Update people's information

Cochrane Account and Editorial Manager do not currently share personal details. EM displays a notification on the Update My Information screen to alert people to this.

Update name and email

Please encourage people to update their own information on the Update My Information screen in EM and in their Cochrane Account profile. This is good practice for data protection (everyone can view and edit their own information). It is not essential to add any further personal details within Editorial Manager. Cochrane Support can amend authors' primary emails on request (for instance, if you need to re-send an email within EM to the author's new address). 

Please note that if authors change their email address after declaration of interest notifications have been sent from Convey, the email will also need to be updated on the Convey list linked to the submission. Please contact Cochrane Support for assistance or follow instructions in the Guidance for MEs on Convey.

Please note that if authors change their email address post-submission, the email will also need to be updated on the author status table on the manuscript Details screen in Editorial Manager. Cochrane Support can update this on request, or it will update there automatically at the next submission. To change the Corresponding Author's primary email, you will need to Edit Submission.  

The following details should be updated in both EM and Cochrane Account. 

  • Title
  • First name
  • Last name
  • Primary email address


Update author information for review bylines

IMPORTANT!

EM is not designed to allow for changes to the Corresponding Author after the first submission. You can change the Corresponding Author at Proposal (invitation) stage (see instructions below); but not after the first draft is submitted.

Authors are warned about this in advance. All invitation and assignment emails to authors contain the text below:

PLEASE NOTE: As the person who receives and accepts this invitation to submit the (protocol/review/update), you are the official designated corresponding author and therefore the only author who can submit the  (protocol/review/update) for editorial approval. When you start to submit the manuscript, the designated corresponding author cannot be changed. If you would prefer another member of the author team to be responsible for submitting, please let us know as soon as possible.

If you do need to change the Corresponding Author after submission, please contact Cochrane Support

If a review is in Authoring Phase (authors are currently working on the review), the author information listed in Archie (named authors) and RevMan (author order) does not need to match information in Editorial Manager. If changes are made in Archie or RevMan, authors can confirm the correct author order at the next submission. However, you may wish to adjust author information in Editorial Manager if:

  • The submission is in Editorial Phase and the Corresponding Author has not added co-authors when submitting. You can add authors if needed. See Edit submissions.
  • You need to change the Corresponding Author (as above, this is only possible before the first draft is submitted) and re-send an invitation or assignment email. 
    • Pending Proposals: use action Invite Authors on the Action menu to un-assign the existing Corresponding Author, and select a new Corresponding Author. 
    • Submissions with Pending Commentary: use action Solicit Commentary on the Action menu to un-assign the existing Corresponding Author, and select a new Corresponding Author. 
  • If you change the Corresponding Author in EM, you will also need to change the Contact Person in Archie if you need these to match.

All changes to named authors and Contact Person should be made in Archie, and changes to author order and affiliations in RevMan. See Authors and affiliations.

Merge duplicate accounts

People can have duplicate accounts in both Archie and Editorial Manager. Only Cochrane Support can resolve duplicate accounts. Please contact Cochrane Support to request this.

IMPORTANT

Please search for people in both Archie and Editorial Manager before merging duplicates. The same account must remain the primary account in both systems, to allow people to log in after the duplicate is resolved.

If you have any queries about merging accounts, please contact Cochrane Support

If a person has duplicate accounts in both Archie and Editorial Manager:

  • Confirm which account uses the most up-to-date primary email for the user (email A)
  • Resolve duplicate in Archie with the account registered to email A as the master
  • Merge People in EM with the account registered to email A as the master
  • Ask people to confirm they can log in to Editorial Manager
  • Check that the correct email is listed in Convey, if the account belongs to an author who needs to complete a DOI form - please contact Cochrane Support if needed

If a person has duplicate accounts Archie and one account in Editorial Manager:

  • Confirm which account in Archie uses the same primary email as Editorial Manager (email B)
  • Resolve duplicate in Archie with the account registered to email B as the master
  • Update primary email in Archie if needed
  • Ask people to confirm they can log in to Editorial Manager and ask them to update their primary email in EM after logging in
  • Check that the correct email is listed in Convey, if the account belongs to an author who needs to complete a DOI form - please contact Cochrane Support if needed