Configure Corresponding Editor Designation

The Corresponding Editor for a submission is the designated contact person for email correspondence related to the submission. Only one Editor can serve as Corresponding Editor at any given time. By default the first Editor assigned to a submission becomes the Corresponding Editor. The Corresponding Editor designation may be changed.

For Editor use, see Corresponding Editor Designation.

The Corresponding Editor designation can be used for the following purposes:

The system can include the Corresponding Editor's name and other identifying information in the signature of an email when the actual sender of the email may be someone else. For example, a Decision letter to an Author sent by a publication staff member can include the Corresponding Editor's name rather than the name of the staff member. (Corresponding Editor merge fields must be inserted into the letter.)
The Corresponding Editor's individual email address can be used as the "from" (and "reply to") address on certain letters sent from the EM system related to the submission. Usually, a general Editorial Office email address is configured as the sender of system email.
Similarly, the Corresponding Editor's individual email address can be used as the target address for forwarded email correspondence sent to people, related to the submission, who do not have email set as their preferred method of contact.

Corresponding Editor merge fields

For any letters configured to be sent with the "signature" of the Corresponding Editor (as described in item 1 above), merge fields are available to include identifying information about the individual Corresponding Editor. Letter configuration is done on a letter-by-letter basis. For merge field information, see Corresponding Editor merge fields.

Note: The Corresponding Editor is not assigned to a submission until after the manuscript number is assigned (for automatically assigned manuscript numbers this may seem simultaneous). Therefore, the Corresponding Editor merge fields cannot be populated in a letter alerting the Author of the manuscript number assignment, and they should not be used in that letter.

Corresponding Editor email addresses

If the Corresponding Editor's email address is used as the "email from" address for submission-related letters (as described in item 2 above), the system uses the first email address listed in the People record for that Editor. Letters must be configured to use the Corresponding Editor email address on a letter-by-letter basis.

At any time a submission does not have a designated Corresponding Editor, the publication's configured "from" address (PolicyManager > Email and Letter Policies > Set "Email From" Address) is used as the sending address.

When the Corresponding Editor is the designated recipient of forwarded emails for users with a non-email preferred method of contact (as described in item 3 above). These emails include any correspondence associated with a manuscript, including email generated from reports such as the Late Revision Report. If the Corresponding Editor has multiple email addresses, the letter is sent to all the email addresses.

To Configure:

Go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:

Change Corresponding Editor: Allows the user to change the Corresponding Editor designation manually.

Configure the Corresponding Editor field to appear on Details pages to enable users with permission to change the designation. For details, see Configure Details Page.

To set the Corresponding Editor designation to follow the Handling Editor, go to PolicyManager > Editor Assignment Policies > Set Editor Assignment Options.

Check the box next to the setting: Automatically designate the Handling Editor as the Corresponding Editor.
When finished, click Submit.

To designate the Corresponding Editor's email address as the one to receive emails sent to users who have a preferred method of contact other than email, see Preferred Method of Contact Settings.

To identify the Corresponding Editor as the sender of a submission-related letter, go to PolicyManager > Email and Letter Policies > Edit Letters.

Click the Edit link next to the applicable letter.
For the Sender's Email Address setting, use the radio button to select: Corresponding Editor's email address.
When finished, click Submit.

To display the Corresponding Editor field on the Notify Author page, go to PolicyManager > Editor Assignment Policies > Set Editor Assignment Options. Make selections in the Corresponding Editor Display Options – Notify Author Page section:

Check the box to enable display of the field on the page.
Use the multi-selector tool to choose one or more Decision Families (Accept, Reject, Revise, Reject and Transfer).
When finished, click Submit.

To include Corresponding Editor information in the body of a submission-related letter (using merge fields), go to PolicyManager > Email and Letter Policies > Edit Letters.

Click the Edit link next to the applicable letter.
Use the Insert System Merge Field link to select the applicable Corresponding Editor merge field(s) and insert them into the letter body text box where appropriate.

For details on letter configuration, see Create Letters.

Note: Even if a letter does not have the setting, Use Corresponding Editor's email address, selected, the Corresponding Editor merge fields will still pull the correct Corresponding Editor information into the letter.