Topic: Acceptance letters / invitation and confirmation for presenting authors  (Read 52614 times)

Our conference reviewing process is as follows: for submissions of full research reports that do not qualify for this category, we would like to invite users to re-submit their paper as a short oral or poster presentation. Once they have uploaded their new submissions, we decide again, whether to accept the new submission or not.

For the newly accepted re-submissions however, the users cannot access the acceptance letter (invitation for participation). Where can we change the settings?

Access to the “Invitation and Confirmation for Presenting Authors” is usually limited to authors who will present their submissions at your event. This means that you have to decide for the corresponding acceptance status whether authors will be presenters or not. Defining that a submitter will also be a presenter for a certain status also enables the access to the acceptance letter.

Please go to:
Overview > Settings > Manage Acceptance Status
and edit the corresponding status entry.

For the preliminary acceptance status: In the section “Will contribution be presented?” choose “No”. The acceptance letter will not be displayed to these authors.

For the final acceptance status: In the section “Will contribution be presented?” choose “Yes”. Now the acceptance letter will be made available for the corresponding authors.

Please make sure to enable the access to the invitation letters on the page "Phases and Deadlines":

Please go to:
Overview > Settings > Conference Phases and Deadlines

and in the segment “Settings for Confirmation Letters” set the phase “Confirmation Letters for Authors and Invitation to Participate” to fit your needs.

Please Note: If you choose “Yes” for both acceptance statuses in this example, only the first accepted submission will be listed on the invitation letter, as the system treats the re-submission as an amendment to the original submission (if authors and title are the same) and therefore only lists the first entry.