CHAIR HOW-TO: Import Conference Settings to New Conference

Tip

FOR MULTI-TRACK CONFERENCES
It is a good idea to create the same track names in the target conference FIRST so there is no confusion between the two conferences.

OVERVIEW

It is not uncommon for chairs to request settings from one conference to be copied over to their new conference.

Note

You have to copy settings to an existing conference. You cannot just download settings to a file.

This guide will show chairs how to copy settings and forms from one conference to another.

Important

Email templates cannot be copied over.

CHAIRS ARE THE SAME IN BOTH CONFERENCES

Note

The 'Import Settings' navigation will not appear in the menu if impersonating another user.

If the chairs are the same for both conferences, importing will be done easily.

Tip

FOR MULTI-TRACK CONFERENCES
It is a good idea to create the same track names in the target conference FIRST so there is no confusion between the two conferences.

TARGET CONFERENCE

  • Log into the new (target) conference as chair, go to Settings>ImportSettings.

Copy Settings

  • Select the source conference by clicking conference link. In this case we chose 'Test.'

Copy Settings

Note

If the source conference is single track, there will be no need to choose a track. The 'Select Import Items' list will appear instead.

  • Select the source track. In this case we chose 'Research.'

Copy Settings

Note

If the target conference is single track, there will be no need to choose a track. The 'Select Import Items' list will appear instead.

  • Select the target track. In this case we chose 'NEXT TRACK'

Copy Settings

  • Select the items to import to your conference. The choices are:

Conference Features

  • Subject Area
  • Conflict
  • Submission
  • Review
  • Meta-Review
  • Senior Meta-Review
  • Author Feedback
  • Camera Ready Submission

Forms

  • Submission

  • Review

  • Meta-Review

  • Author Feedback

  • Camera Ready Submission

  • Reproducibility

  • In this case we chose all items by checking the Conference Features and Forms checkboxes. Click 'Import.'

Copy Settings

  • Verify all items are imported. There will be green checkmarks next to successful imports.

Copy Settings

CHAIRS ARE NOT THE SAME IN BOTH CONFERENCES

Note

The Settings Reader is a user role that chooses the settings/forms to be copied from one conference to another when the conference Chairs are not the same. If the chair is not a chair in the old (source) conference, then provisions must be made.

SETTINGS READER

Contact the Chairs of the old (source) conference and have them add your CMT account email with the role of 'Settings Reader.'

The 'Settings Reader' role does not have access to see any PII or other conference-related information. It only allows the user to choose the settings/forms that are to be copied to the new (target) conference.

SOURCE CONFERENCE

  • The chair of the source conference adds 'Johhny' (your chair email from the target conference) to the conference. Click '+ Add This User to Conference.'

Copy Settings

  • The Manage Roles window appears. Click the '+ Add Role...' dropdown and select 'Settings Reader.'

  • Save the changes.

Copy Settings

  • Verify Johnny has the role of 'Settings Reader.'

Copy Settings

TARGET CONFERENCE

Tip

FOR MULTI-TRACK CONFERENCES
It is a good idea to create the same track names in the target conference FIRST so there is no confusion between the two conferences.

  • Log into the target conference as chair, go to Settings>ImportSettings

Copy Settings

  • Select the source conference by clicking conference link.

Copy Settings

  • Select the source track. In this case we chose 'Industry 2.'

Copy Settings

  • Select the target track. In this case we chose 'NEXT TRACK'

Copy Settings

  • Select the items to import to your conference. The choices are:

Conference Features

  • Subject Area
  • Conflict
  • Submission
  • Review
  • Meta-Review
  • Senior Meta-Review
  • Author Feedback
  • Camera Ready Submission

Forms

  • Submission

  • Review

  • Meta-Review

  • Author Feedback

  • Camera Ready Submission

  • Reproducibility

  • In this case we chose all items by checking the Conference Features and Forms checkboxes. Click 'Import.'

Copy Settings

  • Verify all items are imported. There will be green checkmarks next to successful imports.

Copy Settings

From Same Conference - Copy Reviewers From One Track To Another

From Past Conference - Import Reviewers From Previous Conference

Cheat Sheet - Import Settings

RESPONSE STATUS CODE 500

If you get RESPONSE STATUS CODE 500 error, it likely means you imported Subject Areas twice or more. Please contact CMT Support.