Journal Metadata

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This page documents the details of the metadata emails that journals send to Dryad, notifying Dryad of a new manuscript, or a change in status for a previously reported manuscript. These notices allow Dryad to create and prepopulate a record for the data, greatly facilitating the author's process of data deposit.


General format

Below is the complete template for all notification emails sent by journals to Dryad. Since these notices are processed automatically, following these format requirements is critical.

  • Notices to the Dryad system can be generated as separate items from a manuscript submission system, or alternatively Dryad can be copied on existing notices to authors, as long as the content needed by the Dryad system is the last part of the email. Some journals use their standard emails to authors, prefacing the Dryad content with a statement like: "Below is the information about your manuscript that we are relaying to the Dryad repository to facilitate your data archiving."
  • For journals that use Manuscript Central/Scholar One, the general format and content of the email is specified in the Manuscript Central template for Dryad created by Tim Vines.


Header

From: XXX
To: journal-submit@datadryad.org
Subject: Prepopulation data email

Message Body

Note the codes enclosed in hashes are the codes used by ScholarONE. For other manuscript processing systems, different codes will be required, but the basic format of the message should be the same.

Journal Name: ##JOURNAL_NAME##
Journal Code: XXXX
Print ISSN: XXX
Online ISSN: XXX
Journal Admin Email: ##EMAIL_CONTACT_ADMIN_CENTER_EMAIL##
Journal Editor: ##PROLE_MANAGING_EDITOR_FIRSTNAME## ##PROLE_MANAGING_EDITOR_LASTNAME##
Journal Editor Email: ##PROLE_MANAGING_EDITOR_EMAIL##
MS Reference Number: ##DOCUMENT_ID##
Article Status: accepted
MS Title: ##DOCUMENT_TITLE##
MS Authors: ##DOCUMENT_AUTHORS##
Contact Author: ##PROLE_AUTHOR_FIRSTNAME## ##PROLE_AUTHOR_LASTNAME##
Contact Author Email: ##PROLE_AUTHOR_EMAIL##
Contact Author Address 1: ##PROLE_AUTHOR_ADDRESS1##
Contact Author Address 2: ##PROLE_AUTHOR_ADDRESS2##
Contact Author Address 3: ##PROLE_AUTHOR_ADDRESS3##
Contact Author City: ##PROLE_AUTHOR_CITY##
Contact Author State: ##PROLE_AUTHOR_STATE##
Contact Author Country: ##PROLE_AUTHOR_COUNTRY##
Contact Author ZIP/Postal Code: ##PROLE_AUTHOR_POSTALCODE##
Keywords: ##ATTR_KEYWORDS##
Abstract: ##DOCUMENT_ABSTRACT##
EndDryadContent

Notes:

  • the Abstract should always be the last item in the email, with no text following it. If this is not possible (e.g., if the journal email system automatically adds a footer), the message should be terminated with the tag EndDryadContent.
  • please send at least one test message with multiple authors, so we can be sure that the Dryad system correctly interprets the separator used between names.

Critical information

The following fields are mandatory, or the email will not be processed by the Dryad system:

  • Journal Name - If the Journal Code is not present, this field is used to determine where the message goes within Dryad, and what version of the processing system is used. Since Journal Names may change, it is preferred to use the Journal Code.
  • Journal Code - This field is the preferred way to determine where the message goes within Dryad, and what version of the processing system is used. If the Journal Code is not present, the Journal Name will be used. Without a journal code or properly formatted journal name, the messages cannot be processed.
  • MS Reference Number - The manuscript number that will be used to identify an article within Dryad during the submission process. This typically corresponds to the journal's internal manuscript number. 
  • MS Title - The manuscript's title. This will be displayed to the author during the submission process, allowing the author to verify that the correct article has been selected. The title of the Dryad data package will be identical to this title, with the words "Data From:" prepended.
  • MS Authors - A list of authors. Dryad can accommodate several formats for the author list, as long as there is a clear way to distinguish the author names. The most common formatting is to list each author name in the format "Last, First" (without quotes) and separate authors with semicolons. This is the default format produced by ScholarOne.
  • Article Status - Specifies how Dryad will handle data submitted in relation to the article. See values below.

All other fields are optional. Any field that is blank should not be included in the email.

Article Status

The Article Status field is mandatory. It specifies how Dryad will handle data submitted in relation to the article. Acceptable values and their meanings are below.

Journals using the Basic workflow inform Dryad at the time a manuscript is accepted, and usually use the accepted status, but may occasionally also use the rejected status:

  • accepted - The article has been accepted for publication. Data submitted to Dryad will be made available subject to the embargo status chosen by the author. If data had been submitted while the article was under review, this data will now become publicly available (again, subject to the author's embargo selection). A DOI will be assigned, and will resolve.
  • rejected - The journal has either rejected the article, and/or the entire data package has been deemed inappropriate for publication in Dryad. If data had been submitted while the article was under review, the data package will be moved into the user's workspace, and remain available for future submissions.

Journals using the Review workflow, making data available to editors and/or reviewers before article acceptance, send Dryad two notices regarding each manuscript: the first one with the manuscript status of "submitted," and a subsequent one with a status of either "accepted" or "rejected." They may also use the status needs revision.

  • submitted - The manuscript has been submitted by an author, and is being processed/reviewed by the journal. Data submitted to Dryad will only be available to users who have the "reviewer PIN". A provisional DOI will be assigned, but the DOI is not registered, and will not resolve.
  • needs revision - Reviewers have requested that more experiments be performed, or more data be supplied. If data had been submitted while the article was under review, the data package will be moved into the user's workspace, and remain available for future submissions.


Proposed value for transferring articles to other journals. This value is under discussion, and is not yet used by Dryad.

  • rejected and referred to X - The article has been rejected by the target journal, but the author has been directed to resubmit the article to another integrated journal. The value of X should be the Dryad Journal Code for the other journal. Currently, Dryad will treat this status as equivalent to the rejected status.

Seeking author consent to send metadata to Dryad

If the journal wishes to seek author consent before sending manuscript details to Dryad, they may use this template which adds a checkbox to the initial manuscript submission phase, asking if the author would like deposit data in Dryad. This Scholar One template was created by Tim Vines for use with Molecular Ecology.