Author File Upload Guide

Updated April 2025

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Table of Contents
INTRODUCTION .......................................................................................................................1
SUPPORTED FILE TYPES...........................................................................................................1
HOW OUR FILE CONVERSION SYSTEM WORKS..........................................................................2
PREPARING YOUR FILES ...........................................................................................................2
Documents ........................................................................................................................2
Images ...............................................................................................................................3
UPLOADING YOUR FILES ..........................................................................................................3
TROUBLESHOOTING................................................................................................................5

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Effective Date: April 8, 2025
Document Version: 1.0
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INTRODUCTION
This guide will assist authors in preparing and uploading their submission files so that they
successfully convert to PDF and HTML and are easily viewed in the corresponding proofs.

SUPPORTED FILE TYPES

The files below are supported by ScholarOne Manuscripts and can be converted to PDF
and HTML. Other files may be accepted for submissions and reviews, but may not convert
successfully.

• doc, docx • eps

• ppt, pptx • fig

• xls, xlsx • fits

• htm • gif

• txt • jpg,
jpeg
• wpd
• png
• pdf
• ps
• ai
• tif,
• cgm tiff

• xwd

• • dicom

Note: Acceptable file formats are determined by each journal. ScholarOne Manuscripts
will warn you if the file format is unacceptable at the time of upload, before it enters the peer
review process.

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Effective Date: April 8, 2025
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HOW OUR FILE CONVERSION SYSTEM WORKS

When you upload a file, it is saved to a temporary folder on our application server and
scanned for viruses. If the file passes the scan it is placed on our production file system.

If the file to be used is to be converted to PDF such as a main document or a title page, it is
sent to the document conversion server and is converted to PDF format. If the file needs to be
converted to HTML or XML, it is first converted by Microsoft Word 2010 and then saved as
HTML or XML as needed.

If images are uploaded they are sent to our image converter where they are converted to both
HTML and PDF.

All files that have been successfully converted will have copies of their files in different
formats or what we call renditions and they are assembled together to create a single PDF and
HTML proof.

PREPARING YOUR FILES

Follow the checklists below to ensure that your files will properly convert to HTML and PDF.

• File names do not include special characters (non ASCII)

• File names are less than 200 characters long

• File names follow the format "[Link]", i.e. "[Link]"

DOCUMENTS
• Embed fonts

• Remove macros

• Remove local hyperlinks

• Embed Images and verify there are less than 100 embedded images in the file

• Remove Field Codes (placeholders in Microsoft Word for data that might change
in a document)

• Verify your spreadsheet files only have single tab

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IMAGES
• Remove thumbnails from image files

• Verify your images are in single, flattened layer (e.g. no multi-pages TIFs)

UPLOADING YOUR FILES

To upload your files, follow these steps:

• Proceed to the File Upload step of your submission.

• Click the Select File 1… button under the File Upload section.

• Browse for the file you would like to upload on your computer.

• Select the File Designation that matches your file closest.

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Effective Date: April 8, 2025
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• If desired, add a Caption / Legend and/or Link text. The Caption / Legend will
show on the proofs under each image file uploaded. The Link text will link the
uploaded image to your document in the HTML proof where the link text matches.

Note: Only image files (jpg, tif, gif, etc.) will display the text added to the Caption / Legend
option in the PDF proof.

• Repeat above steps for the remaining files.

Tip: You can upload as many files at a single time as there are available slots. The
number of slots is not the limit of the number of files you may upload to your
submission.

• Click Upload Selected Files.

Once the file upload has completed, you will see your files listed under the Files section.

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Effective Date: April 8, 2025
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Tip: Some journals enforce a limit for the file size of all files uploaded to a single
submission. You can see if there is a limit at the upper-right of the Files section.

• To edit the file information, click on Edit under the ACTIONS column.

• To delete the file, click on Remove… under the ACTIONS column.

