Assistance Editor

You need 2 external software that are absolutely free-of-charge. Always use the same login details provided by your trainer.

1. Rocket.chat (download here https://rocket.chat/install/). After installing the program you need to add this URL: chat.omniscriptum.com and then your login credentials. Note that the user should be your initials (for example jsmith). You can easily chat with your trainer or any other colleagues.

2. Thunderbird (download here https://www.thunderbird.net/en-US/). To correctly install Thunderbird using your editor account, follow this video: https://youtu.be/kfpQctfQ_9E In case there are any technical issues during Thunderbird installation, contact your trainer.

You should also install the Quick Text plugin as shown in this video: https://youtu.be/8o-RkzqFgjo Before installation, ask your trainer for the templates set. Read carefully the set of templates and, if you would like to personalise them, send the updated versions to your trainer for approval. Additionally, in this template set you will find the link that our authors receive to publish their book. This link is called Cover Playground link. Click on it and check out how authors are working on their book project. Only knowing the process, you can correctly assist your authors. 

The internal software needs no installation.

1. V4 (http://v4.vdm-vsg.de), more information available down below.

2. The publishing’s house webpage, so called imprint page. For English market is Lambert Academic Publishing (https://www.lap-publishing.com/), French market – Éditions Universitaires Européennes (https://www.editions-ue.com/), Spanish market – Editorial Académica Española (http://www.eae-publishing.com/), Portuguese market – Novas Edições Acadêmicas (https://www.nea-edicoes.com/), Arabic market – NOOR Publishing (http://www.noor-publishing.com/). The username is the initial of your first name together with your last name, example: jsmith.

Your workflow is divided in few steps:

Step 1. You should always keep your Thunderbird email open, as you daily receive emails from authors. Our policy is to offer free-of-charge, fast and simple publication, so no author should get a reply from us in days. Make sure you have installed the Quick Text Plugin to use the templates your trainers provided you with. Check the FAQ below to see how to answer to each author’s request. Do not forget, you can contact your trainer either on Rocket.char or by email.

Step 2. Work with V4 that is our internal platform where you can register the authors’ answers. There are 2 options that you need to use on V4:

2.1 Each time an author replies to you, his answers should be registered on V4. There are 4 possible situations: A- author is interested; B – author is interested, but can proceed later with the publication; C – author not interested, D – author sent his manuscript or completed his book publication. Those authors who do not answer should not be considered anyhow. To register the author’s answer, you have to login here http://v4.vdm-vsg.de , click VDM-Contact, choose Leads and then Find leads. Insert the author’s email address.

Case A, when author is interested in publishing his book and wants to receive more information, choose response (https://youtu.be/ldmxYtUtoDw). The template with more information contains the Cover Playground link, where the author can follow few steps to complete his book. Watch this short video https://youtu.be/VOLzslkcRLE

Case B, when the author is interested in publishing, but the papers are not ready yet. Authors receive an automatic reminder about our publishing offer 2 weeks after he was contacted for the first time. If the authors needs more than 2 weeks to publish his book, then you have to set a delayed reminder. In this way, you block the automatic reminder and set an individual one. Watch this very short video: https://youtu.be/vl9KKUqRDzQ

Case C – reject, has to be selected when the author clearly writes that he is not interested in publishing his book and does not want to receive any proposals from us. When choosing reject, the author will never receive any emails from us. 

Case D, author has completed the book project, choose manuscript. You will see below how to check on Manuscript Gateway if the author has completed the book project.

The 2.1 step is very important, as each registration has an impact on your bonus.

2.2 Manuscript Gateway. There are 2 colours to deal with: yellow (meaning the book project has not been imported to imprint) and green (the book project has been imported). To better understand how book projects end up in Manuscript Gateway, check here how the author creates his book project using the cover playground link: https://youtu.be/2p-lXyRqivQ.  This video is presented for LAP, but the process is the same for all other imprints. After the author finishes his/her book project on the cover playground link, the book project is automatically sent to Manuscript Gateway. The next step is to create a book from the uploaded book project.

How do you import a book project from Manuscript Gateway to the imprint page? Before you start, make sure you are logged in on both V4 and imprint page.

First,  you have to download the PDF file. Remember, we publish books of minimum 42 pages long. If the manuscript is shorter, then the following actions must be taken: add comment “manuscript too short”, select the book project and send it to In progress. Watch this short video: https://youtu.be/QRXc5VdOm7c. When the uploaded scientific manuscript exceeds 42 pages, here is what you should do to import the book project to the imprint page: https://youtu.be/lODtUYzkhd8. The example in the video shows that the project is imported and will stay for a very short time in Queue (in the line) and then you can easily find it in To check section in the imprint page.

The book project will be verified by our Printing Team Department (PMT). If PMT will detect any issues that can be corrected only by the author (for example information missing on certain page), they will add a comment. Below you may see a comment of PMT indicating that there is information missing in the manuscript. You have to write an email to the author and inform about this issue. Do not copy the comment, but explain to the author using the simplest words possible.

Step 3. Keep your imprint page open. This is important to see what books are currently under technical verification. You have to keep checking during the day if the books was published or you have to contact the author to fix the indicated issues.