselect, Rich Text Editor, File upload, Date & Time picker)

• Custom queries filters depending on preferred presentation type

• Custom queries filters depending on Topic / Subtopic

• Word submission template

• Word + Character limits

• Payment + Invoicing

• PDF previews

• Reopen submitted abstracts

Open

The submission wizard

Core backend functionalities

• Public deadline

• Submission shutdown deadline

• Deadline for creating new abstracts

• Setup of name, description, guidelines

• Customizable step names with disable option

• Assignment of topics, subtopics, types, custom queries

• Submission number pattern

• Requirements setup

• Templates for body, preview, invoices, cancellations, confirmation mails

• Filters on helpdesks & reports

The existing abstract submission is not affected. Reports and the api still remain and are going to be extended where necessary.

• Guideline >> new step

• SETUP ITEMS MANDATORY:

  • 1 presentation type

  • 1 topic (old track)

  • 1 subtopic (old category)

• Create new Deadline >> people who should finish their draft

• END of Submission >> not even for editing the draft

• Disable payment for specific countries

• AbstractSubmission V2 - Module available

• Existing _ FILTER option

  if criteria fulfilled then the CQ is available:

Pipeline for integrating other New Features

• Including spaces on counting characters on word document >>> ticket to report

• December _ TESTING _ Custom Queries under user profile component

• January 2023 _ Multiple REVIEW (both abstract submission review and session submission review)

  • Setup

  • Multiple rounds of Review (define abstract that should be review in different rounds)

  • All the helpdesk view to be adapted

• Existing - 1st Quarter 2023 _ New VMX default Template for Pre-event services

• January _ Session Submitter is automatically the Chair of the Session

Missing item to scope

1. OPEN _ Withdraw Abstract (only inserted in the Session Submission)

2. ITEMS of process

   1. Items clickable on the frontend (means to save the status of the step) _ not filled in you cannot click on it.

   2. Process Steps responsive (we already have on registration)

3. Custom Keywords

4. Affiliations collection:
   >> Google Search (to have less duplicates or typos)
   >> previously recent list of affiliation

5. Multiple Custom Queries Steps (Conditions and Interests were removed)

   1. Distribute CQ on each steps

   2. ex. CONSENT _ no option of a concept (EHA)

6. Authors equal to 0 (really)

7. Withdraw function on Submissions helpdesk

8. STEPS naming: you cannot have Multi-Language

9. Hide selection of presentation type even if we define the default one to be assigned to

10. Target Abstract Submission Groups _ allow submission for a dedicated amount for people >> receiver list for mailing

11. Presentation Abstract _ Invited Speaker that need to submit and abstract for a presentation (depends on the concept behind “abstract” if an actual submission of an abstract or a presentation description)

12. HTML abstract submission

13. Steps FILTERS: only for criteria (ex. payment only for Oral Presentation Type)

14. Images or table that should extract from the count characters >>> potentially with HTML submission

15. Video Submission or Handouts or other files _ EXTENDED ABSTRACTS >> video submission

    1. Idea to extend the Custom queries _ file type restriction _ max file sizes _ length of the video _ character limits

16. US. Learning Objectives (Session Description) to have them on abstract submission level