This is a walk-through of the process of editing and adding items to a review form.
1. Editing a Review Form
After creating a review form, you should be able to see the new review form listed in the "Review Forms" box. By selecting the blue arrow to the right of the form's title, you will get a dropdown menu with the option to copy, preview, delete, and most importantly, edit your new review form. Select the "Edit" option in order to complete your review form.
This will open the "Review Form" tab for this form. From this tab, you can title the form and add a description and instructions. Once you've completed the instructions, you will want to add items to the form. Click the "Form Items" tab.
Select "Create New Item" in the right corner of the "Form Items" box to view your options.
Use the "Create New Item" window to describe your review item and determine its type. Check "Reviewers required to complete item" if you want to make a review item mandatory. If you want a review item to be optional, do not check this box.
2. Item Types
The available item types are listed in the "Choose item type" drop down menu. These items will appear below the description and instructions, and can be used to ensure that the reviewers have properly read, understood, or completed certain tasks. Most items should be phrased as a question that reviewers can respond to, allowing you to get a sense of how well the reviewer followed the form's instructions as well as compiling the opinions and notes of the reviewer on the submission being reviewed.
Item types allow you to request feedback from reviewers in a number of ways. With the "Extended text box" type, for example, you can create questions that allow for extended responses from your reviewers.
To create an extended text box, enter your question in the "Item" text box. You can also enter additional info in the "Description" text box if necessary. Use the check boxes below the "Description" text box, if you wish to require reviewers to complete this item or if you want to include the reviewer's response in a message to the author.
After you complete and save your item, you will be able to see it in the "Form items" tab. The "Preview Form" tab allows you to see the form as it will appear to your reviewers.
3. Adding Additional Items to the Review Form
To add a second question, go back to the "Form Items" tab and select "Create New Item". Enter your question in the "Item" text box and select "Drop-down box" this time.
To allow reviewers to provide a numeric rating on a 5-point scale for each question (5=highest; 1=lowest), add items 1 through 5 by clicking "Add Item" in the "Response Options" below the "Item type" box. After you complete and save your item, you will be able to see it in the "Form items" tab and view it on the completed form in the "Preview Form" tab.
You can now add a third item to allow your reviewers to provide a brief rational for their rating. Go back to the "Form Items" tab and select "Create New Item". Enter your question in the "Item" text box and select "Single line text box" this time because you only need a brief response from your reviewer.
You might want to add another question that uses radio buttons. To add a fourth item, go back to the "Form Items" tab and select "Create New Item". Enter your question in the "Item" text box and select "Radio buttons" this time.
To allow reviewers to choose between ratings from "Very Strong" to "Poor", add 5 radio buttons by clicking "Add Item" in the "Response Options" below the "Item type" box. After you complete the response options and save your item, you will be able to see it in the "Form items" tab and view it on the completed form in the "Preview Form" tab. Click the "Preview Form" tab to see how the form as it will appear to your reviewers now.
4. Activating a Review Form
When you have completed a review form and wish to include it in future review requests, click the "Active" checkbox in the "Review Forms" box.
When you check the "Active" box on a review form, you will receive a reminder. It is important to remember that once an active review form has been assigned to a review, you cannot deactivate until the review process is completed.
You can assign active review forms during the review stage of the editorial workflow. Begin the process under the "Review" tab by selecting "Add Reviewer" and selecting the reviewer to whom you will send the form. This will take you to a box that allows you to choose what to send to the reviewer in your review request. At the bottom of this form you will find a "Review Form" drop down menu that will allow you to select the review form you want to send to the reviewer. After you select the review form, click "Add Reviewer" and a notification email will be sent to the reviewer.
When your reviewer has completed their review and the review form, you will be able to view it by clicking "Read Review" in the "Reviewers" section of the review tab.
5. Deleting Review Forms
Once a Review form is assigned to an article that is being processed, you will you will no longer be able to edit or delete it because that would change the record for existing reviews using that form.
Notice that "Review Form Version 2" is "Active" and "In Review" while "Review Form 1" is not assigned to any articles. Because "Review Form Version 2" has been assigned to an article, its drop down menu will not give you the option to "Edit" or "Delete" the form.
If you want to make changes to the review form after it has been assigned to an article, you can copy the existing form and create a new updated version.