Configure + Setup Abstract Reviews

The Abstract Reviews functionality gives your staff the ability to assign Abstracts to reviewers, collect scores on the Abstract submissions, and ultimately accept or deny a submission.  

Create an Abstract Review Form

An Abstract Review Form is the form that reviewers see when they log into the portal to review an abstract. You can have one form that reviewers use for all abstracts, or you can have multiple forms that are tailored to different kinds of abstracts.

• Start in the Meetings & Shows app (with no event selected)
• Click Setup
• Click the Abstracts drop-down menu, then select Review Forms
• Click Create Review Form
• Customize your review form
  • In addition to the standard components available on all forms, there are three review-specific components that can be added here: 
    • View Submission: Displays the abstract to the reviewer
      • This will display the fields defined on the page layout set for Reviewers
    • Submit Scores: Allows the reviewer to add a score
    • Review Scores: Allows reviewers to preview their scores before submission
  • Note: If you want to add a custom field to this form, you must configure the field in Review Fields under the Abstracts drop-down first. 
• Click Save 

Create an Abstract Page Layout

Optionally, you can create an Abstract page layout. A page layout is used if you do not want the Reviewers to see specific information entered by an abstract submitter. If you choose to specify this information, the field will appear where the “View Submission” component is on your Abstract Review Form.

• Click Page Layouts
• Click Create Abstract Page Layout
• Click Create Page Layout with an empty form or you can use an existing Abstract Page Layout
• Click Add Component
• Select Field Group
• Now you can add any custom or built-in fields related to the Abstract you want Reviewers to see

Enable Reviews on your Event

Before you can start configuring reviews on your event, you will need to enable reviews for your event first.

• Go back to Meetings & Shows Overview, then search & select the event you are configuring reviews for
• Click Reviews
• Click the button Go to Setup > Enable Reviews
• Click Initialize Space

Set up a Review Bucket

Review Buckets are a way to sort abstracts into groups to be reviewed. You can have one default bucket that all abstracts go to, or you can have multiple buckets that contain different groups of abstracts. If you have more than one bucket, the system will sort abstracts based on Bucket Assignment Rules (see the Configure Review Settings section for more information). 

• Under the Abstracts drop-down menu item, select Review Buckets
• Click Create Review Bucket
• Name your bucket (ie Default Bucket, Presentation Bucket)
• Save Changes

Set up a Review Team 

Review Teams define the people who are tasked with reviewing abstracts. You can have one team of people reviewing all abstracts, or you can have multiple teams reviewing different kinds of abstracts.

• Under the Abstracts drop-down, select Review Teams
• Click Create Review Team
• Enter a name for the team (ie, "Team 1" or "ABC Abstract Reviewers")
• Click Add a Team Member
• Search for the contact you would like to add to the team
• Choose their role as either Reviewer, Administrator, or Both
  • Reviewers can only submit reviews, Administrators can only advance abstracts to future rounds or change review settings, and Both can perform all of these functions.
• Save Changes

Set up Review Rounds

Review Rounds allow you to have progressive stages of reviews. You can have only one round, or you can have multiple rounds with different settings and review teams.

• Under the Abstracts drop-down, select Review Rounds
• Click Create Review Round
• Enter a name for the round
• Select Round Status
  • Not Yet Open - for future rounds that should not accept reviews until formally opened
  • Open - for rounds that are accepting reviews and still allowing reviewers to edit their reviews
  • Closed - for completed rounds where reviewers cannot submit or edit reviews anymore
• Select Bucket Assignments
  • If you only have one bucket and one team, you can just match them up together. Otherwise, you can select which team you want to review the abstracts in the specified buckets for during this review round.
• Configure other settings in the Options section as desired
• Save Changes

Configure Review Settings

Review Settings are the final part of setting up Reviews — here you will configure various defaults and review criteria for reviews.

• Under the Abstracts drop-down, select Review Settings
• Select a Starting Round
  • This will be the first review round that is open to reviewers.
• Select a Default Bucket
  • The Default Bucket is the bucket that all abstracts will be sorted into when they don't meet other Bucket Assignment Rules (more on Bucket Assignment Rules below).
• Select a Review Form
  • This is the form we configured in global Meetings & Shows Setup.
• Select a Page Layout if you only want reviewers to see specific information about an Abstract
• Set up Review Criteria
  • Review Criteria determine how abstracts will be scored. You can have several criteria, either with numbered scores or by allowing users to enter text instead of scoring by number.
• Enable/Disable Reviewer Recommendations
  • This allows reviewers to add recommendations about the abstract (ie, “I think this abstract should be approved because xyz.”).
• Set up Bucket Assignment Rules
  • Bucket Assignment Rules allow you to sort abstracts into different buckets so that they can be reviewed by different teams. 
    • Abstracts can be assigned to buckets based on a variety of fields, like Abstract Type or Submitter.
• Add Instructions to Reviewers to show a message to reviewers in the portal on how to complete their reviews
• Add Instructions to Administrators to show a message in the portal to team members with administrative permissions on what is expected of them
• Configure Review Team Administrator Permissions as desired
• Save Changes

Congratulations! Abstract Reviews are now set up for this event. 

Helpful hint: If you already have abstracts submitted, be sure to go to Review Maintenance under the Abstracts drop-down, and click Reprocess Bucket Assignments. This will assign existing abstracts to the appropriate buckets and rounds per the rules we just configured.