Sending Author Emails in ScholarOne

[Mark Mullaly]

Folks:

Following up on the workshop from a couple of weeks ago—and questions that I’ve received since—some of you are asking about how best to send emails to submitting authors.

(Also, as a reminder, the divisional editor guidelines already provides instructions on how to use the system to email your reviewers. You can find those in the Survival Guide, but I’ve provided a direct link here).

First, you can indeed use the system to email submitting authors (and also presenting authors). It’s not overly complicated to do, but there are steps. Whether you are mailing multiple authors or one, the essential first few steps are the same.

Once you are logged into the system (as a reminder, that’s at https://asac2022.abstractcentral.com), follow the following steps:

1. Go to the [Review] section on the top menu bar.
2. In the Abstracts panel on the left, click [Reviewer Score Report] (please note, these instructions DO NOT work on the Assign Reviewers panel or the Reviewer Status Report).
3. Hover over one of the column headers (shaded grey) in the Reviewer Score report grid. You’ll see a pull-down arrow show up. Click on this, and then select [Columns].
4. For submitter emails, click on the checkbox next to “Submitter Email.”
5. If you want the email addresses for the presenters (less relevant now, but you’ll want this once you are done the review process and designing your program) you can also click the checkbox next to “Presenter Email.”

Once you’ve chosen your columns, you can click on any individual email address to create an email to that author directly from the system.

If you want to export all of the papers (again, please do not bulk mail authors with their email addresses visible), click on [Import/Export to Excel] at the top of the status report:
– using [Export Displayed Columns] will limit the export to what is selected in the grid (and can further be limited to specific authors using the checkboxes at the far left of the grid to select the associated papers).
– using [Export All Columns] will export everything (all columns in the database).

Please note, these are the guidelines for divisional editors to use that have access to the “Chair” function in ScholarOne.

We will have different access set up for program coordinators to be able to plan their program once the reviewers are done their work, and you have made your acceptance decisions.

Hope that’s helpful. Let me know if you have any additional questions.

Cheers,
Mark

[Author]

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