Once you've recorded any decisions, you can inform your authors of the news. This article will bring you through the steps of notifying your accepted and rejected authors on individual submissions and panel contributions (if using the panels feature). You can publish and notify authors in stages or publish and notify everyone at once - it's up to you!
Step 1: Publish decisions
Once you've made a decision on an individual submission, you can publish it. Publishing a decision makes it visible to its authors on their dashboard.
Important note for panel organisers:
You cannot publish panel contributions independently of the panel. Please follow the steps in this article to publish panels and the contributions associated with them.
You can publish decisions one by one by clicking on Publish this Decision.
You can also publish decisions in bulk by viewing the Not published section in the Review funnel as below and clicking on the button. Publish Decisions button.
Need to publish some, but not all decisions? No problem! You can select specific submissions and use the Publish button to do so.
You can also filter your list of Not Published submission down by track / review group (if using) or other criteria like decision type. Check out the More Filters tab for full options and the tracks/review groups filter at the very top of the page. After narrowing down the list, you can then select the filtered submissions and use the Publish button.
You will then be asked to confirm the action:
Once Decisions are Published you will be able to notify your authors.
Step 2: Notify accepted authors on individual submissions and panel contributions
The Submissions Notification of Decisions card will appear on your dashboard after you have published submissions. If your site has tracks enabled, be sure to look at specific tracks when sending your notifications.
Submissions and Panel Contributions will be split into two categories: Accepted and Rejected. You will see either an orange or white button underneath each. The orange button indicates that you have not notified the group yet. The white button means there is no action to take! Click on an orange button to head to the Communication hub.
Do you need to give different information to different decision types? No problem! Modify the Acceptance Format filter to message a specific group only. You can then return to the dashboard and click on the orange button to notify a different group, and use the Acceptance Format filter again. You can also choose which type of author to notify by modifying the Author Type Filter, or email all authors your decision.
You can now review the notification template and make adjustments if needed. This is a great place to share key information like how to register and instructions on how to upload a final paper. Be sure to give the email a name that inspires authors to open it! Click Next when ready.
If you are happy with the content of an email scroll down to the bottom of the page. You will have 2 different options before you send out your decision notification.
- From Name: This field indicates who the message will appear to come from. You will be able to choose from the names of the conference administrators or use the conference's short name.
- Reply To: here you can set who should receive any responses. You can choose the conference email or the email of one of the administrators.
Select Next to see your email Preview. You can send a test email to yourself or any other administrator in the system. Click Next again when ready.
You can now confirm that you are ready to send your notification by hitting the Send Message button.
Step 3: Repeat the steps above until there are no further orange buttons
You can now return to your dashboard and use the Submissions Notification of Decisions card to notify authors who you haven't emailed quite yet. You'll know that you have sent out emails to all authors when the orange buttons have disappeared!
