ActionManager allows a system administrator to specify who (i.e., all the roles that have been defined in RoleManager) receives letters when a document's status changes in the workflow, based on all the events that are tracked by the EM system.
Each ActionManager event can trigger a single status change to the submission (or it may trigger no change). An event can also trigger multiple letters (one letter per role may be configured). Before making these associations, document status terms must be defined and letters created in PolicyManager.
Many events in ActionManager can be associated with a letter configured to go to any of the Role families, and generally to all users assigned to that Role. This is the default behavior of most events—unless otherwise noted in the ActionManager table. An event that can be associated with a letter shows a drop-down menu in the right column that includes the available letters; an event that cannot be associated with a letter shows NONE (with no drop-down menu) in the right column.
Letters in all Letter families except Ad Hoc from Author, Ad Hoc from Editor, Ad Hoc from Reviewer, and Ad Hoc from Publisher, are available for selection in the drop-down menu.
Not all events change the status of a submission. However, even without a status change, events can be configured to trigger email letters. For example, the user registration event has no effect on submission status, but it can trigger a letter to the new user to confirm the registration and/or to the publication office.
In most cases a letter linked to an ActionManager event is sent to all users assigned to the particular role (e.g., Editor, Assistant Editor) connected to a submission. For some special events the system does not send letters to every person in the particular role. For example, events linked to Reviewer invitations/assignments are sent only to the Handling Editor (usually the user who invites the Reviewer) and to the user who originally processed the new submission and assigned the first Editor in the editorial chain. When a publication has a longer chain of Editors, this means that the Editors not currently handling the Reviewers do not get notifications of every review assigned by a subordinate Editor.
This linking step in the configuration takes place after letters are created.
Go to ActionManager > Letters. Select the link for the applicable role (e.g., Editor Letters). The page that opens displays all the ActionManager events (in the format shown above). Find the appropriate event and select the applicable letter from the drop-down list.
The configuration of letters/roles/events can be seen in PolicyManager > Edit Letters, as shown below. The ActionManager Roles and Events column indicates the role to which the letter is sent; the role name appears as a link, which goes to the corresponding ActionManager letter page. The column also shows the ActionManager event that triggers the letter.
A single ActionManager event can be used to trigger letters to multiple roles.
For related information, see:
Create Editorial Document Status Terms
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