Create a document

How can I upload a document to Scipedia?

You can create a new document from scratch in Scipedia using our online editor (see How can I create a new document in Scipedia?), or import an existing one. In the latter case, you have to follow these steps:

• Select "CREATE A DOCUMENT" button in your profile page.
• Select the option "UPLOAD A DOCUMENT" (please see the image below). Then select your original document.

• First of all you will be asked to fill a form with some basic information about the document: title, abstract, categories, authors, creation year and keywords.
• After a while, your original document will be available in Scipedia as a new draft. You will find the document in the 'My Publications' page of your profile. This document is not public, and can be edited as many times as needed by the different authors using our online editor. You can also reimport it, by clicking the 'RE-IMPORT' button of the right hand side panel of the document page.

How can I create a new document in Scipedia?

You can create a new document in Scipedia by importing an existing one (see How can I upload a document to Scipedia?), or creating it from scratch using our online editor. In the latter case, you have to follow these steps:

• Select "CREATE A DOCUMENT" button in your profile page.
• Select the option "CREATE A NEW DOCUMENT" (see the image below).

• First of all you will be asked to fill a form with some basic information about the document: title, abstract, categories, authors, creation year and keywords.
• After a while, you will be redirected to our online editor where you will be able to edit the document. Once you save the document, it will be available as a draft document in the 'My Publications' page of the author's profile. This document is not public, and can be edited as many times as needed by the different authors.

Which document file formats can be imported in Scipedia?

The following document formats can be imported in Scipedia using the 'CREATE DOCUMENT' button in the user profile page:

• LaTeX (and TeX) format. The LaTeX/Tex files (.tex) along with all the images and auxiliary files have to be compressed in a single ZIP file, and then uploaded.
• Word format. Just Office Open XML format (.docx) is supported (standard format of Microsoft Word 2007 onwards).
• PDF format. Files in PDF format will be uploaded and embedded in the new document. Note that most of the Scipedia journals will not accept submissions in this format.

Are Word overlaid images supported?

Overlaid images, layering images one on top of another, are not supported in Scipedia. Images will be imported and located consecutively without considering the original location information. Save the overlaid images as a single image and paste it into the Word document before uploading it.

Are Word drawings supported?

Our importation tool does not support Word drawings objects. Save the drawing shapes as images and paste them into the Word document before uploading it.

The use of headings styles (both Word built-in styles or customizing ones) in a Word document is highly recommended as the best way to correctly import headings from the original Word document, instead of using text style like bold, italic or capital letters.

Which equation format should I use in my Word document?

It is highly recommended the use of the Word Equation Editor (Microsoft Office 2007 onwards) to insert mathematical notation in your Word document.

If MathType Equation Editor is used to format the original document equations instead, please take into account that only MathType 4.0 onwards is fully supported. For previous versions, equations will be represented as images, implying a loss of quality in the Scipedia document visualization.

The equations' numeration should be defined with braces () or square brackets [] in order to enhance the document appearance, such as:

 ${\displaystyle E=mc^{2}}$
(1)

How to upload Tex/LaTex files in Scipedia?

The Tex/LaTex files (.tex), along with all the images, must be compressed in a zip file in order to be uploaded to Scipedia. The main latex file should be located in the first level of the compressed zip file.

Can more than one LaTeX/Tex files be included in the compressed zip file?

Yes, more than one LaTeX/Tex files can be included in the compressed zip file and uploaded in Scipedia. In order to define the main latex file, its name should match with the compressed zip file name.

Can the bibliography created with Bibtex be uploaded?

Yes, bibliography created with Bibtex can be included in the zip file with the LaTeX/Tex file to be uploaded.

Are filenames that include dots (beyond the extension dot) supported?

Filenames that include dots are not supported, beyond the dot that defines the extension. Everything after the dot is considered the file extension.

Submit a document

How to submit my manuscript to a Scipedia journal or collection?

Once you have created (see How can I create a new document in Scipedia?) or uploaded (see How can I upload a document to Scipedia?) your document, it will be available as a new draft in the 'My Publications' page of your profile.

Before, submitting your document for publication your should check that your profile data is completed. Then, go to the page of the document and click the "SUBMIT FOR PUBLICATION" button of the right hand side panel, and select the corresponding journal or collection.

Can PDF documents be submitted to a Scipedia journal?

Most of the Scipedia journals will not accept submissions in this format. Please, review the instructions for authors of the corresponding journal, before submitting your manuscript.

Can I change my submission to a Scipedia journal or collection?

Yes, you can change your submission before the editor makes the final decision on the publication. To do it, click on the "CHANGE SUBMISSION" button at the manuscript page and select the new journal or collection.

Edit a document

How to make changes to a Scipedia document?

