Can I import data from my previous peer review software?Last Updated: Oct 25, 2016 10:33AM CDT

1. Overview

Scholastica does not support importing reviewers, authors, or editors because the way we track these users is different than other software in two key ways:

  1. Authors, editors, and reviewers are linked to their individual accounts, which is created and managed by the actual user rather than the journal. For example, the journal does not create an editor, only the editorship.
  2. Authors and reviewers are defined by their products. Authors are linked to the journal through a submitted manuscript, and reviewers are linked through submitted reviews or invitations to review a manuscript. Because of this relationship, you can't have an author without the corresponding manuscript or a reviewer without a previous invitation to review.

We've found that questions about importing data are usually related to one of two concerns, which are dealt with in more detail below: getting the new journal account on Scholastica up and running, and how to handle journal reporting/statistics.

2. How do I add reviewers, editors, etc.?


You can upload in-progress manuscripts on behalf of authors as a "proxy submission" so you can begin using Scholastica immediately, though we recommend that for your ease, you finish processing in-progress manuscripts in your current system. Read more here


Invite editors via the 'Editors' tab. All you will need is each editor's email address. Read more here


Authors are automatically joined to manuscripts, so as authors submit manuscripts you will be able to view and communicate with authors.


Invite someone to review a specific manuscript by going to that manuscript's details page and clicking the 'Reviewers' sidebar item (read more here). As you invite reviewers, they will be automatically added to the Reviewers section of your journal account. The Reviewers pages have a place to add notes, which is a good opportunity to add data from your previous system about reviewers.

The journal's reviewer database in Scholastica is designed to grow organically: as individuals are invited to review manuscripts they are automatically added to the reviewer database. You can easily see when reviewers accept/decline invitations to review, when they submit written reviews, how early or late a review was, and save internal notes about reviewers.

3. How do I handle reporting?

As with moving to any new platform, you should expect a period of pulling reporting data from both the old data source and the new platform. Over time, all the relevant data will be in Scholastica, so you will naturally phase out your old reporting through normal day-to-day use.

If you have an existing database, we recommend saving it and using it for any reporting or individual data importing (e.g. notes about reviewers) as the need arises. After a year or so, most journals have all of their relevant data in Scholastica and can use the built-in Analytics functionality. The previous database can be archived and used as needed for historical data analysis.

To learn more about being an editor, check out our Editor Guide.
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