System users of all roles sometimes need to send email messages outside the context of submission workflows, such as to provide instructions, clarify a point, or make a request. Publications can accommodate this need by configuring letters that can be sent by specific roles and to specific individuals outside workflow events.
Five Ad Hoc Letter Families are available for configuration:
The link provides access to a Send Email page. Ad hoc email templates configured for the user's role appear in a drop-down menu on this Send Email page; if only one ad hoc email is configured, the user goes directly to the Customize Letter page with the template loaded. All ad hoc correspondence generated from a manuscript-related page is saved to the submission's Correspondence History.
Ad hoc email templates may be created with body text and subject line to address specific subjects or with a blank letter body and subject line for the sender to complete. Ad hoc email templates may also include an empty "To" line, allowing the sender to enter the recipient's email address. Configuration may also restrict these elements.
Ad hoc email settings for Editor and Publisher roles may be configured to display an email icon next to names on Details pages. Clicking the icon launches the Send Email page, and the name next to the icon is designated as the recipient. All role-appropriate ad hoc emails configured for use with the email icon appear in a drop-down menu. If only one ad hoc email is configured, the user goes directly to the Customize Letter page with the template loaded.
Letters configured for use with the email icon may also appear in the ad hoc letter drop-down list when the Send Email page is accessed by clicking the Send Email action link, but only if one or more additional options for recipients is configured. ("Display text box so sender can insert an email address" is not considered an additional recipient setting.)
Publications have the option to limit the ad hoc letters available to each specific Editor role (configurable within each letter template, using the setting, Roles that Can Send this Letter; see below). The same is true of Publisher roles.
Any letter in the Ad Hoc from Editor or Ad Hoc from Publisher family may be configured to allow the sender to insert a recipient email address.
If there is no recipient available for an ad hoc email (e.g., there is no Corresponding or Handling Editor), then the sender is presented with a message indicating that the submission is not in a status that allows the letter to be sent to the intended recipient.
Merge fields can be used in ad hoc emails; however, merge fields related to people information do not populate when the sender previews the letter. Each individual primary recipient will see a letter that is populated with his or her information.
If an ad hoc email is set for multiple primary recipients, any recipients who are copied (cc) on the email will receive multiple copies (one for each primary recipient). For example, if an ad hoc email is sent to the Handling Editor and the Editorial Office, with a cc to the Author, then the Author will receive two copies of the email (one copy of the email sent to the Handling Editor and one copy of the email sent to the Editorial Office).
If a recipient is an Editor who has been blocked for the submission, submission-related merge fields do not populate for that recipient.
Permission to send ad hoc email is available for all Role Families. Go to RoleManager > Select Role Family. Grant permission to the applicable role:
To configure a letter, go to PolicyManager > Email and Letter Policies > Edit Letters.
Custom Instructions: Enter any instructions for the user that will be sending the letter.
Roles that Can Send this Letter: For Editor and Publisher letters only. Use the multi-selector list to select one or more roles.
Sender's Email: For Editor, Publisher, and Proposal letters only. Use the radio button to select an option.
Recipient: Use checkboxes to select one or more recipient options. Options shown depend on Letter Family.
Additional recipients:
Allow attachments: Check this box to allow the send to attach files to email. (This setting appears if Attachments feature is enabled for the publication.)
Allow sender to add Rich Text (HTML) formatting: Check the box to allow sender to switch letter format.
Letter Body: Enter the text for the letter (merge fields may be included). Alternatively, this box may be left empty to provide a free-form email that the sender can use for any purpose.
Note: Any existing letter can be turned into an ad hoc letter. Click on the Edit link next to the applicable letter. On the Edit Letter page, select the Letter Family from the drop-down menu. After the page refreshes, make any additional edits to the configuration, as described above.
For related information, see:
Email Autofill for Ad Hoc Letters
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