Frequently Asked Questions for Editors

Questions About PoolText

PoolText is a database used by researchers and authors to upload their unpublished articles and conference posters, and submit them for the review of journal editors. This system aims to provide authors with the opportunity to find the journal most suitable for their article, and editors with the opportunity to find more citable articles for publishing in their journals.
Articles that:
  • Have not previously been published in any journal
  • Have not been queued for publication with any journal at the time they are uploaded to the PoolText
  • Have not been submitted to any journal at the time they are uploaded to the PoolText
  • Will not be submitted to any journal as long as they are listed on the PoolText, are accepted as "unpublished" articles.

In short, each author who has uploaded an article manuscript to the system (such as submitting to any journal, despite the fact that PoolText is not a scientific journal) shall comply with the ethical rules.

Authors may upload posters they have published/presented in a congress but not yet transformed into article format to this system for the review of editors.

In the PoolText system, reviewing the articles which will be uploaded by researchers and authors around the world, and granting approval to the articles you desire, will allow higher quality (more citable) articles to be submitted to your journal.

The advantages that the system offer will vary in accordance with your strategy of using the system. While the system may allow the submission of more articles to journals with a relatively lower number of received submissions, it enables the journals with a higher number of received submissions to access higher quality (more citable) articles with less editorial workload. For example, in order to enable the submission of more articles to your journal, you may grant approval to more articles, and particularly you may follow the "unnoticed articles" section. If you only want the submission of higher quality articles to your journal, you may be selective in approving articles, and particularly you may follow the "featured articles" section.

Many high-quality studies are initially offered as conference posters. Of course, this will provide a significant advantage to your journal in terms of recognizing studies that have this type of a potential before anybody else, and you may invite the authors to submit their posters to your journal by transforming them into full articles.

Also, many conference posters are not transformed into full articles and remain posters. Discovering the posters with potential among these kinds of posters, and making an invitation to their authors, increases the chances that they will transform these posters into articles and submit them only to your journal.

No, the PoolText "pre-submission inquiry system" is a service which is offered to editors free of charge.
No, PoolText does not carry out publishing activities, and is an independent system which does not have any affiliation with publishing companies. After you join the PoolText system, your cooperation with your current publisher will continue and you may also use your current publishing system.
No, PoolText is completely different from current publishing systems, and it does not offer any publishing services. In order to join the PoolText system, your journal must be active online, and the relevant systems must be available in an operating status.
Yes, editors who have joined the PoolText may continue to use all systems that they are currently using. In order to submit their articles to your journal, authors of articles to which you have granted approval in PoolText will use the article submission system on the website of your journal, as always.
Yes, the only purpose of the PoolText is helping your journal receive more papers higher in quality, and, of course, articles outside this system will continue being submitted to your journal as always.
No, PoolText is a completely different system, and you do not need to make any modifications or integrations on any of your current systems and services.
The journals included in the PoolText system will be listed in the "Directory of PoolText Medical Journal Community" (in the future). Although this directory is not currently an indexing service, it is aimed to be transformed into a popular and prestigious indexing service that will become widely known in the future.

Questions About the System

The approval you have granted to an article in the PoolText system means that this article may be taken into assessment, provided that it is appropriate for the purpose and scope of your journal and has been officially submitted to your journal.
No, the approval you have granted to an article does not mean that you have accepted this article for publication, and, of course, the article may be rejected by your journal after the completion of the editorial process.
Of course. The system will remind authors what the approval granted to their articles by editors means as clearly and frequently, and in as many locations as required.
PoolText aims to help authors find a convenient journal for their articles, and authors are always free to submit their articles to any journal that they desire.
Yes. If the author receives approval from you, and decides to submit their article to your journal, he/she is liable for following all the rules of your journal (including article submission rules) such as article format, reference editing, fees, etc. For example, the authors edit the reference style in accordance with the requirements of your journal before submission, however they may use any reference style they wish in the PoolText system.
An author who edits his/her article in accordance with the submission rules of your journal submits his/her article using the article submission system available on the website of your journal.
When you approve an article, the system will instantly notify the relevant author about your approval via e-mail/sms/system notification.

To improve the pool of articles in the system, it is essential to provide a system that is as useful to authors as it is to editors. It will make the system more appealing to authors that an article may receive approval from more than one journal.

