Reminder Letters and Automated Reminder Reports

Editor roles may be granted permission to send reminder letters to Authors, Reviewers, and Editors about assignments. A Send Reminder Letters link appears in the Administrative Functions section of the Editor Main Menu.

Several permissions affect what report links an Editor sees on the Send Reminder Letters page and the Reports page, as well as what results are returned when a user runs a report. Editor role access may be restricted to return only submissions to which the user is assigned.

For details on individual reports, see Reporting.

Reminder reports and letters

The Send Reminder Letters page and Reports page display the reminder reports that are permitted for the user. The reports listed below allow an Editor to run the report, select individuals from the results list, and choose a pre-configured reminder letter to send immediately to those individuals.

Author Reminder Reports

1. Co-author Reminder Report
2. Author Revision Status Report
3. Author Revision Reminder Report

Invited Author Reminder Reports

1. Authors Invited – No Response
2. Author Invitation Status Report

Editor Reminder Reports

1. Assignment Status Report
2. New Assignments Report
3. Required Reviews Complete Report
4. Editor Required Reviews Status Report

Reviewer Reminder Reports

1. Reviewer Invited – No Response Report
2. Reviewer Reminder Report

Automated reminder reports

Several automated reports allow Editors (with the corresponding permission) to schedule reminder letters to be sent to individuals who meet the criteria of the report:

1. Automated Author Submission Reminder Report
2. Automated Author Revision Reminder Report
3. Automated Author Transfer Reminder Report
4. Automated Author Invitation Reminder Report
5. Automated Reviewer Reminder Report
6. Automated Editor Required Reviews Reminder Report

Editors configure the criteria for the reminder, including the timing, and select a pre-configured reminder letter to be sent.

Automated summary reminders for Editors are handled differently in EM. For details, see Automated Editor Summary Reminders.

To Configure:

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

These permissions enable Editors to run the reminder report and manually send reminder letters:

1. Send Author Reminders
2. Send Editor Reminders
3. Send Reviewer Reminders

These permissions enable Editors to create/schedule the corresponding automated reports:

1. Create Automated Author Submission Reminder Report
2. Create Automated Author Revision Reminder Report
3. Create Automated Author Transfer Reminder Report
4. Create Automated Author Invitation Reminder Report
5. Create Automated Reviewer Reminder Report
6. Create Automated Editor Required Reviews Reminders

An additional permission limits the scope of an Editor's report results to only those submissions assigned to the Editor:

1. Restrict Reminder Reports to Assigned Submissions: This restricted access applies only to the Author, Editor, and Reviewer Reminder Reports. If an Editor has access to all reports (RoleManager permission: Produce Reports), this restriction does not apply to data on any other reports accessed via the Reports page.

Configure reminder letters for each of the reminder types. For details on letter configuration, see Create Letters.

Letter families:

1. Author Reminder (for both manual and automated reminder letters)
2. Editor Reminder (for both manual and automated reminder letters)
3. Reviewer Reminder (for both manual and automated reminder letters)

Merge field recommendation:

%PENDING_ASSIGNMENTS_DEEP_LINK% can be used in the body of a Reviewer Reminder Letter (manual or automated reminder). When this merge field is included in a letter, it is converted to a URL that the recipient can click or copy and paste into a browser. The URL brings the Reviewer directly to the Pending Assignments folder.

To set the expiration terms for the deep link, go to PolicyManager > Reviewer and Editor Form Policies > Reviewer Recommendation Policies > Set Pending Assignments Deep Link Expiration.

1. Check the box next to the option(s) to use for determining expiration. One or both options may be selected.
   • Expires after X clicks
   • Expires after X days
2. For each option selected above, enter the allowed number of clicks or days.
3. When all fields are complete, click Submit.

To keep the link active indefinitely, do not check either box. If both boxes are checked (and numbers entered), the link expires when the first criterion is met.

For information on other merge fields that may be useful in reminder letters, see Submission information merge fields.

 

 

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