CHAIR HOW-TO: Manage Tracks
OVERVIEW
The Chairs may add, modify or delete a track or tracks in their conference.
It is best to do this at the outset of your conference; BEFORE any submissions or adding of PC members.
Changing the order of the tracks is not supported.
WARNING
Conference chairs cannot create new tracks for the purpose of reusing the conference site for another year.
The conference site will be deleted about 6 to 12 months after the year specified in the conference URL.
Important
Tracks act like mini-conferences within a conference. You will need to individually set deadlines, add review questions, import/invite reviewers, etc., just like you would for a single-track conference.
To avoid the complexity that comes with managing tracks, keep your conference as single-track and add multiple subject areas.
EDIT A TRACK
- From the Settings page go to ‘General>Track.’
- Click the edit icon
- Rename the track. In this case we will rename it to ‘Submission - First Round.’ Click ‘Save.’
Important
Do not use any special characters, such as "<" in the Track name.
- Verify the track was renamed.
ADD NEW TRACK
Note
Changing the order of the tracks is not supported.
Changing the order of the tracks is not supported.
- From the Settings page, ‘General>Track,’ click ‘+Add new track.’
- From the Settings page, ‘General>Track,’ click ‘+Add new track.’
Please read the pop-up that says, ‘Are you sure subject area is not the better option? Click "OK" only if you understand the complexity to manage tracks.’
Click ‘OK.’
- Enter the track name, click ‘Save.’ In this case we will name the track ‘Submission – Second Round.’
Note
- You cannot add a track with the same name as a previous track.
- Adding a new track with a semblance of the same name as a deleted track will NOT get your papers/reviewers/meta-reviewers back. The deleted track must be restored for that to happen.
- Verify the track was added.
Note
Notice now there is a dropdown menu for the multiple tracks. From now on, a track must be selected before any settings can be configured.
CLONE A TRACK
When a track is cloned it copies over all settings/forms from the source track to the new track.
- From the Settings page, ‘General>Track,’ click the 'copy' icon for the track to be cloned (copied). In the below example we click the 'copy' icon for 'TRACK-1.'
- A dialog box appears confirming the cloning fo the track.
'Cloning a track will create a new track and copy over its settings and forms. Click "OK" if you want to proceed.'
- After clicking 'OK' a new field will open to enter the name of the newly cloned track. Click 'Save.'
- Verify the cloned track was saved in the Tracks list.
- Verify the settings and forms are copied over correctly.
DELETE A TRACK
Important
IF YOU DELETE A TRACK THAT HAS SUBMISSIONS, THOSE SUBMISSIONS WILL BE REMOVED FROM YOUR CONFERENCE.
YOU WILL NOT HAVE ACCESS TO ANY OF THE PAPERS UNTIL THE TRACK IS RESTORED.
The confirmation box reads:
"Are you sure you want to delete this track? Papers in the track will no longer be accessible."
Note
- You will not be able to add a track with the same name as a previous track.
- Adding a new track with a semblance of the same name as a deleted track will NOT get your papers/reviewers/meta-reviewers back. The deleted track must be restored for that to happen.
In this case we will delete the ‘Industry’ track.
- From the Settings page, ‘General>Track,’ click the ‘x’ at the end of the row of the track to be deleted.
- Click ‘OK’ to confirm the desire to delete the track.
- Verify the track was deleted and removed from the dropdown.
RESTORE A DELETED TRACK
Important
Just restore the deleted track(s). DO NOT CREATE NEW TRACKS TO TAKE THE DELETED TRACKS' PLACE.
- Go to Settings>Track, then click the 'DELETED' button
- Find the track to be restored and click 'Restore'
- Verify the track is restored
Note
Any submissions, reviewers, meta-reviewers and the like associated with the now-restored track, will also be restored.
- Verify restored submission(s)
