Email FAQs for Digital Commons

1. If you have submitted an item and it doesn’t have an email address, you (or another administrator) will have to go in and revise it to include an email address. Once you’ve done that, the student (or other author) will be able to access it from their account and see it on their Author Dashboard.

2. a. When you upload a submission with an email address, the account is automatically created for them. It’s not confirmed, so when they go to create one, the system prompts them to complete the account creation process. Once they’ve done that, the same thing as above happens: the author will be able to access the submission from their account and see it on their Author Dashboard.

b. If their current email address doesn’t match the one you used, two things can happen: They can contact you to change the email address for the submission, or, if they make an account and say “shoot, I can’t see my submission,” they generally contact us, and then we merge the accounts. This happens a lot and it’s no big deal. Once the accounts are merged, they can access all their stuff.

3. This is a good question- I think you’re asking if a user updates their email address via their “My Account” page, will this update their submissions? In this case, the submission metadata is not changed. If the item is published, you’ll need to go ahead and take care of that for them.

It would be great to summarize this in an FAQ, or have a little link on the home page- “claim your work!” Let me know if you want to talk through how that might look.

Reviewer email template for SFD journal

Dear [reviewer_name],

Thank you for agreeing to be a reviewer for The Seneca Falls Dialogues Journal. You are assigned [xxxx] to review. 

We would like your review completed DAYS_ALLOWED.

You can download the manuscript by going to the following Web address and selecting the appropriate option there:

As a reviewer, please submit the following THREE items not later than [by April 3rd, 2017] by going to the same link listed above. These items are:

1.  Your Report – Upload your review rubric (in *.docx OR *.PDF format)

2.  Your recommendation - Place the submission in one of the following categories: "Publish with minor edits", "Accept with revisions", or "Revise and resubmit".

3.  Manuscript Markup and optional Cover Letter – Upload a new version of the manuscript showing the markup of any proposed changes to the manuscript.  This new version can be either Word or PDF format.  Name this document as follows:  [MS#]_markup_[your initials])

The reviewer’s rubric is attached to this email.

Thank you,

The Editors

The Seneca Falls Dialogues Journal

Scroll down for bepress response
Dear [reviewer_name],

You are invited to review a submission to The Seneca Falls Dialogues Journal entitled “[publication_submission_label]”.  The submission abstract is at the end of this message.

As a reviewer, please submit the following THREE items not later than [DAYS_ALLOWED]:

1.  Your review (in *.docx OR *.PDF format) placing the submission in one of the following categories:
1. a.       Publish with minor edits
2. b.      Accept with revisions
3. c.       Revise and resubmit
2.    A new version of the manuscript showing the markup of any proposed changes to the manuscript.  This new version can be either Word or PDF format.  Name this document as follows:  [MS#]_markup_[your initials]
3.  Cover Letter to the SFD editors
4. Use the following rubric when reviewing your assigned articles.  We would expect a ranking of “strong” in all three categories for a paper to receive the “publish with minor edits” recommendation:

Criteria	Strong/Satisfactory/Needs improvement	Comments
Quality of Argument         clear claims          insightful
Support for main ideas:          discussion is relevant to overall argument          use of appropriate  research          organization is logical and transparent
Quality of writing:          Sentences are easy to follow          Paragraphs are well organized          Written with few errors in grammar, usage, etc.

You can download this submission at the following Web address:

[preview_url]

If you have any trouble accessing the submission, please contact support@dc.bepress.com or pmaxwell@brockport.edu for assistance.

You can submit your review, markup, and cover letter by going to the same link listed above. From there, you will be prompted on how to finish submitting your review.

 [ABSTRACT displayed here]

Thank you,

The Editors

The Seneca Falls Dialogues Journal
bepress response:
1. I’ve made the first set of changes (the review recommendation wording).
2. I’m afraid I can’t add a table to the email. Would you like to send me a Word document that I can upload? I can link to that in the review request email and you can ask reviewers to upload the completed document in their review report?

Regarding the dates, when you request the review, you can modify the dates in the top section of the request (I’ve attached a screenshot). Toggle to the top box and set the date to April 3rd and that will automatically be pulled into the email.

Mailing to a group of people (Brockport version)

Although this may not technically belong here, I do want to retain this tidbit, so here it is.
There are often times in my job where I am emailing information to a group of people, whether for a conference or a group like the SUNYLA Professional Development subcommittee. Often I have used the clunky solution of collecting email addresses in a spreadsheet and doing a mail merge or cut and paste into the message. Clunky, right? Alternatively, I have occasionally created Groups within Exchange, but when I wanted to do it this time, I couldn't find the option anymore. It turns out it is under the New Items - more items section (duh!) but it is still a little clunky to be able to do or to edit. It turns out, though, that there is a way to have an actual Lyris mailing list created by going to http://forms.brockport.edu/view.php?id=949956. And all this time we thought you had to have special powers to do that.