As long as the author keeps his/her article in the system (maximum 90 days), his/her article will be open to all journals and he/she may receive approval from multiple journals.

When the author chooses a journal from the journals that have granted approval to his/her article, the system automatically assigns a unique number (PPID) to the article. If the editor sees the PPID number next to the title of an article in the list of articles to which he/she has granted approval, this means that this author has preferred the relevant journal and the author will submit their article to your journal. You will also be notified via e-mail when an author prefers your journal.
No, approvals may not be withdrawn, as the system immediately notifies authors of your approval.
In the system, there is a section where you can see the articles to which you have granted approval.
You can:
  • Review the list of articles you have approved in PoolText or
  • Search the PPID number on the article submitted by the author to your journal (above the title of the article) in the PoolText system.
As the authors of articles for which you have granted approval in the system will obtain more information about your journal, continuing to grant approval to articles is important in terms of increasing the recognition level of your journal. Apart from that, you can determine new strategies for your journal, and you can search and discover higher-quality (more citable) articles that are unnoticed in the system (ones with a relatively lower number of approvals). You can review the conference posters, and invite authors of posters to transform these into full articles and submit them to your journal.
When an author decides to apply to a journal listed among the journals that have granted approval, he/she clicks on the "Select" button next to the name of that journal in the relevant list. With this clicking action, a unique number called a PPID is automatically created by the system. The PPID number is the number that the author will use when he/she submits his/her article to the relevant journal.

After it is created in the system, a PPID may be seen by both the author (next to the name of the journal that he/she has selected from the list of journals that have granted approval) and the editor (next to the title of article in the list of articles that he/she has granted approval to).

The author copies the PPID number and pastes it above the title of their article, and submits the article to your journal.

  • It indicates that the relevant article is from the PoolText system
  • It indicates that you have previously granted approval to the relevant article in the PoolText system
  • It indicates which manuscripts that you have granted approval in the PoolText system have preferred your journal and will submit their articles to you.
  • It provides statistical data concerning your journal
  • It prevents an article from being submitted to more than one journal
  • It is a fundamental component for the enhancements planned to be implemented to the PoolText system in the future.
The author may not change his/her decision about submitting his/her article to a journal after he/she has selected a journal in the system and received a PPID number, for a certain period (5-7 days). If he/she changes his/her decision at the end of this period, he/she will choose a new journal and receive a new PPID number. In this case, the PPID number displayed on the screen of the previous journal is deleted, and the editors of the relevant journals are notified via e-mail (both the editor of the previous journal and the editor of the new journal).

The period for listing an article in the system is maximum 90 days, and the article is removed from the system at the end of this period, or when the author chooses a journal that approves his/her article within this period.

If an editor reports an article using the "Report Abuse" function, the listing of an article will be suspended until a decision is made about the matter.

No, authors can only see the articles they have uploaded themselves in the system, for both ethical and legal reasons.
Editors can see all articles in the system that are suitable for the sub-category of their journals. Therefore, determining the sub-category of your journal in the system accurately will increase the number of articles that you can review.

Questions About Registration and System Use

If you are authorized to open an account on behalf of your journal, please visit https://editor.pooltext.com/register and complete the required fields. After we verify the accuracy of the information you have submitted, your account will be activated. During registration, please use an e-mail address that is displayed on the website of your journal. This will accelerate the account verification process.

For your application to be verified by us, your journal is required to meet the criteria below as a minimum:

  • It should be publishing scientific content in the field of medicine.
  • It should be a peer reviewed journal.
  • It should have published at least 2 issues.
  • It should have a valid and accurate ISSN/e-ISSN number, and this ISSN/e-ISSN number should be displayed on its website.
  • It should have a valid and active web address.
  • It should have an advisory/editorial board consisting of an appropriate number of people, and the members of this board should be listed on the website of the journal.
  • The purpose and scope of your journal should definitely be stated on its website.
  • The publication fee policy for articles should be stated on the website of the journal clearly and transparently (any charges for submission, processing or publication).
  • The "Article Writing Rules" should clearly be included in the website.
  • Databases and directories in which your journal is indexed should be stated on the website accurately.
  • Your journal should have an accurate and valid contact address, and this address should be stated on the website (some journals only list their e-mail address as their contact address: in this case, some other features of the journal [For example: the services at which it is indexed, the number of its publications] may be taken into consideration).
  • It should conform to scientific publication rules and international ethical principles.

