# Peer review management



# Finding/creating a referee

<span lang="EN-US" style="mso-ansi-language: EN-US;">In the referee module, click on the ‘Invite a referee’ button.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/YRlN5f9D95Z8Lrk2-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/YRlN5f9D95Z8Lrk2-image.png)

<span lang="EN-US" style="mso-ansi-language: EN-US;">You can search a referee using different criteria: e-mail address, last name, first name, or expertise fields if the journal uses them. </span><span lang="EN-US" style="mso-ansi-language: EN-US;"><span lang="EN-US" style="font-size: 11.0pt; line-height: 107%; font-family: 'Calibri',sans-serif; mso-fareast-font-family: 'Times New Roman'; mso-bidi-font-family: 'Times New Roman'; mso-ansi-language: EN-US; mso-fareast-language: FR; mso-bidi-language: AR-SA;">For any search, please type in at least 2 letters and the system will display the relevant propositions. You may switch to classic search to use wild cards and filter referees precisely.</span></span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/3GGXsC85WL2gfEYa-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/3GGXsC85WL2gfEYa-image.png)

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US;">For each referee found, the system displays his/her activity. If you click on the link or on the user logo you will get more information. For confidential reasons, you are not allowed to access the papers that you were not put in charge of. </span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/r6DQ7eseLao3nvmS-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/r6DQ7eseLao3nvmS-image.png)

<span lang="EN-US" style="mso-ansi-language: EN-US;">If the referee you’re looking for is not registered in the system, you can add and invite them with the link ‘add a new referee’.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/AU3W2WH1eihAuU6D-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/AU3W2WH1eihAuU6D-image.png)

When you have chosen the referee, click on the ‘Invite’ button, this will open the invitation pop-up window, where you can edit the invitation letter, or send it directly.

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/scaled-1680-/dolvgBj5f5xvHu7J-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/dolvgBj5f5xvHu7J-image.png)

---

### Uploading my own report on the paper

You can assign yourself as a referee on the paper. In this case, you will receive the usual referee link to upload your referee report, and the author will receive this report grouped with other referee reports.

Instead, please consider submitting an [editor report](https://doc.nestor-edp.org/books/editor-guide/page/taking-the-editorial-decision#bkmrk-submit-an-editor-rep).

The difference between a referee and an editor report is slim: the editor report is identified as such to the author, and is distinguished in the author interface:

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/scaled-1680-/cw335DgqiwRwBeu7-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/cw335DgqiwRwBeu7-image.png)

# Contact a suggested referee

<span lang="EN-US" style="mso-ansi-language: EN-US;">In the referee module, click on the ‘Invite a referee’ button.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/E7DJbaG9I72DqUlZ-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/E7DJbaG9I72DqUlZ-image.png)

<span lang="EN-US" style="mso-ansi-language: EN-US; mso-no-proof: yes;">If the journal requests this information during submission,</span> y<span lang="EN-US" style="mso-ansi-language: EN-US; mso-no-proof: yes;">ou will have the possibility to invite the referee(s) suggested by the author.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/Rn1SrxuLecc0RRKe-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/Rn1SrxuLecc0RRKe-image.png)

<span lang="EN-US" style="mso-ansi-language: EN-US; mso-no-proof: yes;">Declined referees can also suggest their own colleagues to help you find an appropriate expert:</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/QHXKAd4kKHwnIMOE-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/QHXKAd4kKHwnIMOE-image.png)

In any case, Nestor will check and inform you

- if the suggested referee is absent in the data base (in which case you will need to create the referee)
- or if the suggested referee has already been contacted to review the paper

# Referee AI search with Prophy

Starting 2025, Nestor has a partnership with the [Prophy referee finder tool](https://www.prophy.ai/referee-finder/)! Prophy is configured on a journal basis: to activate the feature, please contact us at [support@nestor-edp.org](mailto:edition@edpsciences.org)

#### Triggering Prophy

<span lang="EN-US" style="mso-ansi-language: EN-US;">In the referee module, click on the ‘Invite a referee’ button.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/gdU5fRnQPLmZYpaT-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/gdU5fRnQPLmZYpaT-image.png)

In the invitation window, triggering the tool is straightforward:

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/JhEvRiZ6cByTWqz0-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/JhEvRiZ6cByTWqz0-image.png)

When clicking "Search with Prophy", Nestor will send the manuscript to Prophy who:

- performs a concept analysis on the manuscript
- based on this analysis, will return a list of 50 referees to evaluate the paper

---

#### Checking the list of suggestions

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/AogResP49cJinVHG-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/AogResP49cJinVHG-image.png)

The list shows the first 5 referees. It is sorted by score, which represents the match between the manuscript's concepts and the referee's own papers. The higher the score, the higher the relevance of the referee to assess this paper.