Document changes can be made using the Wiki editor ('Edit' menu option) or the Wiki visual editor ('Visual Editor' menu option). This is the preferred options in case of minor changes in the manuscript, and it only requires a basic knowledge of the Wiki format.

In the case of major changes, the necessary changes can be made in the original Word or LaTeX document and then re-import it, by using the 'RE-IMPORT' option of the right hand side panel.

How to make changes to the document basic data such as title, abstract, etc?

Document basic data (e.g. title, abstract, authors, categories, keywords, creation year, DOI, submitted date and published date) can be added or modified through the 'Edit data' menu option.

Modifications made in the 'Edit data' form, such as abstract modifications, are not dumped into the Scipedia content.

How should the basic data of a document be formatted in Scipedia?

Document basic data (e.g. title, abstract, authors, categories, keywords) must be defined in sentence-style capitalization. In sentence-style capitalization, you capitalize only the first word of a sentence or phrase and proper nouns.

How to make changes to the author’s affiliation information?

The authors’ affiliation is automatically uploaded from the author profile when a Scipedia document is generated. Nevertheless, the author affiliation of an specific document can be added or modified.

The registered authors of a document can add or modified their affiliation data by using the edition button ( ) near the author name. This affiliation data is only modified in the current document, not in the author profile.

The authors’ affiliation changes are not automatically dumped on the PDF generated from the Scipedia document. The PDF updates are periodically done each 24h.

How to add, modify or delete an image in a Scipedia document?

To add, modify or delete an image in a Scipedia document:

• Select "edit" option in the corresponding section through the  link.
• In edition mode, use "Insert an File" button and select the image file to be inserted in the document content.
• Just remove image link in order to delete it from the document.

How to add, modify or delete an inserted PDF file in a Scipedia document?

To add, modify or delete a PDF file in a Scipedia document:

• Select "edit" option in the corresponding section through the  link.
• In edition mode, use "Insert a PDF File" button and select the PDF document to be inserted in the document content.
• Just remove the PDF link in order to delete the PDF file from the document.

How to add, modify or delete an inserted video in a Scipedia document?

There are two ways to add, modify or delete a video in a Scipedia document. The first one, which involves importing a Youtube video:

• Select "edit" option in the corresponding section through the  link.
• In edition mode, use "Insert a Youtube video" button.
• Just remove the video link in order to delete the video from the document.

The second solution involves importing a MP4 video:

• Select "edit" option in the corresponding section through the  link.
• In edition mode, use "Insert an image" button to import a representative image of the video (e.g. capture of a video slot).
• Whitout without leaving edition mode, use "Insert file" button to import the MP4 video.
• Modify both links to create a linked video from an image, following the format:
`[[Image:Faqs_2882_scipedia_video.png|center|link=File:Faqs_9633_scipedia.mp4]]`
• Just remove the video link in order to delete the video from the document.

How to comment contents in Scipedia documents?

Comments are defined between comment tags (<!--This is a comment -->). Comments are visible only in the edit mode.

How to edit the citation of a document?

The citation of a document can be edited using the ‘How to cite’ menu option (). A document’s citation can be easily entered through a form: document type (such as article, book, book chapter, etc), title, authors, publication title (only available for articles and monographs, this entry corresponds only to the publication title; other information as volume, issue or pages should be added in 'Reference info' entry), reference info and publication date.

Blind Peer-Review for authors

I have received comments from a reviewer. What am I supposed to do now?

Probably, the reviewer has provided his insight into any deficiencies found in the paper and it is now waiting for your response. It may require you to revise your manuscript. If you do so, do not forget to include in your response to the reviewer a brief description of the changes made in the manuscript.

The use of a discussion forum is intended to offer a more fluid review process than traditional one, so do not hesitate to include your questions or comments to the reviewers at any time.

How can I update my manuscript?

In the case of a major revision, the necessary changes can be made in the original Word or LaTeX document and then re-import it, by using the 'RE-IMPORT' option of the right hand side panel of your manuscript pape.

Changes in the document can also be made using Scipedia's Wiki editor ('Edit' menu option) or the Wiki visual editor ('Visual Editor' menu option). This is the preferred options in case of minor changes, and it only requires a basic knowledge of the Wiki format.

What does is mean 'No reviewers have given their recommendation yet' in the review status panel?

It means that no reviewers have sent their recommendations to the editor of the journal yet. You may have already received some comments from the reviewers but they are waiting for your response before giving their recommendations.

The use of a discussion forum is intended to offer a more fluid review process than traditional one, so do not hesitate to include your questions or comments to the reviewers at any time.

Payment in paid journals

How to proceed with the payment once my article has been accepted in a paid journal?

