All Submissions

Purpose

All Submissions is the full roster of every paper in your program. A row of status filters across the top shows live counts, and the table lets you sort, inspect, download, email, and clean up submissions, all from one place.

When you use it

• To find a paper and open its full detail or edit it.
• To see each paper's track, or group the roster by track.
• To download a submission's PDF or view the page count.
• To look up an author's profile, or email one paper's authors or a batch.
• To remove a paper (soft-delete, with optional author notification), restore a deleted one, or permanently delete a withdrawn paper.

Walkthrough

1. 1

   Open the Submissions tab and stay on the All Submissions sub-tab.

2. 2

   Use the status buttons (All, Valid, Draft, Submitted, Review, Accepted, Rejected, Revision, Withdrawn and Deleted) to filter the table. Each button shows its current count. The table opens on Submitted. Valid shows every submission that still counts: it leaves out drafts, withdrawn and deleted ones, but keeps papers that already have a decision (Accepted, Rejected, Revision). So Valid can be larger than Submitted, which lists only papers that are not yet in review and have no decision. Draft lists submissions whose upload never finished: the record is saved as a draft when the author clicks Submit and becomes Submitted once the PDF is uploaded, so a paper left in Draft usually means the author closed the page or the upload failed. A draft has no paper ID: the ID is given only when the submission completes, so drafts leave no gaps in the numbering. Deleted lists only the deleted papers, each marked with a red Deleted badge. All lists everything, withdrawn and deleted papers included; the other status buttons never include deleted papers. When the program has more than one category, the All categories menu, on the right just before Export CSV, narrows the table to one category. When papers have tracks, the All tracks menu next to it lists every track used in the program, each with its number of papers first (for example 12 · Vision), plus No track when some papers have none. The numbers follow the other filters, so each one is how many rows that track would show. When the program asks authors choices (set in Submission Settings), each choice gets a menu too, named by the start of its question (for example Preferred Proceedings: All): pick an answer, or No answer, to list only those papers.

3. 3

   Sort by clicking the Paper ID, Title, Track, Authors, Status, or Submitted column headers; click again to flip the direction. Each choice has its own column after Category, showing the author's answer; the header is the start of the question and the answer is shortened when long. Hover either to read it in full, and click the header to sort by it. The Track column appears only when some paper has a track; long track names are shortened; hover one to read it in full. When the program uses page limits, the Pages count turns red when a paper is over its category's total (for example after you tighten a limit) and amber when the author kept a category whose minimum the paper doesn't reach; hover for the main / references / appendix breakdown. Over page limit shows only the red rows.

4. 4

   The Email column shows a mail icon on every paper the committee has emailed. Hover it to see the latest one: when it was sent, its subject and who sent it (by role). Author replies don't count. Below that, the hover lists this paper's own authors who received that email, each marked Opened (opened in AirBalloon), Not opened or Deleted. Authors of other papers in the same Group Email never count here.

5. 5

   Click a paper's title, or its View & Edit Submission icon, to open Submission Details. From there use Edit, Email Authors, or Delete, and click a file name to open the PDF. See Edit a submission for changing title, track, category and co-authors. The breadcrumb and Submissions links bring you back to this console tab. Prev and Next beside Edit, with the paper's place (for example 3 of 42), step through the papers listed in the table, in its current order and across all its pages, on the same page; the ← and → keys do the same. The browser's Back button still returns to the table in one step. Use the View Authors icon on the row to open the author profile modal.

6. 6

   At the bottom of Submission Details, Email Correspondence (Threaded) keeps every email between the chairs and the paper's authors, grouped by conversation. Committee members are shown by role, never by name: a chair as the program acronym plus Program Chair (for example CROSSAI-MMAI2026-Program Chair) and a reviewer as Reviewer 1, Reviewer 2. Authors keep their names. Open a conversation and click Reply to answer in the same chain. In a conversation the newest message is open and older ones are folded to one line; click any message to open or fold it, or use Expand all and Collapse all. Each committee message shows a small eye icon after its date: open when an author has opened it, crossed out when none has. Hover the icon to see each author marked Opened, Not opened or Deleted. Only chairs see the icon; authors never do. The reply goes to everyone else in the conversation, in their Webmail Inbox, with a notification and an email. Authors can reply the same way from their Edit Submission page, and their replies appear here.

   When the conference requires Author Declarations (papers only), the details page has an Author Declarations box: each confirmed statement, marked earlier wording if the conference has changed it since, and the result of the AI Usage Disclosure section check (found on page N, missing, or unreadable). Export CSV then adds Declarations and AI disclosure section columns.

7. 7

   On a narrow screen the table scrolls sideways: use the scrollbar just above the table, or the one at its bottom.

8. 8

   To message several papers at once, select their checkboxes and click Group Email: the selected authors are added to the message.

9. 9

   To remove papers, select their checkboxes and click Delete (to the right of Group Email; it shows how many selected papers are not deleted yet), or open one paper and click Delete on its Submission Details page. Pick a Reason, which applies to every selected paper: Duplicate submission (optionally give the number of the copy that remains), Submitted to the wrong program, Withdrawn at the author's request, or Other (with a note). Add an optional Note to the authors. With Notify authors checked (the default), the submitting author and the co-authors get an AirBalloon notification, a Webmail message and an email explaining why; clear it for test entries. The authors no longer see the paper in their Author Console. Deleted papers move to the Deleted filter.

10. 10

    To bring a paper back, click the Deleted filter and use the Restore icon on its row.

11. 11

    For a Withdrawn paper you can Revert Withdrawal to put it back to its previous status, or Permanently Delete it (this requires typing DELETE to confirm and cannot be undone).

12. 12

    At the bottom, set how many rows to Show per page and use the page controls to move through the roster.

Tips