Topic: How to notify authors about acceptance?  (Read 66296 times)

We have managed to get through the review process for papers. Now we are in the phase of deciding which papers to accept.

It is clear how we choose the acceptance status for each paper based on the review results, but we don't know how to notify authors about acceptance.
How do we do that?

(A German version of this article is available.)

There are no automatic mails sent when you set the acceptance status because chairs usually have to update their decisions during the program scheduling process for some papers, depending on the available sessions themes, times and slots.

Please have a look at this documentation page to see how you can set the acceptance status:
Evaluating the Review Results and Setting the Acceptance Status of Submissions

Please simply use the bulk mail function of ConfTool to inform authors about acceptance:
Sending Bulk E-Mails with ConfTool

If you want to send separate e-mails to the authors of the submission each time the acceptance status ("Accepted", "Rejected", etc.) is updated by the chairs, please activate the corresponding e-mail function on this page:
Overview => Settings => Main Settings for the Review Process
Please scroll down to the section "Acceptance Status Message from Chairs to Authors" and enable the option "Chairs Can Send an Acceptance Status Update Message to Authors" (see image 1).

Chairs can now go to this page:
Overview => Submissions & Reviews => Results of the Reviewing Procedure & Decision About Acceptance
... and update the acceptance status via the link "Edit Status" (see image 2).
They can directly send an e-mail to the authors of the submission with the status update information and the review results if required (see image 3).

The template text for these e-mails can be edited by admins in "Wording and Phrases".
Overview => Settings => Wording and Phrases