Create Letters

All correspondence in the system is done by email. Email letters are sent to users at various points in the workflow, such as when certain ActionManager events occur. These emails may be triggered and sent automatically by the system, or they may be edited before sending by a user with appropriate permission. Email letters can also be sent independent of workflow, such as in a batch method to all users or to designated subsets of users, using the Batch Email function; to individual users via the Reminder Reports function; or to individuals by a user with appropriate permission, using the Ad Hoc Letter function.

Templates for all letters must be configured in the system so that they are available for sending.

Ability to cc and bcc on Customize Letters page

The ability to cc (carbon copy) or bcc (blind carbon copy) recipients on letters is available on all custom letters, as well as the Decision letter ("Notify Author of Editor's Decision"), Ad Hoc letters, and the letter tied to the Request Unregistered Reviewer event.

When copy functions are configured, the Customize Letter pages displays Editor roles followed by Editor name. Checkboxes for cc (carbon copy) or bcc (blind carbon copy) appear next to each name.

Additionally, letters may be configured to display blank text boxes for cc and bcc recipients. Users may enter email addresses (other than those of Editors and Reviewers assigned to the submission). Multiple email addresses may be entered in each text box separated by semicolons.

For cc emails, a copy of the letter is sent to each of the selected Editors. Names and email addresses for each copied Editor are recorded in the submission's correspondence history. To make it clear that a message has been carbon-copied, the system inserts text into each message that reads:

You are being carbon copied ("cc:'d") on an email to [Original Recipient].

CC: [List of all cc: recipients].

The [List of all cc: recipients] text is also inserted into the beginning of the original email letter sent to the primary recipient. Primary recipient and all cc:'d recipients are informed of the identity of all cc:'d recipients.

For bcc emails, a copy of the letter is sent to each of the selected Editors. Names and email addresses of blind-copied Editors are not displayed in the submission's correspondence history. To make it clear that a message has been blind carbon-copied, the system inserts text into each message that reads:

You are being blind carbon copied ("bcc:'d") on an email to [Original Recipient].

If there are cc'd recipients, an additional row is appended that reads:

CC: [List of all cc: recipients].

No emails display the list of bcc'd recipients.

Note: For security purposes, EM creates a separate email for each recipient.

For additional information, see the video on configuring email letter templates.

to configure:

Specific settings will vary, based on the letter family and the configuration of the site. These instructions present the general steps.

To create a letter, go to PolicyManager > Email and Letter Policies > Edit Letters. On the Edit Letters page, click the Add New Letter button.

On the Add Letter page, enter information about the letter:
1. Letter Purpose: Enter a brief description (e.g., Reviewer Assignment, Author Reminder).
2. Subject: This is the subject line of the email when it is sent to the recipient(s).
3. Letter Family: Select from the drop-down menu. For more information, see Letter Families and Configure Ad Hoc Letters.
When finished, click Continue.
On the next page, enter the following information:
1. Custom Instructions: Enter any instructions for the user that will be sending the letter.
2. Sender's Email: Select from the options presented.
3. Additional recipients:
  1. Automatically send copy (cc or bcc): Check the box next to any recipients to be copied or blind copied on the email. Enter additional email addresses to receive copies, if appropriate.
  2. Allow choice on Send Letter page: Check the box next to the cc and/or bcc option to include a text field on the Send Letter page to enable the sender to enter email addresses.
4. Allow attachments: Check the box to allow sender to attach files to email. (Attachments are not allowable for all Letter Families. This setting appears if the Attachments feature is enabled.)
5. Allow sender to add Rich Text (HTML) formatting: Check the box to allow users access to a formatting toolbar when sending an email with this letter template. (If the template is saved as plain text, the user may switch to HTML format.)
6. Letter Body: Enter the text for the letter (merge fields may be included).
When all fields are complete, click Save. This redirects to the Edit Letters page, and the new letter template will appear in the grid of configured letters.
On the Edit Letters page, select a format for the template.
1. Letter Format column, use the radio button to select format that will be active when the template is selected by a user or the system
  - Text: Plain text format is selected by default.
  - Rich Text (HTML): Select this format to add HTML formatting to the template. Then click the Edit link next to the radio button to return to the Edit Letter page. For details, see Rich Text (HTML) in Letters.
2. Click Save Changes. (This saves selections in Letter Format column for all templates.)
Once letters (in all families except Ad Hoc letters) are created, they must be linked with ActionManager events. For details, see Link Letters to ActionManager Events.

For related information, see:

Set Email "From" Designation

Merge Fields for Letters