How can I send revision reminders to authors in Editorial Manager?
Last updated on April 11, 2022Editorial Manager (EM) offers tool to help editors monitor submissions out for revision and send reminders to authors. Editors with permission can run Revision Status Reports and Revision Reminder Reports, to see an overview and select authors for manual reminders.
- You may be limited to send reminders only if you are assigned to the submission, if so this will be true no matter that options you select.
- Journals may have automated reminders set up for revisions. If you are not sure, check with your Journal Manager.
How?
- At the bottom of your main menu, go to Send Reminder Letters. If you do not have this option, then you do not have permission to send any reminders.
- Select one of the Author Reminder Reports for revisions :
- Author Revision Status Report is based on the number of days since decision, and can include revisions with no due date.
- Author Revision Reminders is based on revision due dates and will skip revisions with no due date.
- If they are not shown, then you do not have permission to run any Revision Reminders.
- Enter the options for the selected report as described below:
- Display all submissions that have been out for revision for more than X Days: enter a number, or leave blank to include all pending revisions.
- First Assigned editor – leave as All Editors, or select an option to limit by the first editor assigned to the most recent version.
- Editor who made first decision – leave as All Editors, or select an option to limit by the first editor to enter a decision term on the most recent version.
- Article Type and Section/Category: optionally select one or more options to restrict the report. Click 'Clear All' to include everything in the results.
- First Assigned editor – leave as All Editors, or select an option to limit by the first editor assigned to the most recent version.
- Editor who made first decision – leave as All Editors, or select an option to limit by the first editor to enter a decision term on the most recent version.
- Fill in one of the number of days or date parameters:
- Show all submissions that are within X days of the Revision Due Date.
- Show all submissions that are X days past the Revision Due Date.
- Show all revisions due between XX/XX/XXXX and YY/YY/YYYY
- Article Type and Section/Category: optionally select one or more options to restrict the report. Click 'Clear All' to include everything in the results.
- Click Submit to run the report. The report includes:
- Up and Down sort arrows on each column
- Details and History links for each submission.
- Author and Editor names link to People Information popups.
- Significant dates and due date information.
- Last reminder date and total reminders sent for the current revision, this does include any automated reminders.
- View Decision link to open the decision letter.
- Tick one or more Reviewers to receive reminders.
- There are Check All / Clear all links at top and bottom.
- Everyone you select must receive these same reminder letter template, but you will have a chance to customize the text individually.
- Click the Send Reminders button.
- Select a reminder letter template.
- If any letter names include 'auto' or 'automatic' do not use those templates, they are meant for Automated Author Reminders and usually would be unsuitable for manual reminders.
- Select an option button
- Customize Letter – to edit the text for each author.
- Send Reminders to send the template you chose to all selected authors.
- If you chose Send Reminders, a screen appears to optionally set a delivery time. It is preferred to always select Send Reminder Letters Now.
- If you chose Customize letters:
- Click the letter name to edit the letter text.
- If you choose, tick Do Not Remind to skip that author.
- Click Send All Letters when done.
You can either click Submit immediately to include all pending revisions (potentially to your own assignments) or fill in the options as shown in the screenshot .
Fill out the options for the for Author Revision Reminder Report as described below; you must fill in one of the number of days or date parameters before running the report.
Note: this report will never find submissions with a blank Revision Date.
Warning: If you schedule a time, the author could complete or withdraw their revision before that time and then would be reminded after the fact.
After completing these steps
- The reminders are sent to the selected authors.
- The sent reminders appear in correspondence history and are included in the reminder count the next time either Author Reminder report is run.
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