You can set up email notifications on the Email Notifications tab on the Edit Session Proposal Submission Form window. The email notification tab has three sections: Submitters, Managers, and Evaluators.
Emails can be sent to submitters when:
- Evaluation is complete
- Proposal is accepted
- Proposal is rejected
- Proposal is submitted
- Proposal status is updated
- Submission deadlines change
Submitter notifications also allow you to choose whether the contributors are also notified. If a person is the submitter and a contributor and you have the email notification set up to include contributors, the person receives multiple notifications as both a submitter and contributor.
You create the email template using the Session Proposals subject for all notifications except the Submission deadlines change. For the Submission deadlines change email notification, use the Session Proposal Web Configs subject for the email template to include the Session Proposal Cutoff Date in the template.
Emails can be sent to managers when:
- Evaluation is skipped
- Evaluations are complete
- Proposal is submitted
Emails can be sent to evaluators when:
- New evaluation is assigned
- Proposal was updated
- Re-Evaluation is requested
To set up email notifications:
- Click the Events button from the Global Navigation Bar. The Events page opens.
- Right-click on the event which needs the email notifications.
- Select Tools -> Session Proposal Management ->Submission Setup. The Proposal Submission Setup window opens.
- Select the Submission Forms tab.
- Right-click on the submission form for the notification(s).
- Select Edit. The Edit Session Proposal Submission Form window opens.
- Select the Email Notifications tab.
- Click the Add button in the section for the role (Submitters, Managers or Evaluators) for the email notification. The Add Submitter Email Notification window opens.
- Enter the necessary information:
- Send a Notification when - When the notification is sent. See above for the available conditions for each role.
- Template – Email template for the notification.
- EZ Writer Report – EZ Writer report attached to the notification.
- Sent From Email – The email address that displays in the From address field for the email recipient.
- Submission Statuses - Email notifications are sent when a submission is set to the selected status(es). Only available if Proposal has been accepted, Proposal has been rejected, Proposal is Submitted or Proposal status is updated is selected from the Send a Notification drop-down.
- BCC Contributors/BCC Event Coordinator/BCC Event Rep/BCC Account Rep - Check the additional people to blind carbon copy on the notification when it is sent.
- Additional Recipients - A comma separated list of additional email addresses to receive a copy of the email notification when it is sent.
- Click OK.
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