Allow Attachments to Emails

Email letters may be configured to allow attachments to be sent as a part of the letter, either from the submission files or from the sender's personal files. When this feature is enabled, any letter template may be configured to allow senders to include attachments.

An Add/Change Attachments button appears on the Customize Letter page. This button open a pop-up window where the user can upload an attachment to the email from local files. The user may select one or more files to include in the letter.

If the user is logged in as an Editor or Publisher (with permission to view the File Inventory), the pop-up window also includes the option to select files from the submission's inventory. If available, files can be included from the following areas:

System PDF
Submission Files
Companion Files
Schedule Group Files
Editor/Reviewer Attachments

To avoid confusion with other kinds of file attachment tasks, even if the user has permission to view the File Inventory, the Add Files from Submission Inventory option is suppressed if the email attachment upload page is accessed from the following areas:

Assign Submission Production Task
Reassign Submission Production Task
Assign Schedule Group Production Task
Reassign Schedule Group Production Task
Batch Assign Submission Production Task
Submit Submission Production Task
Submit Schedule Group Production Task
Cancel Submission Production Task
Cancel Schedule Group Production Task
Merge Users
Proxy Register New User
Send Report by Email

Letters sent with attachments are displayed in the submission's Correspondence History with a paperclip icon to denote an attachment.

The Allow Attachments option is available on all letter templates with the exception of Decision letters. However, because the file attachment feature is available only on the Customize Letter page, some email functions such as Batch Email and Automated Reminders cannot include attachments to letters.

Note: Many email services limit the number or size of attachments that can be received. The attachment file size is limited by the publication's configured limit for Submission Items, set in PolicyManager (on the Set Maximum Size of Uploaded File page). Please note Editorial Manager has a system maximum file size of 500 MB per file.

To Configure:

To enable the Attachments feature, contact your Aries Account Coordinator.

The ability to add attachments is configured on each letter template page. Go to PolicyManager > Email and Letter Policies > Edit Letters. Click the Edit link next to the applicable letter template.

On the Edit Letter page, check the box next to the setting, Allow Attachments. When finished, click Save.

For details on letter configuration, see Create Letters.