From this interface, you can:

- click on each referee score to get more details on the referee
- invite the referee directly
- can click on (+) to expand the list of suggestions

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/scaled-1680-/JqtLUwLcy2Rgg5y5-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2025-07/JqtLUwLcy2Rgg5y5-image.png)

# Managing invited referees

---

### <span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-bidi-font-weight: bold; mso-no-proof: yes;">Actions on referees</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-bidi-font-weight: bold; mso-no-proof: yes;">Once a referee has been invited to review an article, it is listed in the referee module for this version.</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-bidi-font-weight: bold; mso-no-proof: yes;">The module keeps track of the status of each referee and proposes relevant actions to manage them:  
</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/xlCSfNqoFbapn27q-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/xlCSfNqoFbapn27q-image.png)

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-bidi-font-weight: bold; mso-no-proof: yes;">Here is the detail of each action:</span>

<table border="1" class="align-center" id="bkmrk-remind-the-referee-m" style="border-collapse: collapse; width: 100%; height: 316.7px; border-width: 1px;"><colgroup><col style="width: 7.04574%;"></col><col style="width: 92.9543%;"></col></colgroup><tbody><tr style="height: 92.5px;"><td style="height: 92.5px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/RzOoCtyDFWtL7L2i-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/RzOoCtyDFWtL7L2i-image.png)

</td><td class="align-left" style="height: 92.5px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Remind the referee manually, the letter template content will adapt depending on the referee status.</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Note that [automatic reminders](https://doc.nestor-edp.org/books/editorial-office-guide/page/configuration-of-automatic-reminders "Configuration of automatic reminders") may be active in your journal, please check with your Editorial Office.  
</span>

</td></tr><tr style="height: 46.7px;"><td style="height: 46.7px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/TLOPdTHIYNYwhYhy-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/TLOPdTHIYNYwhYhy-image.png)

</td><td class="align-left" style="height: 46.7px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Cancel invitation if you no longer need this referee</span>

</td></tr><tr style="height: 70.1px;"><td style="height: 70.1px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/ZZ3LxjFnvgNg4Egk-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/ZZ3LxjFnvgNg4Egk-image.png)

</td><td class="align-left" style="height: 70.1px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;"><span style="mso-spacerun: yes;"> </span></span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Acknowledge cancellation of the referee (if received outside of the system).</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Use with caution: as much as possible, referees should interact directly with the system.</span>

</td></tr><tr style="height: 60.7px;"><td style="height: 60.7px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/QRV84T35qfdndLQd-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/QRV84T35qfdndLQd-image.png)

</td><td class="align-left" style="height: 60.7px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;"><span style="mso-spacerun: yes;"> </span></span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Acknowledge promised report from the referee (if received outside of the system).</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Use with caution: as much as possible, referees should interact directly with the system.</span>

</td></tr><tr><td style="height: 46.7px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/1JNEDssGpmcM1S4a-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/1JNEDssGpmcM1S4a-image.png)

</td><td class="align-left" style="height: 46.7px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Register a report manually (if received outside of the system).</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Use with caution: as much as possible, referees should interact directly with the system.</span>

</td></tr><tr style="height: 46.7px;"><td style="height: 46.7px; border-width: 1px;">[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/rvUaKdLY1B8VeP2b-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/rvUaKdLY1B8VeP2b-image.png)

</td><td class="align-left" style="height: 46.7px; border-width: 1px;"><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;"><span style="mso-spacerun: yes;"> </span>Reinvite a canceled referee  
</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">  
</span>

</td></tr></tbody></table>

---

### Number of expected reports and impact on article status  


<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">For each article type, a number of expected reports can be set:</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/c3YoWwSywx5JIk0h-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/c3YoWwSywx5JIk0h-image.png)

This number determines the article status according to referees' answers:

- As long as **the expected number of promised reports** is not reached, <span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">the article will stay ‘**In search of referee**’ status.</span>
- When **the expected number of promised reports** is reached, <span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">the status will switch to ‘**Peer-review in progress**’.  
    </span>
- Finally, o<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">nce all expected reports are received, the status will switch to ‘**Waiting editorial decision**’.</span>

The number of expected reports depends on the article type, but can be adjusted if necessary for each article. Adjusting the number of expected reports will automatically impact the article status as described above:

[![Capture.PNG](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/CaQBdd6TrzXGp44P-capture.PNG)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/CaQBdd6TrzXGp44P-capture.PNG)

---

### Reminders to referees  


<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">   
</span>

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Reminders to referees may be either manual, or [configured to be sent automatically](https://doc.nestor-edp.org/books/editorial-office-guide/page/configuration-of-automatic-reminders). </span><span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">For each referee, Nestor keeps track of the last reminder date, and the number of reminders already sent.   
</span>

[![Capture2.PNG](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/bhNs6BaHd9x2IC4K-capture2.PNG)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/bhNs6BaHd9x2IC4K-capture2.PNG)

# Checking/editing referee reports

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">Please click on the recommendation to open the referee report.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/eoC4TGsN0MO2mt19-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/eoC4TGsN0MO2mt19-image.png)

<span lang="EN-US" style="mso-bidi-font-family: Calibri; mso-ansi-language: EN-US; mso-no-proof: yes;">You can edit the referee’s questionnaire, comments and recommendation. You can upload a referee attachement (or replace it, if needed). In case the referee has uploaded more than one file, they will be available in a zip file.</span>

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/scaled-1680-/owMnWJuy7xf2cCfG-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-02/owMnWJuy7xf2cCfG-image.png)

# Uploading my own report on the paper

You can assign yourself as a referee on the paper. In this case, you will receive the usual referee link to upload your referee report, and the author will receive this report grouped with other referee reports.

Instead, please consider submitting an [editor report](https://doc.nestor-edp.org/books/editor-guide/page/taking-the-editorial-decision#bkmrk-submit-an-editor-rep).

The difference between a referee and an editor report is slim: the editor report is identified as such to the author, and is distinguished in the author interface:

[![image.png](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/scaled-1680-/cw335DgqiwRwBeu7-image.png)](https://doc.nestor-edp.org/uploads/images/gallery/2023-05/cw335DgqiwRwBeu7-image.png)