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Configuration of e-mail templates

E-mails are the primary mean of communication through Nestor:

  • Authors and editors may not check the sytem regularly, and overlook their to-do list.

  • Referees may not have an active account, and by nature will take action only when prompted by e-mail

Consequently, understanding and properly configuring the Nestor mail engine will ensure your users are timely informed of their ongoing workload.

 

Actions & e-mails

When users works in Nestor, the system will detect important events and generate e-mails according to your configuration.

E-mails can be of two natures:

  • Editable e-mails
  • Automated e-mails

Some events only generate editable e-mails, while other only generate automated e-mails. A few events can generate both types. In those rare cases, Nestor will guide you during the template creation:

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Editable e-mails

Editable e-mails are triggered when a user wants to specifically get in touch with another user. Most common cases are:

  • the Editor-in-Chief assigns an associate editor

  • the associate editor invites a referee

  • the associate editor requests a revision to the authors

Several templates can be linked to the same event. In this case, the user will have to select which template is the most relevant for the situation:

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After selecting the relevant template, the user has access to an editing box, where the template can be corrected before sending the mail:

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Automated e-mails

Some specific events will trigger automatic e-mails. Most common cases are:

  • the author submits his revision > can trigger an automatic mail to the current editor

  • the referee declines the invitation to review > can trigger an automatic mail to the current editor

  • the article is published online > can trigger an automatic mail to the corresponding author, or a co-author

Some automated e-mails are extremely important, as they are used by the system for account management. Please take caution before editing templates linked to these events:

Name of the event
 Description
USER_REGISTRATION Mail sent when an author creates his account
USER_REGISTRATION_ON_BEHALF Mail sent when the editorial office creates an account for someone else
USER_UPDATE_EMAIL Mail sent when a user updates his mail address (= login)
USER_CHANGE_PASSWORD Mail sent to a user requesting a password reset



Creating a mail template


Creating a mail template is straightforward, just click on the button at the botton of the configuration page:

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You will be prompted with the template creation form, where you first must select an event:

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Selecting an event will prefill the form with possible configurations to help you set up the template. Once you are done, please ensure to save your new template!

Editing an existing mail template


Existing templates are sorted:

  • Firstly, by recipient. Each family of recipient gets a thumbnail, where all templates are sorted for this family:

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  • Secondly, by chronological order in the worflow process:

    • starting with account creation

    • following with peer review and decision events

    • up until production

Note that user events and system events are distinguished by two differents icons:

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Simply click on the pen icon to edit a template:

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