Conditional Review Questions

We’ve made an exciting update to the Review Module that now allows conditional questions as part of a custom review form!

What’s a “conditional question”, you might ask? It’s a review question that’s only displayed when a certain condition is met in the proposal being reviewed. For example, if your submission form includes a question for “session type”, with options for “roundtable” and “poster”, you might want reviewers to see one question for roundtables and another question for posters.

Before, the review form had to include both questions with instructions like “If a roundtable…” and “If a poster…”. Now, the Review Module is smart enough to know which question to display based on the answer to the session-type question. In other words, if the proposal is for a roundtable, the reviewer sees the roundtable question; If it’s a poster, the reviewer sees the poster question.

The new feature works with just about any type of question in the submission form. Of course, it works best with questions that have pre-defined answers (radio buttons, checkboxes, and drop-down lists) and not so well with open-ended questions (text, date/time, and file-upload fields).

Give it a try the next time you’re working on your custom review form!

Dashboard Updates

Dashboard ScreenshotJust a quick note to announce some improvements to the Dashboard:

  • Smart Archiving: If you don’t manually archive a call, proposal, or administrative session, the system will automatically archive it for you. (You can still access archived items, they’re just on a separate archive page.) Calls are automatically archived one year after being activated, while proposals and administrative sessions are automatically archived when the call is archived.
  • Additional Details: The call, proposal, and review listings now display the organization(s) responsible for the call, while call and proposal listings now display when they were last edited and by whom.
  • Direct Actions: Select actions for calls and proposals are now available directly from the Dashboard. Key actions, like viewing reviewer comments and managing session materials, are always visible. Secondary actions, like delete and archive, are hidden by default but can be made visible by clicking on a toggle.
  • Call Logos: We’re expanding our branding efforts for calls once again, this time by displaying call logos along with each listing.

We hope everyone likes the changes. If you have any feedback, be sure to let us know!

New Feature: Customizable Submission Receipt

Submission received!As soon as our system receives a submission, it immediately emails a receipt to the person who submitted the proposal and, if different, the person who created the proposal. Previously, the contents of that email weren’t editable.

Now, with our new Custom Receipt Module, you can customize the receipt by editing the Subject line and adding text to the body of the message. The message will continue to contain boilerplate text that can’t be edited, like the call name, proposal title, and link to the ProposalSpace Dashboard, but you can add as much text as you like to supplement it.

The new module also allows you to edit both the formatted (HTML) and plain-text versions of the receipt. (Most email clients display HTML-formatted email, but we also include a plain-text version for those that don’t.)

And to help with branding, we’ve added the call logo to the design of the formatted version!

You can find the new module under Settings -> Submission -> Submission Receipt. If you have any questions or feedback, be sure to let us know!

Layout Improvements for Reviewers

We’re improving the layout of the review page to make it easier than ever to review proposals in ProposalSpace!

Starting Wednesday, July 11, reviewers will no longer see each proposal’s contents displayed in tandem with the review form. Instead, the two will be side-by-side. In case you’re wondering what that looks like, here’s a comparison of the old and new layouts. (Click on a layout for a larger view.)

Old Layout: New Layout:
Old Review Form New Review Form

And here’s a larger view of the new layout with details about specific improvements:

New Review Form1234567

  1. The panels are independently scrollable, so you can navigate to specific areas of the proposal or the review form without one affecting the other.
  2. The panels are resizable. Just slide the divider between them to the left or right.
  3. We’ve removed the “No answer” option for scoring questions. Now, clicking a score once selects it and clicking it again de-selects it.
  4. If the review form has more than one scoring question, each question’s score is displayed to the right and the total score is displayed at the end of the scoring section. (Not shown in this screenshot.)
  5. The Save Review button becomes active only after you’ve made a change to the review form. (If you try to leave the page without saving your review, the system will prompt you to save your work.)
  6. Navigation buttons at the bottom of the page allow you to move to the previous or next proposal in your list of assignments, or to return to your list of assignments.
  7. An indicator across the top of the control bar helps you keep track of your overall progress.

We hope the new layout and functionality will make it even easier for reviewers to complete their work. If you have any suggestions for improvement, please don’t hesitate to contact us or leave a comment below!

New Feature: Review-Chair Submission Approvals

We’ve got another exciting new feature for call admins! Now, you can allow review chairs to approve submissions for review.