For the continuity of the PoolText system, the system should be as useful for authors as it is for editors. Therefore, we are aware that the quality of journals included in the system will be more important than the number of journals in the system. In this respect, we investigate all requests to join the system in detail, and sometimes we may keep you waiting or reject your request (even if your journal meets the minimum criteria).

Journals determined or suspected to be fake/imitation journals may not be admitted to the system. Even if they are accepted inadvertently, their accounts will be terminated immediately.

This may be due to various reasons:

  • The e-mail concerning the verification of your account could have gone to the junk/spam folder of your inbox. If you are able to enter the system with the e-mail address and password that you have specified previously, this means that your account has been verified.
  • It is important for the e-mail address used in your application to be one of the e-mail addresses displayed on the website of your journal (on pages such as contact, editorial board, etc.). If your e-mail address does not conform to the e-mail address(es) displayed on your website, the verification of your account may be delayed. In such cases, we send new e-mail(s) which will help us understand whether the e-mail address used in the application really belongs to the journal editor or not. As these e-mails may sometimes go to the junk/spam folder of your e-mail account, we recommend that you control these folders in your e-mail account.
  • As each editorial account application and the information concerning the relevant journal are carefully reviewed, the account verification process can take time. During periods of high demand in terms of editorial account applications, delays may occur.
  • During the application evaluation process, journals of applicant editors are thoroughly reviewed. Therefore, the review process for some journals may take longer than expected and during the process the applications may be in pending status (For example: if we decide that it is necessary, we may get in contact with one or a few authors randomly selected from the authors who have submitted their articles to your journal).
  • For the continuity of the PoolText system, the system should be as useful for authors as it is for editors. Therefore, we are aware that thequality of journals included in the system will be more important than the number of journals in the system. In this respect, we investigate all requests to join the system in detail, and sometimes we may keep you waiting or reject your request.
When you grant an approval to an article, the journal details you have provided in the system are shared with the author of the article, and this will assist the author when making a decision about submission. Therefore, please make sure that you have given all information accurately and completely.
PoolText is planned to be an international system, and we recommend that all information (where applicable) is added in all the languages your journal has been publishing, as far as possible. For example: in the keywords part, please enter the keywords in all languages that you have been publishing; or in the list of article types you accept, please enter the names of article types in the languages that you have been publishing one by one (research article, case report, review, etc.)
When you grant approval to an article in the system, you need to choose the article type to be submitted to your journal. The list opened during this selection is the list of "accepted article types" which you have previously added in the system. This will allow you to accept articles in types other than the type they are originally submitted in (for example, you may accept a research article as a letter to the editor, if you wish).
We suggest that you use the language that the article you are reviewing is written in, and if you want to write a note to the author of the article, again, we suggest you to write the note in the language of the article (for example, you should use English for an article written in English).
While granting an approval to an article:
  • You may give a score to the article
  • You may write notes to the authors of the article
  • You may select the types of articles that may be submitted to your journal (mandatory).
These details are immediately sent to the authors of the relevant article by the system.
When you hover over an article in the article list, the "Preview" button will be displayed. When you click this button, the quick view screen, which displays the authors, article type, abstract and highlights of the article, in addition to the highlights of the text (up to 5 items), will be opened. If you wish, you may grant approval to the article on this screen, you may submit the article to your editorial team or you may add it to your reading list by marking it.
Yes, you may add articles in the system to your "pinned articles (read later)" list in order to review and read these articles later. You may access these articles later by accessing the "pinned articles (read later)" section.
In order to review more articles and share the workload, you may add other editors and co-editors for your journal. When you enter the e-mails of other individuals you want to add to the team, the relevant person will become a member of your team after they confirm the e-mail sent to them.
For journals that publish in multiple scientific fields, adding specialists from the relevant fields to your editorial team will assist you in accepting the right articles. When you share the workload with the rest of the editorial team, you will be able to work more efficiently and successfully. But of course, you will be the only person that can use the system on behalf of your journal.
You determine the permissions of persons in the editorial team. If you wish, the relevant individual may accept an article on behalf of your journal or if you wish, he/she may be assigned as a consultant/advisor in your team.
You may send the article you choose to your advisor and get his/her opinion from the system, or your advisor may send an article that he/she likes to you. Other team members may suggest articles to each other or exchange opinions, if they wish.
This is a system that allows you to send notifications, news and updates relevant to your journal to the authors registered on the system, and contributes to the level of recognition of your journal. This system, which will permit sharing content to a limited amount and within a pre-defined period for each journal (to prevent abuse), will help you to announce anything you want about your journal to the world.
PoolText is the one and only system that provides you with the trends for unpublished articles. As knowing unpublished article trends means knowing on which topics articles are to be published in the near future, foreseeing citable articles will be extremely useful for you. At first, PoolText will offer this service to you only based on the keywords of articles, and as the pool of articles in the system improve and develop, it will become an indispensable tool for editors.
With the advanced search feature of PoolText, you may search for an article of any type, on any subject or in any field. Moreover, we may enhance this feature in the future in accordance with your suggestions.
Relying on the principle of "no data, no success", PoolText aims to offer all statistical information that may be necessary for the success of your journal. Therefore, we will continue improving this feature, which will offer very fundamental data at first. At the moment, the statistics screen offers you: the number of articles in your field, the number and percentages of articles that you have reviewed, granted approval to or that have decided to apply to your journal, the ranking of your journal in this field compared to other journals, and your success ratio. Detailed information about these is/will be available on the information statistics screen.

