Email Templates Guide

Email Templates

Guide

ScholarOne Manuscripts™

ScholarOne Manuscripts™ | Email Templates Guide Page i

Effective Date: 13-August-2019

Document Version: 1.4

TABLE OF CONTENTS

INTRODUCTION .................................................................................................................................................................... 2

TYPES OF E-MAIL TEMPLATES .............................................................................................................................................. 3

E-mail Notifications and Reminders ............................................................................................................................. 3

WHEN TASK ENTERS? ............................................................................................................................................ 5

REMINDER DAYS .................................................................................................................................................... 7

Invitation E-mails .......................................................................................................................................................... 8

Invitation Response E-mails .......................................................................................................................................... 9

Decision Letters .......................................................................................................................................................... 11

Author Reminders ....................................................................................................................................................... 13

System E-mails ............................................................................................................................................................ 13

E-MAILS FOR AUTHOR / CO-AUTHORS ................................................................................................................ 14

E-MAILS FOR INVITED AUTHOR / MRW ............................................................................................................... 14

ACCOUNT RELATED E-MAILS ............................................................................................................................... 15

MISC EVENT-DRIVEN E-MAILS ............................................................................................................................. 16

Hyperlink E-mails ........................................................................................................................................................ 16

Printable E-mail Letterhead ........................................................................................................................................ 18

HOW PRINTABLE E-MAIL LETTERHEAD WORKS ................................................................................................... 19

EDITING .............................................................................................................................................................................. 21

E-MAIL TAGS ...................................................................................................................................................................... 24

Adding user Defined Tags ........................................................................................................................................... 28

Using PRole and Person Tags ...................................................................................................................................... 28

E-MAIL TOOLS .................................................................................................................................................................... 30

Search and Replace ..................................................................................................................................................... 30

XMl .............................................................................................................................................................................. 31

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INTRODUCTION

All sites are created with a basic set of e-mail templates. When a site is assigned to a journal,

the administrator of the site usually modifies the e-mail templates to the needs of the journal.

This guide is intended to give you an overview of the basic navigation of the e-mail templates

as well as suggestions for editing your templates.

To access the e-mail templates of your site, you must have Administration rights. The e-mail

templates are located in the Admin Tools section under Setup.

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TYPES OF E-MAIL TEMPLATES

When looking at the list of e-mail templates it can be very confusing as to where to start. We

have devised an order of study to assist you with your templates. The order in which to go

through e-mail templates is:

1. E-Mail Notifications and Reminders

2. Invitation E-Mails

3. Invitation Response E-Mails

4. Decision Letters

5. Author Reminders

6. System E-Mails

7. Hyperlink E-mail

8. Printable E-Mail Letterhead

• Items 1-5 follow the basic peer review process of a site.

• Items 6 and 7 are additional types of e-mail templates.

• Item 8 is an additional feature that can be used in conjunction with your e-mail

templates.

E-MAIL NOTIFICATIONS AND REMINDERS

These templates are linked to tasks within the peer review process. They facilitate

communications between Admin, Editors, and Reviewers; to notify someone if they have a task

that is pending or overdue. Typically these notifications are automated but can be customized

and adjusted as needed.

Each workflow in the site has its own set of e-mail templates.

• Submitted Workflow Tasks (SW)

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• Resubmitted Workflow Tasks (RSW)

• Revised Workflow Tasks (RW)

• Appealed Workflow Tasks

• Accept Workflow Tasks

• Invited Workflow Tasks (IW)

Note: Some sites do not contain the Resubmitted or Appealed Workflow.

Each section of E-mail Notifications and Reminders templates contains the following layout:

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SCREEN

COMPONENT

DESCRIPTION

Workflow The name of the workflow.

Task The name of the task within the workflow.

Template The e-mail templates associated with the task.

Edit Before Sending If checked, the e-mail may be edited before being sent. Allows

customization if needed.

Active If checked, the template is used. Unchecked templates are not used.

