An Abstract Management System that Checks all the Boxes

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In a conference, among other things, one of the most important duties of the chair committee is to launch call for papers, collect proposals and abstracts, assign them to reviewers and manage each and every task involved in the abstract management workflow. There’re two ways for a conference organizer to open call for papers, invite authors to submit abstracts, assign submitted abstracts for review and make decisions.

Manual abstract management : It is a mostly manual process of collecting abstracts through email, forwarding these emails to prospective reviewers who would then review them. Reviewers would email it back to the track chair to request authors to revise the abstracts. Finally, chair would make a decision on the abstract and send another email to convey authors of their decision. Authors would then confirm their attendance by paying the registration fee or by sending yet another email to confirm their participation.

Every step is a manual task which requires a lot of work hours and multiple staff to manage the complete workflow. And if you made a mistake in any of the steps during the submission process, it would not be very forgiving and would make you redo all previous steps making the whole process cumbersome and inefficient.

However, there’s a better alternative.

Automated abstract management : An abstract management system automates these steps, from author invites to abstract submission, abstract assignment to review submission, abstract revision to decision making, automated email notifications to generating abstract books out of the submitted abstracts, auto-populating the program schedule with accepted abstracts to creating a PDF copy of the program schedule and virtually every other task involved in the call for papers process, resulting in huge savings in terms of time and effort.

An abstract management system like Dryfta allows the chair to choose from a very simple submission process to setting up a complex, multi-level, multi-track abstract submission and review workflow.

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How to Submit & Manage Abstracts on a Dryfta-Powered Abstract System

One of the reasons Dryfta event platform is used by universities, non-profits and corporate is the platform’s ability to collect abstract and paper submissions and assign them to reviewers, apart from other features that it is capable of.

This blog post quickly explains how authors can submit abstracts and manage submitted abstracts.

To access the abstract submission site, one needs to log in using email and password. To access the abstract submission site if one doesn’t have login credentials, author has to create an account first. After creating an account, go to the abstract submissions login page, and enter the login credentials (email and password) to log in to the abstract system.

Once logged-in, go to My Abstracts page and click on Submit Abstract button to submit an abstract or paper. To edit an existing abstract, click on the name of the abstract which you want to edit.

Authors can revise abstracts up until the last date for abstract submission. After that, authors can view abstracts but they cannot make changes. Admin has the option to open abstract editing after submission date for those abstracts which have been accepted.

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Organ Preservation Alliance is using Dryfta Event Platform to Manage its Annual Summit

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The Organ Preservation Alliance has partnered with Dryfta to host its annual Organ Banking Summit. The Summit on Organ Banking through Converging Technologies integrates several areas of science and engineering with the aim to tackle mutliple public health challenges.

Dryfta is used by companies & universities to build their event registration website, sell tickets online, collect abstract submissions & assign them to reviewers for review, send email campaigns, create event schedule, accept donations, design badges & participation certificates, and manage attendee data using a full-stack event CRM. All from one dashboard.

To set up call for papers using abstract management system, Organ Preservation Alliance team has first completed the initial setup of the abstract submission system and then went on to add custom fields to collect abstracts through their abstract submission form and review abstracts through the review submission form.
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Abstract Submissions Progress Bar – Visual Approach to Managing your Call for Papers

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We decided to add a progress bar in abstract management system to keep chairs and admins aware of where they are in the abstract submission process and what is next that is to be done.

This progress bar progressively displays the task that needs to be done in the abstract management system, marks completed tasks as done and keeps admin updated on the currently ongoing activity in the abstract submission system.

Starting from setting up abstract submission to collecting abstracts, assigning abstracts to reviewers and making decisions on the reviewed abstracts, it covers the whole aspect of abstract management and peer review.
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How Autodesk is using Dryfta to Manage Autodesk University Conferences

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When Autodesk team initially thought about using Dryfta to manage their events, they were primarily interested in using our abstract management and peer reviews system to host their call for papers for 12 conferences across the globe including Australia, Brazil, Middle East and ASEAN countries.

Later, after we walked them through an extensive demo and explained them about our various other offerings, they decided to use Dryfta for other more important requirements including tasks workflow and management for speakers, program/sessions management, and a multi-lingual platform with support for RTL languages. Except a few customization, they have used almost all of our features as is.
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Collect abstract submissions fees online

If you charge a processing fee per abstract submission or per accepted abstract submission for your conference, then Dryfta event platform is for you. Using Dryfta, you can create tickets to collect abstract submission fees for all submitted & accepted abstracts.

For abstract submissions, as soon as the fee payment is confirmed, the system would allow author to submit the abstract/s. Admin can select the number of abstracts that can be submitted per ticket and set the dates for abstract submission site to open and close abstract submissions.

For fees paid for accepted abstracts to allow authors to present the paper at the conference, once author has paid the fee through credit card, the system would send the invoice to the author and updates the abstract submission with the Paid status automatically. This makes sure admin knows if the accepted abstract has been paid for or not.

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