Correspondence History

A submission's correspondence history automatically stores copies of all letters related to the submission that are sent from within the system. Editors may have permission to view, edit, and resend letter from a submission's correspondence history.

A History link appears in a submission's Action column. The Correspondence History section of the History page contains a list of all letters associated with the submission. Each letter name appears as a hyperlink. Clicking the link opens the View Letter page, where the user can see date sent, recipient(s), subject, and text of the letter.

Edit and resend letters from Correspondence History

Any Editor with permission to view correspondence history may resend a letter to its original recipient(s). Additional permission allows an Editor to edit letters before resending.

To resend a letter:

Click the History link in the submission's Action column to open the History page.
In the Correspondence History section of the page, click the letter name/hyperlink of the letter to resend. This opens the View Letter page.
On the View Letter page, click the Resend button.
In the confirmation pop-up window, click OK.

To edit and resend a letter:

Go to the View Letter page (as described above).
On the View Letter page, click the Edit and Resend button.
On the Edit and Resend Letter page, edit as required: recipients, letter subject, and letter body:
Original recipient: Uncheck the box if you do not want to send the email to the original recipient.
Update address: Click the link, Update User's Address, to enter a new email address for the original recipient. (This link is available only to Editor's with the corresponding RoleManager permission.)
Additional primary recipients: Enter email address (or multiple addresses separated by semicolons) in the text box under the original recipient's address.
Copied recipients: Add or delete recipients. Enter email address in the cc or bcc text box as appropriate. (Multiple addresses may be entered separated by semicolons.)
Letter body: Make any corrections or additions in the letter body field.
When finished, click Send.

Note: Letters in the Decision family are not editable from Correspondence History. The View Letter page for these letters does not include the Edit and Resend button.

Merge fields are not repopulated when a letter is resent. Merge fields in the original letter retain the merged text that appears in the saved letter, and deep links (with the exception of Co-author verification links) are regenerated for the original primary recipient. In emails to additional recipients, deep links appear as asterisks (***).

Editors may add external correspondence to correspondence history

Some communications between Editors and others might occur outside the EM system. Editors may be given permission to manually add external correspondence, such as external emails or notations of received telephone calls, to the History of a submission, where the items can be viewed alongside system-generated internal correspondence. Editors using production-tracking may also be given permission to attach files with external correspondence.

To add external correspondence:

Click the History link for the submission to open the History page.
Click the Add Editorial Correspondence button or Add Production Correspondence button. (Buttons displayed depend on role permissions.) This opens the Add External Correspondence page.
Complete the fields (required fields are indicated with an asterisk *).
To allow the Author access to this item, check the box next to the setting, Display in Author's Correspondence History. (The Author role must have permission to view correspondence history.)
Editors with appropriate permission may also attach files: Click the Add/Change Attachments button to open the Attachment window, then choose or drag/drop the file, and click Proceed.
When finished, click Submit.

The saved item is added to the submission's Correspondence History list chronologically. The item is identified as external correspondence with the notation, (External), next to the letter link. This correspondence is visible to all users with applicable permission.