When Task Enters? This is a trigger to when an e-mail is sent. Select from a list of statuses.

When the manuscript enters the selected status, it is sent. Use either

this field or Reminder Days. (See below for details.)

Reminder Days This is a trigger to when an e-mail is sent. Enter the number of days

before or after the manuscript enters that status for the e-mail to be

sent. Use either this field or When Task Enters? (See below for

details.)

Modify Click the Modify button to edit the template.

Delete Click the Delete button to delete the template. It is not recommended

to delete templates. Instead, simply uncheck the Active checkbox if

you do not want to use a specific e-mail template.

If you Delete an e-mail template and decide you need it later, you will

have to create a brand new template.

When Task Enters?

The When Task Enters? section contains a dropdown of the following:

• Pending: Has entered the task, but is not completed (e.g., pending Admin Checklist)

• Processing: Has been started, but is not completed (e.g., 2 reviews agreed, none

submitted)

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• Overdue: A task is in an overdue status when the number of days given to the task

has expired

• Completed: The Task has been completed (e.g., reviewer has submitted review)

• Abandoned: Still open when decision is made (e.g., reviewer has agreed to review

but has not completed the review when the EIC makes decision)

• Rescinded: Moving a manuscript back one step (e.g., rescind review or decision)

• Closing: When the task is still open and a decision has been made before the task is

completed. (e.g., when the option “allow reviewer to submit a scoresheet after a

decision is made”, the status Reviewer Score task is “Closing”)

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Reminder Days

An example of E-mail Notifications and Reminders is the reminders for Reviewers, listed under

the Task of Reviewers Score.

In this section you will often see 2 or more reminders set at a numeric value. Sites are

configured with a number of days that a reviewer has to complete their review.

• 7 means the e-mail will automatically be sent 7 days after the task is due

• -7 means the e-mail will automatically be sent 7 days before the task is due

• 0 means the e-mail will automatically go out on the day it becomes overdue

Note: The When Task Enters? section must be set at “---“ if you are using a number in the

Reminder Days column.

Tip: This is a great section to add additional e-mail templates if Reviewers need more

reminding to complete reviews in a timely fashion.

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INVITATION E-MAILS

These templates are typically the invitation to reviewers.

Required for Event? must be checked in order for the invitation task to take place. This means

that you must send an invitation e-mail in order for the system to move the process forward to

the invited stage. If you do not select Required for Event?, no e-mail would be sent to the

reviewer to alert them to the invitation, however the system would show them reviewer as

having been “Invited”.

Multiple templates can be created if special types of invitations are needed for a site. These

extra invitations could be based upon Manuscript Type, or when a special person is being asked

to review and a more formal letter is needed.

The invitation e-mails will be preloaded with e-mail tags that will pull in document information

as well as a tag that will create automatic response links for the reviewer to quickly respond to

the invitation.

Types of tags you will find preloaded are:

##DOCUMENT_TITLE##

##DOCUMENT_AUTHORS## - (unless the site is double blinded)

##DOCUMENT_ABSTRACT##

##DOCUMENT_ID##

##INVITE_RESPONSES## - This tag will create links for Agreed, Decline, or Unavailable

(see example below of how the links will look in an e-mail.)

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Note: The links are unique to each reviewer who receives an invitation. Do not copy and paste

links from one reviewer invitation to another.

INVITATION RESPONSE E-MAILS

These templates are triggered when a response is received from a reviewer. As with Invitation

e-mails, Required for Event? must be checked in order for the invitation response task to take

place.

Tip: The Admin or Editor e-mail address could be set up in the CC or BCC field if a role needs

to be copied on all responses. This will increase the amount of e-mail to a person’s

inbox if you set up your responses in this fashion.

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Note: Avoid setting up multiple e-mails templates for a single task in the Submitted Workflow

Tasks section. If the site is using automatic response links in the Invitation E-mails, the

system cannot match up which custom Invitation Response E-mail to send.

