Configuration of e-mail templates

 

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

  • Authors and editors may not check Nestor 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.

The table of contents is as follows:

 


User events and system events

 

In Nestor, e-mails are triggered when a specific event is detected. Events are of two natures:

  • User events

  • System events


User events

User events 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

In all those cases, the acting user has access to an editing box, where he can read and edit the mail template before sending the mail:

Several templates may be configured for the same user event. When several templates are configured, the user must select which template is the most relevant before triggering the event.

For a given user event, at least one default template must remain available in the configuration: this is to prevent your users to be presented with a blank box when trying to send a message.

 

System events

System events are triggered when specific actions in the system are detected. When configured, these events will trigger automatic e-mails to some users.

Most common cases are:

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

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

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

Contrary to user events, system events do not require a default template. Some of them are quite important though, so take caution before disabling/removing these:

USER_REGISTRATION
USER_REGISTRATION_ON_BEHALF
USER_UPDATE_EMAIL
USER_CHANGE_PASSWORD

 


Creating a mail template

 

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

 

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

 

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:

 

  • 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:

 

Simply click on the pen icon to edit a template: