¶ Overview
In the Paper acceptance tab you will be able to mark papers/submissions as Accepted, Rejected, Waitlisted or Withdrawn.
By default, all papers are marked as Pending.
¶ Make decisions
In the Status column, select a decision for each paper/submission.
¶ Notify your submitters your submitters
When you are ready to send your decisions, use the Notify Submitters button to email to your submitters.
There are three categories to choose from when emailing submitters: accepted, rejected and waitlisted.
Once you have selected the category that you wish to notify, follow the steps in the email communication screen.
By default, the Group to which you are sending a notification will be selected. You cannot change the Group you are emailing from this screen. However, you can choose to email any Group by going directly to the Communication>Email tab. See the end of this page for more instructions.
¶ Email templates and customization
There is a default template available for each decision type. You can customize this accordingly in order to provide relevant information to your submitters.
The Template Fields on the right insert information that changes per recipient.
¶ Template Fields:
¶ Event
- Acronym -- Event Acronym that you have specified when creating your event. You can see this in the Event Setup>General tab.
- Name -- Event Name that you have specified when creating your event. You can see this in the Event Setup>General tab.
- URL -- Link to the main landing page of your event.
¶ Person
- Title -- The Title of the recipient, e.g., Mr., Ms., Prof., etc. If this has not been filled in by/for the recipient, it will simply appear as a blank space.
- First name -- Recipient first name
- Last name -- Recipient last name
¶ Papers
- Paper title -- The title of the submitted paper. This is the "Title" field in the Submission form.
- Paper ID -- The unique numeral ID assigned to each submission.
¶ Message
- Signature -- The email signature you have specified in Communication>Settings.
¶ Preview Email
In step #4 (Preview), you will be able to see what the email will look like for each of your recipients before it is sent.
By selecting a different name from the list of Recipients on the right, some of the Template Fields, such as First name and Last name will populate accordingly. Some other fields, such as the Paper title and Paper ID (as seen in this example) will show as "undefined."
¶ Send emails
In the final step, make sure the information you have added is correct, check the Subject of your email, and press Send e-email.
¶ Change decisions, send new notifications
Once you email submitters, they will no longer appear on the list of email recipients. This allows you to make decisions and send notifications in batches, without having to worry about re-notifying the same submitters.
If you change your decision on a paper, you will be able to notify the submitter again by following the same process. Only NEW submitters, meaning those that have not already received an email notification, will now appear on the list of recipients.
¶ Email all submitters
If you would like to contact all submitters/submitter groups, you can do so from the Communication>Email tab. You will find all the submitter groups in step #2 (Recipients) of the email.
Submitter groups:
Submitters (all accepted) -- all submitters of accepted papers
Submitters (all rejected) -- all submitters of rejected papers
Submitters (all waitlisted) -- all submitters of waitlisted papers
Submitters (new accepted) -- submitters of accepted papers who have not received a notification email
Submitters (new rejected) -- submitters of rejected papers who have not received a notification email
Submitters (new waitlisted) -- submitters of waitlisted papers who have not received a notification email