The Agreed e-mail has been formatted with a tag called ##REVIEW_LINK##. This tag will give

the reviewer the ability to access the paper they agreed to review without having to know their

User ID or password.

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DECISION LETTERS

These templates are the final decisions that are sent to Authors. This is also a section where

multiple templates can be of great assistance. Multiple decision letters can be created under

each decision type, as well as a thank you letter to reviewers.

When creating multiple decision letters, Edit Before Sending, Active and Required for Event?

must be checked

When creating an “extra” e-mail like the Thank You to Reviewers, do not select Required for

Event? For this template, as this would not allow it to go out from the system as an “extra” e-

mail.

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The Thank You to Reviewers e-mail will contain a tag in the BCC field called:

##TASK_ALL_REV_EMAIL_CLOSED##. The tag blind carbon copies all reviewers who completed

a review for the submission.

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AUTHOR REMINDERS

The Author Reminders are typically used to remind the Author when their

revision/resubmission is due. The Reminder Days column determines when the reminder is

sent out. Each revision/resubmission decision has a set number of days as to how long the

Author has to submit. Another option for the Author reminders is to CC or BCC the Admin

and/or the Editor on the reminder.

Tip: Explain in the reminder to the Author that the link to create their revision/resubmission

will be closed if they do not ask for an extension.

SYSTEM E-MAILS

System E-mails are triggered by non-workflow events. These templates are divided into the

following sections:

• E-Mails for Authors / Co-Authors

• E-Mails for Invited Author / MRW

• Account Related E-Mails

• Misc. Event-Driven E-Mails

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E-Mails for Author / Co-Authors

This section of templates will contain the e-mails used for notifying the Author of the receipt of

the original submission, or if their paper has been Unsubmitted or Withdrawn.

Tip: Add text to the Original Manuscript Submission Confirmation letting the Author know

how long it may take to receive a decision on their paper. This can help reduce the

number of inquiries a journal office receives from Authors regarding the status of their

paper.

E-mails for Invited Author / MRW

If you are using the Invited Author feature of the system these templates are used for

reminding an Author that they have been invited to submit but have not yet responded, as well

as the ability to Unassign or Uninvite an Author.

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Account Related E-Mails

A good practice for the Account Related E-Mails is to leave them at the standard and not edit

the templates.

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Misc Event-Driven E-Mails

This section contains e-mail(s) for the Broadcast E-mail feature in the Admin Dashboard. It also

contains special e-mails used to remind Reviewers that they have been invited to a paper and

not yet responded and e-mails for Unassign Editor and Assign a new Editor.

If you are exporting accepted papers to an FTP site, there is also e-mail for notification if the

export fails.

For sites that use Plagiarism Checking, notifications for this feature are also located here.

HYPERLINK E-MAILS

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A Hyperlink E-mail is used anywhere a person’s name is underlined in the system. These

templates contain basic information in the From, To and Subject line and do not need to be

edited.

You may create extra Hyperlink E-mails for shortcuts for communications that take place

outside the normal workflow process. These templates are available from a drop-down list

when e-mailing a person.

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PRINTABLE E-MAIL LETTERHEAD

E-mails are plain text only, meaning that there is no ability to add color or logos. Printable E-

mail letterhead allows sites to have their letterhead in the system and can be used to recreate

a sent e-mail on to the letterhead and then resend as a PDF file.

Create a .RTF file with the journal or society logo, address and e-mail tag called:

##EMAIL_BODY##

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Upload the file and make it Default and Active.

Tip: If needed, you can upload more than one letterhead.

How Printable E-mail Letterhead Works

In the Audit Trail of each submission, you will see a new icon for each e-mail that has been sent

from the system.

Select the printer icon to open the e-mail on screen and select Open.

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The e-mail is now ready to be saved as a PDF file and resent as a file attachment.

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EDITING

When editing e-mail templates, look for the “req” symbol next to templates that should not be

turned off or deleted.

When editing e-mail templates, also look for the orange question mark (?). When you click on

the question mark, a text box will appear that tells you when the e-mail is triggered, where it is

triggered from, and who can trigger the e-mail.