Once the article has been accepted to be published in a paid journal, you will receive a notification with the corresponding links in order to proceed with the publication payment. In parallel, you can also proceed with the payment by clicking the 'MAKE THE PAYMENT' button of the right hand side panel of the document page.

How can I edit my personal profile?

Once you have logged into Scipedia, select 'Profile' in the top menu to access your profile. Then, you can click on the pencil icon next to your personal data to edit your profile's basic information.

How can I link my personal profile to my institution?

Edit your personal profile (see How can I edit my personal profile?) and select your institution in the "Main institution" field. If necessary, you can add a second affiliation in the 'Second institution' field. If you cannot find your institution among the available options, you can add it by typing its name and pressing Enter.

How can I link my personal profile to a community/research project profile?

You can link your personal profile to as many organization profiles as necessary. Edit your personal profile (see How can I edit my personal profile?) and select those organization profiles in the 'Additional institutions/organizations' field.

Managing collections and journals

How can I create my personal repository?

At Scipedia, you can have your own personal, institutional or research project repository for self-archiving papers, research reports, monographs, etc. Just click on the link ‘Create your personal collection’ in the information panel of your personal profile and to fill out the creation form. The newly created collection will appear immediately in the publications page of your personal profile. You will be granted editor privileges to manage that collection. Therefore, you will be able to edit the its properties in the collection management page. You can access collection management page by clicking on the pencil icon next to the name of the collection in its page.

How can I transfer my journal to Scipedia?

If you want to transfer an existing journal to Scipedia, just contact us. Our transition team will help you to ensure a quick transfer of the online content to Scipedia and a smooth continuation of the service.

Can I copy a document already published in Scipedia to a different collection?

Yes, you can copy a document already published in Scipedia to a different Scipedia collection (for example, you can copy a document to your personal repository at Scipedia). In order to do so, you only need to go to the document page and click on the "CREATE A COPY" button of the right hand side panel. Then select the collection or collections where you want to create a copy of that document.

Keep in mind that the editor of those collections must accept the publication of the copy of the document.

How can I create a new journal in Scipedia?

If you want to create a new journal to Scipedia, just click on the link ‘Become a journal editor’ in the information panel of your personal profile and fill out the request form. Our team will evaluate your request and if it is accepted, the new journal will be created and you will be granted editor privileges for that journal.

How can I edit the properties of a journal or collection?

As editor of a journal or collection, you can edit its properties in the journal/collection management page. You can access that page by clicking on the pencil icon next to the name of the journal/collection in its page.

How can I add new reviewers of a journal?

As editor of a journal, edit its properties in the journal management page (see How can I edit the properties of a journal or collection?). In the Reviewers section, select the new reviewers by name. Please note that all the reviewers must be users of Scipedia.

Hereinafter, the new reviewers will be available to be selected to proceed with the process of reviewing a document. Once the reviewers are selected to review a document, they are automatically notified by mail.

How can I check the status of the manuscripts submitted to my journal?

As editor of a journal or collection, you can check the status of the manuscripts submitted to your journal at the submision status management page. You can access that page by clicking on the wheel icon next to the name of the journal in its page.

Managing profiles of organizations or communities

How can I create the profile of my organization, community or research project in Scipedia?

If you want to activate a profile of an existing institution, you have to fill out the request form that can be found by clicking on the link ‘Create an organization profile’ in the information panel of your personal profile. We will grant you permissions as curator of that profile. Then, you will be able to fill out and update the information of your institution, and to manage the different aspects of the profile.

You can also set up profiles for organizations, research teams or research projects. In order to do so, you must first complete your personal profile and insert the name of the organization, team or project in the field “Additional institutions/organizations” of your profile. Then, fill out the form that can be found by clicking on the link ‘Create an organization profile’ in your information panel, to request the activation of the profile. We will grant you permissions as curator of that profile.

How can I create a collection or repository of my organization, community or research project?

As curator of the profile of an organization, community or research project, you can create collections (repositories) linked to that profile. This can be done by clicking on the button 'CREATE NEW COLLECTION" on the right side panel of the publications page of the profile. You can also link existing publications in Scipedia (collections and journals) to the profile of your organization, community or research project by selecting them in the ‘Select institution/organization publications” entry of the profile management page (see How can I edit the properties of the profile of my organization, community or research project?).

How can I edit the properties of the profile of my organization, community or research project?

As curator of the profile of an organization, community or research project, you can edit the properties of that profile in the profile management page. You can access that page by clicking on the pencil icon next to the name of the organization.

How can I sort the collections or repositories of my organization, community or research project?

As curator of the profile of an organization, community or research project, you can order the collections or repositories by selecting the label "Publications" in the profile menu. The collections or repositories can be drag and drop through the cross of the right upper corner of the collections.