I. Collaborative Authoring using Authorea
A. Getting Started (Authors and Collaborators)
  1. Open the appropriate web browser (preferred? Firefox? Chrome? Recommendations from Allison) and navigate to the following website: https://www.authorea.com/
  2. Click the Log In button in the navigation bar to sign in to Authorea. Alternatively, sign up for an account if not already a User using the Sign Up button in the navigation bar. Use your organizational email.
B. Creating a Document (Author)
  1. To import an existing Word document, click the IMPORT button and select the appropriate file from your computer using the Select File button from the pop-up window. Once imported, skip to C.
  2. To create a new document in Authorea, click the NEW ARTICLE button.
C. Working with Your Document (Authors and Collaborators)
  1. To insert an image, place the cursor within the document in the desired location of the final image. Select Insert Image from the toolbar and then select your image.
  2. Edit the caption by highlighting “This is a caption” and replace that text with the appropriate caption.
  3. Change the figure size by clicking on the image and using either pixel width (for exact sizing) or the "Small, Medium, Large" options.
  4. If desired, add data to your document for your collaborators by clicking on an image, selecting Attach Data, and adding the desired data file. This provides the 'background' data for figures and tables if needed.
  5. Insert dynamic references within the document by clicking on the 'Insert' dropdown menu from the toolbar, then clicking on 'reference'.
  6. Insert citations by clicking Cite from the toolbar or Citation from the Insert dropdown menu. Insert your citation by selecting the appropriate option from the resulting pop-up window. Once you have found the desired article or reference, click Add to insert the citation. Cite additional references by continuing to search and add. Change the reference format by clicking Change Format. Once finished, click Cite and Close, and a references section will be added to the document.
  7. The document will save automatically.
  8. To export the document, use the Export Options dashboard. The dashboard can be used to change the citation style, paragraph spacing, figure positioning, font, etc.
D. Sharing Documents with Collaborators (Author)
  1. At any point during the writing process, a document can be shared with collaborators. Click Share on the toolbar and type in the desired collaborator’s email address. Add multiple email addresses by separating with a comma. This process will enable simultaneous editing of the document.
  2. To share a document without granting editing capability, share the document by URL using a shareable link.   
E. Finalizing a Document (all)
  1. Ensure that the Division Director or designee has been invited as a collaborator or has a shared copy of the document to be finalized.
  2. The Division Director will edit the document as necessary and decide when the document is complete for final export to publish or archive. The Division Director will provide notification of document completion by notifying the Publications Manager…how? Can we do this in Authorea? Does he send an email? We need to decide workflow.
  3. The Publications Manager or designee has the authority to export the final document from Authorea and prepare for journal submission or upload to the document repository. Before uploading to the document repository, the Publications Manager will insert the following information on the footer of the document: Version Number, Date. Anything else?