Creating an Abstract Project

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Whether you’re collecting papers, abstracts, posters, nominees, or speaker materials, Abstract Management allows you to manage the entire process in Cvent. The steps below will walk you through creating the initial project, customizing submission, and determining who your reviewers are and what they can do. 
 
Creating an Abstract Project
 
1 Launch the Abstract Project wizard. Under Solutions at the top of the page, select Abstract Management. Click Create Project.

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2 Create the abstract project. Name the project, then add a detailed description. Both of these will display to authors when submitting their work.

Make your project public by setting "Anyone can make a submission" to Yes. If you select No, only the authors you add will have access.

Click the ellipsis (...) to the right of "Select an Event," and using the Event Start Year dropdown or search functionality, Select your event.
 
In the Date & Time section, select the time zone. The deadlines are the last days an author can submit, a reviewer can grade, and a planner can decide to accept or reject a submission.
 
In the Planner Information section, enter the planner's first and last name. This will appear by default as the From Name field of emails.
 
Click Finish. You can change anything you've created with the wizard later. This is just the start.
 

3 Edit your project later, if necessary. Your newly created project will automatically appear on your screen.
 
Click Project Details in the blue navigation bar, then Edit. This is where you can edit everything you set up when creating the project, such as the description, which event is associated, dates, and who the planner is. When you're finished, click Save.

 
Customizing the Submission Stage
 
1 Add your authors in bulk. Begin by selecting your project, then click Submission Stage in the blue navigation bar.
 
Click Import Authors. Click Download a file, and save the sample.

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Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.
 
Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column.
 
After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
 

Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Next. Map the columns to the Cvent fields and click Next again. Give it a final once-over, then click Finish.
 
Click Close.
 
Or add an individual author. Begin by selecting your project, then click Submission Stage in the blue navigation bar.
 
Click Quick Add. Enter their name and email address. Then choose whether to send an invitation or spare their inbox.
 
2 Add submission topics. Submission topics ensure your authors submit to the correct place and the appropriate reviewers grade their corresponding topics.
 
Click the neighboring tab, Topics, then Edit. Click Add Topic, then enter the name of the topic. When you're finished, click Save.

 
NOTE: Accidentally add one you don't need? Click the User-added image next to the topic you want to remove. Want to reorder the list? In the Reorder column, drag and drop the topic where you want it to appear. When you're finished, click Save.

3 Establish what info your authors will provide when submitting. Click the neighboring tab, Submission Stage Settings, then Edit.
 
Establish if the submissions can be modified after they are made, then set a deadline for these modifications by entering a date.

You can also define your presentation types here. Though, if you do, don't forget to add them to the submission and review process.

Click Save.

 
Customizing the Review Stage
 
1 Import your reviewers. Click Review Stage in the blue navigation bar.
 
Click Import Reviewers. Click Download a file and save the sample.

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Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.
 
Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column.
 

After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
 
Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Next. Map the columns to the Cvent fields and click Next again. Give it a final once-over, then click Finish


Click Close.

Or add an individual reviewer. Begin by selecting your project, then click Review Stage in the blue navigation bar.
 
Click Add Reviewer. Enter their name and email address. If necessary, select a topic of expertise.
Click Add Reviewer again.

2 Establish the reviewer's expertise, if necessary. If you didn't add the topic of expertise while creating your reviewer, you can edit their information instead.

Submissions can only be assigned to the reviewers with the corresponding topic expertise. To establish which topics the reviewer can grade, click the name of the reviewer, then Edit. In the Reviewer Information section, you'll be able to update the reviewer's name or email address.

To assign a topic, check all of the topics that the reviewer can look at. Only submissions with the associated topics can be assigned to this reviewer.

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Or, add the topics of expertise when importing your reviewers. Imported topic names must match the topic names in your project.

Click Save, then Close.

2 Manage the review settings. Click the neighboring tab, Review Stage Settings, then Edit.


Establish if the grades can be modified after they are reviewed, then set a deadline for these modifications by entering a date.

Determine if you want to automatically assign reviewers to new submissions, depending on their topic of expertise. If you'd like to manually assign reviewers instead, switch "Automatically assign reviewers to new submissions" to No.


When left as is, the reviewer will see all of the personal info the author submitted. Don't want your reviewers swayed by that info? Switch "Remove author name from My Reviews page" to Yes.

Click Save.

 
NOTE: Once you're finished setting up your project, customize the submission and review websites.

 

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