Topic: Final upload – how to keep same paper ID for final version

For the final upload (camera-ready copy) of accepted papers we want authors to only use the slots for uploads with the same paper ID as the original submission. How can we make sure that authors do not create new papers - and therefore new paper IDs - for the final versions of their accepted papers?

(A German version of this article is available.)

Please note: This article describes the case where the full paper uploads are final and not peer reviewed again (camera-ready copies).
If your conference has a two-tier (two-phase) peer review process, in which abstracts and full papers are both peer reviewed,
please consult How to handle a two-phase review process instead.

1. Enable the Final Upload Phase

Overview => Settings => Conference Phases and Deadlines

Set the deadline(s) accordingly (see image 1):

Deactivate the phase for "Submission and upload of contributions".
Activate the phase for "Final upload of accepted contributions (camera-ready copies)".

2. Set the Number of Final Uploads

Overview => Settings => Manage Submission Types / Conference Tracks

Set the number of file uploads for the final uploads for the corresponding submission types / conference tracks (see image 2).

We recommend that you set two uploads to be required:

one PDF file which can be used as reference or be published directly (e.g. in the agenda), and
one Word file (or a similar file format) that you can edit if necessary.

On the same page you can also set different alternative deadlines for each submission type / track.

3. Check That Authors Can Upload

Authors of accepted contributions can now upload the final versions for their corresponding contributions, using the same paper ID as the original submission (see image 3).

Important: The upload of final versions must be enabled for the assigned acceptance status.
Otherwise the authors will not see the upload option.

Please See Also