Questions About Other Matters

The rules you are required to follow while using the system are explained in the sections entitled "terms of use" and "privacy policy". Some rules we want to emphasize are listed below. We will inform you of any amendments made if and when these rules are updated and renewed.

  • Editors who act in an aggressive/looting manner improperly for the approval of articles shall be warned at first; if they continue acting in this manner, they shall be suspended from the system for a definite period at the beginning, and then for an indefinite period if this is repeated.
  • Editors who knowingly include wrong information in journal information fields in a way that will provide an advantage to their journals are warned at first; if they continue acting in this manner, they shall be suspended from the system for a definite period at the beginning, and then for an indefinite period if this is repeated.
  • Editors who share personal information of their own or others, wrong or deceptive information about their journal or another journal, and aggressive, sexually explicit, illegal and immoral content or content that may offend others in the "announcements to the authors" section of the system are warned at first; if they continue acting in this manner, they shall be suspended from the system for a definite period at the beginning, and then for an indefinite period if this is repeated.
  • For editors who publish, reproduce or distribute an article listed in the system in part or in whole without the prior written consent of the authors, or share, make a reference to or sell them in printed or visual media organs or electronically, the journal of the relevant editor shall be suspended from the system for an indefinite period. All kinds of documents, data and papers that may be used as evidence before the legal authorities shall be sent to relevant author(s) upon request.
  • Unless the articles listed in the system are submitted to your journal officially - in other words, unless the articles are submitted using the "article submission system" of your journal - these articles may not be published or printed in your journal.
All responsibility for articles listed in the system belong to the authors of the relevant article. As PoolText does not review articles in terms of data confidentiality and ethical conduct, it does not accept any responsibility in terms of the accuracy of the relevant article and its conformity with legal and global ethical rules.
All rights of articles listed in the system belong to the authors of the relevant article during the listing period. Editors have the right to review articles in compliance with global editorial ethics; they may not reproduce, distribute or share the content in whole or in part, on written and visual media or electronically, or refer and sell them without the written consent of the authors. For detailed information, please see the "Terms of Use".
If you come across such a case, it will be enough to click the "report abuse" button belonging to the article, and to report it to us, including the reason for the report. In this case, the authors shall be contacted and the case notified to them, and the article shall be removed from the system until an explanation is received from the author about the matter.
You may "report abuse" if:
  • The article content violates the laws of your country
  • The article violates human or animal rights
  • There is plagiarism or reproduction to a significant degree
  • The article has been published previously
  • The article has not been published previously, but is accepted and queued for publication by a journal
  • You determine that the article has been uploaded to the system more than once
  • The "abstract" and other parts of article are completely incompatible with the article document (PDF) uploaded to the system
  • The authors of the article have submitted their article to your journal while the article continues to be listed in the system.

In these cases, the listing of the relevant article will be suspended and the authors of the articles will be contacted. Depending on the information received from the authors, it shall be decided whether to remove the article from the system or to continue listing it.