Electronic Calendar Reminders

Many users of Editorial Manager also use electronic calendars to keep track of assignments and engagements. Certain due date letters to Authors and Reviewers can be configured to include an electronic calendar entry that can be saved into any calendar that supports the iCalendar file format standard (e.g., Outlook, iCal, Google Calendar).

The calendar events/due dates appear as attachments to the recipient's email. The recipient can add the event to an electronic calendar by opening the file.

Letters sent from EM with a calendar attachment include a paperclip icon next to the letter in Correspondence History.

Letters with calendar entries can be triggered at the following points related to due dates:

For Authors

Trigger Point	Action
Author Agrees to Submit Invited Paper	The calendar file is attached to the letter configured for the ActionManager event, Author Agrees to Invitation.
Invited Paper Due Date Changed	The calendar file is attached to the letter configured for the ActionManager event, Invited Submission Due Date Changed. Note: This file removes the old reminder and replaces it with the new reminder on the user's calendar.
Author is Notified of a Revise Decision	The calendar file is attached to the letter configured for the ActionManager event, Author Notification of Revise Decision (when there is a Revision Due Date configured).
Revision Due Date is Changed	The calendar file is attached to the letter configured for the ActionManager event, Revision Due Date Changed. This file removes the old reminder and replaces it with the new reminder on the user's calendar.
Author Declines to Revise	The calendar file is attached to the letter configured for the ActionManager event, Author Declines to Revise. Note: This file removes the original due date reminder from the user's calendar.
Declined Revision is Reinstated	The calendar file is attached to the letter configured for the ActionManager event, Reinstate Declined Revisions (when there is a Revision Due Date configured).

For Reviewers

Trigger Point	Action
Reviewer Agrees to Review	The calendar file is attached to the letter configured for the ActionManager event, Reviewer Agree.
Reviewer Assigned	The calendar file is attached to the letter configured for the ActionManager event, Reviewer Assigned (Not Invited).
Review Due Date Changed	The calendar file is attached to the letter configured for the ActionManager event, Review Due Date changed. This file removes the old reminder and replaces it with the new reminder on the user's calendar.
Reviewer Uninvited/Unassigned	The calendar file is attached to the letter configured for either of two ActionManager events, Uninvite Reviewers Before Agreeing to Review or Unassign Reviewers After Agreeing to Review. Note: This file removes the original due date reminder from the user's calendar.
Review Assignment Terminated	The calendar file is attached to the letter sent when an Editor chooses to Terminate a Reviewer Assignment and send a letter. Note: This file removes the original due date reminder from the user's calendar.

Note: All dates in the EM system are US Eastern time. Calendar updates adjust to accommodate the difference between the user's local time and the EM system time.

TO CONFIGURE:

Go to PolicyManager > General Policies > Configure Electronic Calendar Due Date Preferences. On the Electronic Calendar Due Date Configuration page, check the box(es) next to the trigger points for which an electronic calendar event should be attached to the email notification to the responsible person. In

Go to ActionManager to verify that a letter is configured to be sent to the appropriate user at the applicable event. For more on letters and ActionManager document status events, see: Link Letters to ActionManager Events.