To edit an e-mail template, click the Modify button for the specific template.

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All templates have the ability to have files attached to them, for example, if you need a

Another template that may also need a file attached, might be the Reviewer Agreed e-mail if

you wanted to send a reviewer journal specific instructions on how reviews should be

conducted.

The PDF proof of a manuscript submission can be selected as a file attachment and added to

email templates. Many reviewers want to see a copy of the PDF proof before they agree to

review a manuscript.

The system will support the ability to attach the PDF proof to the following email templates:

• Decision Letters

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• Invitation Emails

• Invitation Response Emails

• Emails Notifications and Reminders

• Hyperlink Emails (From within Ms Details)

• Various System emails

Tip: Any file you attach to a template should be a PDF and not a Word document.

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E-MAIL TAGS

E-mail tags are used in all templates. These tags act like a placeholder and know exactly what

information to pull into an e-mail when it is sent from the system. To access the tag list, click

on the View E-mail Tags icon located to the right of the Subject line in the Edit E-mail section

of a template.

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The tag list is broken out into different sections:

Type of Field Description of Tag Examples

Person Fields

These tags will usually reflect the

properties of the e-mail recipient (in some

cases, the PROLE tags are used instead)

First Name, Full

Name, Country, User

ID, Password

User Fields

These tags will reflect the properties of the

user who is currently logged in to the

system.

Same

Site Fields

These tags will contain journal-specific

information. Some of these are pulled

from the Configuration Settings fields that

Admins complete.

Journal Name,

Support Phone,

Admin E-mail, Site

URL

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Document Fields

These tags will reflect the properties of the

current manuscript.

Authors, Title, Date

Submitted, Abstract

Document Roles

These tags will reflect the properties of

people associated with the manuscript.

These can be used to represent either the

sender or the recipient of the e-mail.

Author Full name,

Reviewer E-mail,

Associate Editor

Institution

Attributes

These tags will reflect the attributes

(keywords, areas of expertise) configured

for the site.

Attributes, Keywords

Custom

Questions

These tags will reflect the answers to any

custom questions requested by the

journal.

# of Color Figures,

Conflict of Interest

Document Task

Fields

These tags will reflect items concerning

the peer review of the manuscript.

Editor

Recommendation,

Comments to Author

Invitation Fields

Invitation Responses

Link

Invited Paper /

MRW Fields

These fields will reflect items concerning

Invited Papers and MRWs.

Topic Description,

Topic Title

Transfer

Document Fields

Transfer Document Fields

Target Journal,

Target Admin Name

User Defined

Fields

User Defined Fields

Editorial Board,

Review Manager

To add a tag into a template, highlight the tag with your mouse and then right-click to copy.

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In the template, put your cursor where you want the tag to appear and right-click to paste.

The tag will then appear where you need it.

Tip: At the bottom of the tag list there is a button to export the tag list into a CSV file.

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ADDING USER DEFINED TAGS

At the bottom of the tag list there is a link to add User Defined Tags. These tags can be for

journal specific items, such as the Editorial Board e-mail addresses, or even a link to the

registration for the annual meeting for a society.

USING PROLE AND PERSON TAGS

PROLE describes the person or group of persons within a role. PERSON tag describes the single

individual who needs to receive the e-mail.

Example: If you put a PROLE tag in the “To” field of a Reviewer Reminder all Reviewers would

be notified about the one PERSON who is late.

Therefore, we use the PERSON tag in the “To” field of a Reviewer Reminder.

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E-MAIL TOOLS

SEARCH AND REPLACE

This is the ability to search and replace text in the e-mail templates.

Note: This tool works across all templates not just a specific section of templates.

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XML

If you are familiar with XML, you can download all the templates in your site and edit them

offline, and then upload the edited version.

Note: You cannot delete any items in the XML, as it will throw off the order of your templates

when you upload the edited file.

Tip: If you are going to use the XML option, keep a copy of the original XML.

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