Getting Access to a File Server and Managing Paper Submission

Contact: Jan Chrin (Paul Scherrer Institute) and Anthony Cuffe (Thomas Jefferson National Laboratory)

Networked file servers at the Paul Scherrer Institute and the Thomas Jefferson National Laboratory have been made available to the JACoW collaboration for the upload of contributions. The procedure for requesting an instance of the file server, together with the relevant SPMS parameters that need to be configured by the conferences administrator, are presented. The file upload procedure, as as viewed from the delegate's perspective, and which also features an auto-distill process, is demonstrated.

Motivation

SPMS provides functionality for administering contributions to proceedings
Papers, talks, etc., however are NOT stored within the SPMS, even if their meta-data is. For this the conference needs a File Server!
A File Server is available at PSI (since 2012) and JLAB (since 2015) for use by JACoW Conferences
Access to the File Server is through a Web Server equipped with the required software for the download and upload scripts, and paper distilling process, to function!
The implementation of a file/web server particularly relieves small conferences with limited resources of a large overhead!

Requesting a File Server Instance

As a rule, conferences in Europe, Asia and Africa, use the PSI Server
while conferences in the Americas and Australia use the JLAB Server
Approx. 3 months before your conference (when you are thinking about your paper codes) is usually a good time to request your file server instant
Submit your request to either Jan Chrin (PSI) or Anthony Cuffe (JLAB) depending on your geographical location (Table 1)

Table 1: Conferences and File Servers for 2017

Conference	Month	Location	File Server	Contact
IPAC'17	May	Copenhagen, Denmark	PSI	jan.chrin@psi.ch
ERL'17	June	Geneva, Switzerland	PSI	jan.chrin@psi.ch
SRF'17	July	Lanzhou, China	PSI	jan.chrin@psi.ch
FEL'17	August	Santa Fe, AZ, USA	JLAB	anthony.cuffe@jlab.gov
IBIC'17	August	Grand Rapids, MI, USA	JLAB	anthony.cuffe@jlab.gov
ICALEPCS'17	October	Barcelona, Spain	PSI	jan.chrin@psi.ch

Setting the SPMS Parameters

Once a File Server instance has been setup for your conference, an email will be sent giving you the relevant parameter and values to set in your SPMS instance (Table 2)
File uploads can only take place once paper codes are assigned to contribution IDs
The Accepting File Upload flag must also be set in the SPMS under System Parameters, User

Table 2: SPMS System Parameters for the JACoW File Server

System Parameter Scope	Function	Example
Web Configuration	Secret pass-phrase for upload	"U30alphanumericpassword4upload"
Web Configuration	Secret pass-phrase for download	"D30alphanumericpassword4downld"
Web Configuration	url of the file upload script	`<psi or jlab>/<conf>/JACoW.file_upload`
Web Configuration	url of the file download script	`<psi or jlab>/<conf>/editor.zipdownload`
User	Proceedings TOC base url	`<psi or jlab>/<conf>/papers/`

The Upload Experience

Authors are required to upload all files related to their manuscript, i.e., the source file, with all supporting figures, and a pdf
Talks should also be uploaded to the file server
Before authors are allowed to upload their source or pdf, they are formally requested to verify that the title, abstract and author list of the manuscript matches that appearing in the SPMS
That the author lists are the same is particularly important as the data in the SPMS is used for cross-indexing authors to papers in the online Proceedings
The verification process as seen by the author is shown in the following