Automated Editor Summary Reminders

Reminder emails can be sent automatically to Editors (with permission to receive assignments) at regular intervals. These Automated Editor Summary Reminders (AESRs) can include summaries from up to 11 assignment-related Editor Main Menu folders compiled in a single email.

In addition, AESRs in Rich Text (HTML) format may be configured to include due-date threshold information (color-coded), allowing Editors a more informative quick view of their workload. Assignments that are on schedule are marked green, those requiring attention to keep them on schedule are marked amber, and those that are late are marked red. A plain text version of the AESR (which does not display color-coding or enhanced formatting) is also available.

AESRs can be configured to include a folder summary and/or submission lists for each folder. In Rich Text (HTML) letter format folder names can appear in the letter as deep links that log the recipient into Editorial Manager and go directly to the applicable folder.

Folder summary

The merge field %EDITOR_REMINDER_FOLDER_SUMMARY% can be used to insert a list of Editor folders containing submissions that may need the recipient's attention. The number of items in the folder appears in parentheses after the folder name.

Folder names can be displayed as deep links to the folders in rich text (HTML) letters. Rich text (HTML) letters can also display color-coded markers next to each folder to indicate the status of submissions in the folder.

Folders available for inclusion are all Main Menu folders except for Submissions Requiring Additional Editor Invitations. This option is for use with the Suggest Editor feature. It displays submissions that require the addition of candidates to the Editor queue. Clicking the link in the AESR directs the user to the Editors Invited – None Yet Assigned folder.

Submission lists

The merge field %EDITOR_REMINDER_SUBMISSION_LISTS% can be used to insert a list of Editor folders with detailed information on the submissions they contain. The number of items in the folder appears in parentheses after the folder name.

Folder names can be displayed as deep links to the folders in rich text (HTML) letters. Rich text (HTML) letters can also display color-coded information with submissions outlined in green, amber, or red. Submission information includes "days outstanding" figures, review status, and decision status. Submission information can also include author list and abstract.

The Submissions Requiring Additional Editor Invitations also includes the number of days without Editor candidates in the queue.

A separate automated reminder related to required reviews is available through the Send Reminders page and Reports page. For information on the Automated Editor Required Reviews Reminder Report, see Reminder Letters and Automated Reminder Reports.

TO CONFIGURE:

AESRs are configured by Editor role. Configurations include creating the letter(s), selecting items to include in the reminder letter, and establishing the alert thresholds.

To create the letter, go to PolicyManager > Email and Letter Policies > Edit Letters. Create a letter in the Editor Reminder family. Two merge fields, for use only in AESR letters, capture the summary reminder content (as configured in the next step):

%EDITOR_REMINDER_FOLDER_SUMMARY% pulls in the Folder Summary configured for a particular Editor Role's AESR.
%EDITOR_REMINDER_SUBMISSION_LISTS% pulls in the Submission Lists for the folders configured for a particular Editor Role's AESR.

For details on configuring letters, see Create Letters.

To define the behavior of deep links in the letters, go to PolicyManager > General Policies > Set Editor Deep Link Expiration. Two settings apply. In the Summary and Submission List Merge Fields section:

Check the box to embed links to folders: When this setting is enabled, all folder names are created as deep links. (If the New Invitations folder is included, deep links for accepting and declining invitations are also created.)
Expiration of the links may be determined by number of clicks or number of days.
- Check the applicable box (number of clicks or number of days).
- Enter the desired number.
When finished, click Submit.

To configure summary reminder content, go to PolicyManager > Editor Assignment Policies > Configure Automated Summary Reminders. The reminders are configurable by Role. Check the Send Reminders box for each role to receive the reminder emails and complete the form:

Frequency (Days): Enter the number of days. (The reminder will be sent every X days.)
Next Reminder Due: Select a starting date for the reminder email. (Checking this page at a later time will show the date that the next email is scheduled to be sent.)
Summary Letter: Choose the appropriate letter from the drop-down list.
Include Author List and Include Abstract: Check the box(es) to include this information for each submission.
Include Folders: Check the folders to include in the reminder. Use the radio buttons to indicate when information should be included, based on the alert thresholds. Information for a folder can be included Always, only when an item Needs Attention, or only when an item is Late. (See note below.)

When finished, click Submit.

Note: A folder set to Always will not be included in the reminder email if the number of items in the folder is 0. If all the folders configured for the reminder contain 0 items, no reminder email will be sent. The reminder email will be sent only when folders meet the defined criteria for Needs Attention or Late.

To set thresholds, go to PolicyManager > General Policies > Configure Warning Thresholds.

For each Editor Folder:
1. Enter number of days to consider an item in need of attention.
2. Enter number of days to consider an item late.
When finished, click Submit.

Settings configured on this page determine the color coding that appears in both Automated Editor Summary Reminders and on the Editor Main Menu when using the Editor Signpost feature. (See Color-coded Editor Signposts.)

Note: Sometimes an editorial office may want to include Editor assignment summary information in letters other than the scheduled AESRs. Two merge fields are available for this purpose: %EDITOR_ASSIGNMENT_FOLDER_SUMMARY% and %EDITOR_ASSIGNMENT_SUBMISSION_LISTS%. For more information, see Merge fields for Editor reminder letters.