ScreenshotPreviously, only call admins could approve submissions. Now, if you would like to delegate that responsibility, just pull up the settings for the review chair (in the appropriate review group) and check the "Allow?" box for the "Approve submissions" setting. (See the screenshot to the right.)

One important thing to keep in mind: Submission fees are paid when proposals are approved for review, so anyone who has permission to approve submissions will be able to charge the submission fees (but nothing else) to the credit card on file.

New Feature: Returned Submissions for Review Chairs

We’ve added a new feature to the Tracker: Now, review chairs can see submissions that have been returned for edits.

Previously, only call admins could see returned submissions. We heard from a call admin, however, that she didn’t want to promote her review chairs to admins just so they could track returned submissions. We thought it was a great idea, so we built it in!

Once again, this shows that the best ideas come from our users. If you’ve got an improvement you would like to see, feel free to pass it along. We’d love to hear it!

New Feature: Copy Options for Calls

We’ve got another new feature to announce! Call admins can now fine-tune the settings that are included when copying a call.

Copy-Options ScreenshotPreviously, all of a call’s settings were copied except the administrators and review groups, which had to be added back to the copy. Now, you can tell the system to include those settings in the copy (see the screenshot to the right) or to make a copy without those settings (in case you want a different set of administrators, for example).

Also, if your call has a custom review form, there’s now an option to include the custom form with the copy or to use the default form.

Check it all out and let us know what you think!

New Feature: Reviewer Messages

new reviewer messages optionCall admins can now email reviewers using the Messaging Module!

Just go into the Messaging Module and click the New Message button, like you always have. At the top of the form, you’ll see a new field labeled “For” (right). To send messages to reviewers, just select “Reviewers” from the drop-down box, then select which review group(s) and roles (review chairs and/or reviewers) to send the message to.

As with all messages sent using the Messaging Module, the system archives the message and provides delivery receipts.

Check it out and let us know what you think!

New Feature: Activity Reports

If you’re a call admin, the next time you sign in you’ll see a couple of changes we’ve made to the Administrators page for your call.

ScreenshotWe’ve changed the layout of the page (right) to use cards instead of a list. Each card contains the admin’s name, organization, email address, and whether they are signed up to receive activity reports (“Notifications”).

When you mouse over a card, a menu appears (right) with three icons that let you do the following:

  • modify the admin’s settings
  • email the admin
  • remove the admin

If you click the settings icon, a popup window will appear (right) with options that allow you to control what type of notifications the admin receives and when they’re delivered.

If the admin is signed up to receive notifications, it’s reflected on their card with a green checkmark (right).

You can sign up or cancel notifications at any time, and there is no additional charge to receive them, so why not try it out and let us know what you think!

Session Titles That Shine

An abstract’s title, description, and learning objectives are the core of every presenter’s “sales pitch” to both reviewers and attendees. However, very few presenters have an understanding of how to sell their presentation using even the most basic marketing techniques. Perhaps as a result, 95% of meeting organizers report having to rewrite speakers’ submissions1.

ProposalSpace allows admins and review chairs to edit submissions directly or return them for editing and resubmission.

While organizers may have the best intentions when adding a little shine to a session, they also run the risk of overdoing it and promising more than a presenter can deliver, which in turn can disappoint the audience. So ideally, presenters would submit proposals that need little or no editing at all.

To help accomplish that, here are some tips for presenters (and organizers) when crafting session titles. (We’ve decided to focus on the title because it serves as the “hook” for drawing in a reader’s interest and leading them to the description and objectives.)

  • Keep it short. Attendees often skim over session titles to see if anything grabs their attention. A shorter title is simply more eye-catching. To check your title length, consider how easily you could use it to invite someone in passing to attend your session. If you cannot get it all out in a few seconds, then continue editing.
  • Target it to a specific audience. When writing your title, you should have a specific audience in mind. Craft your title in such a way as to convey what that group can expect to get from the session.
  • Employ intrigue. Spark the reader’s curiosity by teasing a short list, privileged knowledge, or a personal story.

Tell us what you think! If you ‘ve had particular success with title writing/editing, then share with us in the comment section below or on twitter (@proposalspace).

1Cobb, Jeff, Jeff Hurt, Dave Lutz, Sarah Michel, and Celisa Steele. “The Speaker Report: The Use of Professional and Industry Speakers in the Meetings Market.” Velvet Chainsaw. http://velvetchainsaw.com/pdf/Velvet-Chainsaw-Tagoras-2013-Speaker-Report_v2.pdf.