Editorial Manager (EM) allows Automated Author Reminder reports to be created to send reminders in nightly batches for submissions and author invitations meeting set criteria. Usually the permission to create these reports is restricted to a single role such as the Journal Manager or Editorial Office, to avoid the risk of conflicting or overlapping reports that would send multiple reminders to the same Author.

For those editors who do have permission to manage Automated Reminders, see How can I manage Automated Author Reminders in Editorial Manager.

Otherwise, to check what Automated Author Reminders are in place for your journal contact your Journal Manager or other Editorial Office Contact.

How?

Automated Author Reminders must be planned to work together so that Authors are not sent too many reminders consecutively. In EM, any defined automated reminder reports are linked to a single account, and only that person can view or edit them. For these reasons, permission to set up Automated Author Reminders is usually limited to the Journal Manager or Editorial Office, so that one person is responsible for all the Automated Author Reminders reports in a journal.

• Automated Author Reminders are defined to be sent exactly X days before or after some event or due date. See this screenshot . The possible types are:

  • Incomplete Submissions sends a reminder X days after the author began submission or revision.
  • Submissions Waiting for Author's Approval sends a reminder X days after the author built the PDF for new or revised submissions.
  • Submissions Sent Back to Author sends a reminder X days after the editor sent the submission back.
  • Outstanding Revisions sends a reminder X days after a revise decision if the author has not started the revision; this works even if no revision due date is set.
  • Reminder Before or Past Due Date sends a reminder X days before or after the due date if the author has not started the revision. Does not remind authors if no due date is defined.
  • Additional reminders are available for journals using Invited Author workflows.
• Automated Author Reminder Reports can be further filtered by article type, handling editor, section, etc., to allow different settings or letter templates for different scenarios.
• Each report is linked to a reminder letter template.
• Every 24 hours the Automated Reminder Reports will run, and every Author who meets the criteria of a report will be sent that reminder letter.
• The sent reminders appear in correspondence history and are included in the reminder count displayed in the manual Revision Reminder reports.

A journal may set multiple reminders of each type, for example

• A past due reminder at 3 days past due and then another at 14 days past due, with a different letter template.
• Two reminders with the same number of days, but different article types have different letter templates linked.