• To change the file order, update the number(s) in the ORDER menu then click on
Update Order. The order of your files here will determine the order of the files in
the HTML and PDF proofs.

• To view your current HTML proof, click on View HTML Proof.

• To view your current PDF proof, click on View PDF Proof.

TROUBLESHOOTING
Below are some common questions and resolutions to file upload and conversion difficulties.

How can I increase the quality of images in my proof?

There are many factors that contribute to the quality of an image. However, there are some
general guidelines you can follow for making better quality images:

• Crop the image to avoid white space

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• Adjust the image size

• Adjust the image resolution (DPI)

Why is a file not included in the PDF/HTML proofS?

Some file designations are set up in the background to not be included in the PDF or HTML
proofs. If you would like a specific file to be included in the proofs, we recommend deleting
the file and re-uploading the file with a different File Designation selected.

My PDF file did not convert. What can I do to fix this?

ScholarOne Manuscripts does not support PDF files that were created using Quartz or
GhostScript PDF Writer. In order to create a PDF file that will convert, you will need to resave
the file using Adobe® Acrobat® or Adobe® Reader®.

Why does the PDF show MY FIlE in Portrait Layout When it was Saved as Landscape Layout?

Make sure that all pages in your file have the page orientation and margins set to landscape.

Why are my images showing in the PDF Proof But Not the HTML Proof?

If you find that only part of the HTML proof loads, it may be because you used similar text in
the Link text for your image files. To verify this, click on Edit under the ACTIONS column
beside the image files. If you compare Link text across your image files find that some share
the same text or parts of the same text, this can cause the HTML proof to not render properly.
For example, if you have "Figure 1" and "Fig 1" in two separate files, it will cause this issue.
Rename your Link text in your image files to correct the display of the HTML.

Why did I receive the error "Unable to download file. File not found on server"
when trying to view my HTML Proof?

This error occurs when parentheses, quotations, apostrophes or < > are used in the Link text
for images or figures. Remove these from the Link text to fix the error and to load the full
HTML proof.

What is the file size limit for a single file?

ScholarOne Manuscripts only allows an individual file size limit of 350Mb, but the total file
size limit for all uploaded files on a single submission is noted at the File Upload step of the

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manuscript submission process to the right of the Files section. The limit varies across
journals based on the preference of the Editorial Office. If the total file size limit has been
exceeded, an error will be displayed. You will need to reduce the total size of your files in order
to submit your manuscript.

How can I make My TIF FILes smaller in size without reducing the quality?

Images that are greater than 40 megapixels (length in pixels multiplied by height in pixels) can
be uploaded, but will not be successfully converted by the image converters in the system. It
is recommended that LZW compression be used for large TIF/TIFF files in order to reduce the
overall file size without harming the quality of the file.

Note: This fix will only work for individual image files. If the TIF/TIFF files are embedded in a
document, they cannot be compressed or the document file will fail to convert.

There are sections in the HTML proof where the font size and/or style is different from the rest
of the text. HOW can I fix this?

If text that is appearing normally in your document and in the PDF proof, but the text is
displaying differently in places in the HTML proof, Microsoft Word is applying Heading styles
to your document text. Some of these styles are also used to format text when it is displayed
on an HTML page. When your file is converted to HTML, your browser automatically applies
text and paragraph formatting that might vary from how it appears in Microsoft Word or in the
PDF proof. You can correct the text display by modifying the style setting for the affected text
in your document and then re-uploading the file.

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For Assistance contact our support team at: s1 help@silver cha ir .com

About Silver cha ir

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growing community through flexible technology and unparalleled services. Our teams build, maintain, and
innovate platforms across the publishing lifecycle—from idea to impact. Our products facilitate submission, peer
review, hosting, dissemination, and impact measurement, enabling researchers and professionals to maximize
their contributions to our world.
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© 2025 Silverchair
Effective Date: April 8, 2025
Document Version: 1.0