2025 June 17
Evolving the preprint evaluation world with Sciety
This post is based on an interview with Sciety team at eLife.
If you register content with us using the web deposit form, XML upload via our admin tool, or XML deposit using HTTPS POST, your submission will be placed in our submission queue.
When your deposit has been processed, we’ll email you a submission log containing the final status of your submission. You should review these submission logs to make sure your content was registered or updated successfully.
If you register content with us by sending the files to us directly using the Crossref XML plugin for OJS, if you’re using the new record registration form, or if you’re still using the deprecated Metadata Manager, your submission is processed immediately (it isn’t placed in our submission queue). We don’t send you a submission log to show the final status of your submission; instead, you’ll see a message within the interface of the tool you are using. But a submission log is still generated, and you can log in to our admin tool using your account credentials to view the submission log for your deposit.
If you’ve registered some content with us using the web deposit form, XML upload via our admin tool, or XML deposit using HTTPS POST, and you don’t receive your submission log email immediately, it is likely that your deposit is waiting in the submission queue.
To see the submission queue, log in to the admin tool using your account credentials, and click Show My Submission Queue on the opening page (or click Submissions, then Show System Queue).
At the top of the page, you will see all the submissions that are being actively processed at the moment. They are listed individually by submission ID number, along with file name, file type, percent completed, and timestamps.
The submissions that are still waiting to be processed are displayed at the bottom of the page. They are grouped by the role used to submit the files. Click + under Details (on the left, next to your depositor ID) to expand a list of your deposits waiting to be processed. You will also see the submission ID, filename, and position in the queue.
It typically takes only a few minutes for a submission to be picked up for processing and then for the processing to be completed. Processing may take longer depending on overall system traffic, and submission size and complexity. If there is a problem with the submission queue, we usually post an update - please check our status page for updates. If you’re concerned about your submission processing time, or are planning a large update and would like to coordinate with us about timing, please contact us.
Submission logs are delivered through these channels:
We email you an XML-formatted log for records that are submitted through the web deposit form or Simple Text Query, uploaded via our admin tool, or sent to us through HTTPS POST.
The log is sent to the email address you provided when using the web deposit form or Simple Text Query, or included in the <email_address>
field in your deposit XML.
The email will have the subject line: Crossref Submission ID and it’s sent once your submission has made it through the queue. It includes your submission ID, tells you if your deposit has been successful, and provides the reason for any failure.
If you didn’t receive a submission log email, you can use the admin tool to search for submission logs for past deposits:
After step 3 above, you can also narrow your search by entering parameters into any of the following fields on the Submissions administration sub-tab page:
Find the deposit history of an individual DOI using the admin tool, including all deposit files and submission logs.
To view a DOI history report:
The report lists every successful deposit or update of the DOI being searched. View the submission details (including log and submitted XML) by clicking on the submission number:
In addition to the submission report you receive by email, you can also retrieve the results of submission processing or the contents of a submission at any time using HTTPS. You need to include your account credentials in the URL.
If you are using organization-wide shared role credentials, please use this version of the query, and swop “role” for your role, and “password” for your password.
https://doi.crossref.org/servlet/submissionDownload?usr=_role_&pwd=_password_&doi_batch_id=_doi batch id_&file_name=filename&type=_submission type_
If you are using personal, unique user credentials, please use this version of the query, and swop “name@someplace.com” for your email address, “role” for your role, and “password” for your personal password.
https://doi.crossref.org/servlet/submissionDownload?usr=name@someplace.com/role&pwd=_password_&doi_batch_id=_doi batch id_&file_name=filename&type=_submission type_
In both versions of the query, you can choose to track a submission by either its doi_batch_id
or by its file_name
. We recommend choosing file_name
.
The main difference between using doi_batch_id
and file_name is that doi_batch_id
is inserted into the database after the submission has been parsed. Using file_name
is preferable because submissions in the queue or in process can be tracked before deposit. Non-parse-able submissions can also be tracked using this method.
To use this feature effectively, make sure each tracking ID (doi_batch_id
or file_name
) is unique as only the first match is returned.
Finally, you need to add in the type
of data you want back. Use result
to retrieve submission results (deposit log) or use contents
to retrieve the XML file.