Author Access to Attachments

Attachments uploaded by Editors or Reviewers may be made available to Authors when the Editor notifies the Author of a decision on a submission.

Publications may opt to have all attachments uploaded by Reviewers automatically set to Allow Author Access and/or Allow Reviewer Access. When this configuration is set, Editors may override the automatic setting so as not to allow access for Authors or Reviewers.

Authors may access attachments via a deep link included in the decision letter email or from within EM via the View Attachments link for the submission. The link is only available when there are attachments associated with a submission.

Two merge fields facilitate notifying Authors about available attachments:

%ATTACH_FOR_AUTHOR_DEEP_LINK% inserts a hyperlink that performs a full login and delivers the recipient to the Author version of the Attachments page. Merge field will only populate if there are attachments available for the Author. Use in conjunction with the merge field %ATTACH_FOR_AUTHOR_DEEP_LINK_INSTRUCTIONS%.
%ATTACH_FOR_AUTHOR_DEEP_LINK_INSTRUCTIONS% inserts configured custom instructions. Merge field will only populate if there are attachments available for the Author. Use in conjunction with the deep link %ATTACH_FOR_AUTHOR_DEEP_LINK%.

The deep link is valid only if the submission is in one of the following Author folders at the time: Submissions Needing Revision, Incomplete Submissions Being Revised, Revisions Waiting for Author's Approval, Submissions with a Decision. (If the submission is not in one of these folders, the deep link directs the Author to a page explaining that the submission is not in a state that access to attachments.)

If the Publication is configured to include files as email attachments on the Notify Author letter, the Author will receive the files as attached to the email in addition to being able to access them via the links.

To configure:

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

To make attachments available to Authors, go to PolicyManager > ProduXion Manager > Configure Attachment Security.

Settings in the Availability section govern access by Author and Reviewer roles to attachments.

Designate Editor-uploaded files as available by default to: Check the box for Author.
Designate Reviewer-uploaded files as available by default to: Check the box for Author.

The setting in the Author Access section enables available attachments to be included with the letter that notifies the Author of a decision.

Include available Editor/Reviewer Attachments with the Author Notification letter as email attachments.

Check settings boxes as appropriate and click Submit.

The Author attachment merge fields may be included in any letter to the Author. For details on letter configuration, see Create Letters.

Set merge field deep link expiration terms and instructions. Go to PolicyManager > ProduXion Manager > Set Attachments Deep Link Policy.

Check the box next to the option(s) to use for determining expiration. One or both options may be selected.
- Expire link after X clicks
- Expire link after X days
For each option selected above, enter the allowed number of clicks and/or days. To keep the link active indefinitely, do not check either box. If both boxes are checked (and numbers entered), the link expires when the first criterion is met.
Optional: Enter custom instructions that will populate the instructions merge fields for use with the deep link merge fields.
When finished, click Submit.

For related information, see:

Editors May Manage Attachments

Reviewer Use of Attachments

Sanitize Attachments