Corresponding Editor Designation

The Corresponding Editor designation can be used for the following purposes:

1)     The EM system allows a journal to configure a single e-mail address to appear in the ‘From’ line in e-mails being sent out from the system (by configuring the ‘Set E-mail From Option’ in PolicyManager).  This means the journal staff can manage replies and bounced e-mails from users.  By identifying an Editor as ‘Corresponding Editor, the system will use an individual Editor’s e-mail address as the ‘from’ e-mail address (and ‘reply to’ e-mail address) on certain letters sent from the EM system (rather than the general Editorial Office e-mail address as previously described).

2)     EM also provides the option of configuring an e-mail address to receive e-mails sent to users who have a preferred method of contact other than e-mail.  The journal staff receiving these e-mails can then contact the user by other means.  This option is configured on the PolicyManager page ‘Forward Non-E-mail ‘Preferred Method of Contact’ E-mail Address’.  By identifying an Editor as ‘Corresponding Editor, the system will use an individual Editor’s e-mail as the ‘Non-e-mail Preferred Method of Contact’ e-mail recipient (rather than the general Editorial Office e-mail address as previously described).  This means an individual Editor can handle the e-mails that need to go to those users who have designated that they do not want to be contact by e-mail (the e-mail needs to be turned into a phone call, fax or needs to be sent by mail).

3)     By identifying an Editor as ‘Corresponding Editor, the system will include an Editor’s name in the signature of a letter when the actual ‘sender’ is someone other than the Editor.  For example, when a journal staff person sends a Decision letter to the Author, the Corresponding Editor’s name can be inserted in the Decision letter, rather than the name of the journal staff person.  Special merge fields must be included in the letters.  The list of merge fields is below.

The ‘Corresponding Editor’ designation is displayed and can be (manually) modified in the manuscript ‘Details’ page.  The Corresponding Editor is always the first ‘assigned’ Editor.  The ability to modify the Corresponding Editor is based on the RoleManager permission ‘Change Corresponding Editor’.  A drop-down box displays all assigned Editors.  To select a Corresponding Editor different than the first-assigned Editor, select the appropriate Editor from the drop-down box.

To enable the functionality described in item one above, letters must be configured to use the Corresponding Editor e-mail address.  This is done on a letter-by-letter basis in PolicyManager, ‘Edit Letters’.  Each letter has two radio buttons.  One radio button (default setting) shows the address set in the ‘Set E-mail From Option’ page of PolicyManager.  The other says ‘Use Corresponding Editor’s E-mail Address’.  If this button is selected, the letter should be sent ‘From’ the Corresponding Editor, rather than the default editorial office e-mail address in the system.

To enable the functionality described in item three above, the following merge fields need to be included in all applicable letters.  The following merge fields pull in the name, role and contact information of the ‘Corresponding Editor’:

%CORR_ED_REALNAME% - Inserts the Corresponding Editor’s full name; it does not use the nickname.  Format is Title, first name, middle name, last name.

%CORR_ED_TITLE% - Inserts Corresponding Editor’s Title.

%CORR_ED_FIRST_NAME% - Inserts Corresponding Editor’s First Name.

%CORR_ED_MIDDLE_NAME% - Inserts Corresponding Editor’s Middle Name.

%CORR_ED_LAST_NAME% - Inserts Corresponding Editor’s Last Name.

%CORR_ED_DEGREE% - Inserts Corresponding Editor’s Degree.

%CORR_ED_GREETING% - Inserts the greeting (nickname) field if it is not blank.  If blank, it inserts the concatenation of title and last name.  (Example: Bob or Dr. Smith)

%CORR_ED_POSITION% - Inserts the Corresponding Editor’s Position

%CORR_ED_ADDRESS% - Inserts a block address field consisting of the institution, address lines 1-4, city, state, postal code, country.

%CORR_ED_DEPARTMENT% - Inserts Corresponding Editor’s Department.

%CORR_ED_INSTITUTION% - Inserts Corresponding Editor’s Institution.

%CORR_ED_ADDRESS1% - Inserts Corresponding Editor’s Address1.

%CORR_ED_ADDRESS2% - Inserts Corresponding Editor’s Address2.

%CORR_ED_ADDRESS3% - Inserts Corresponding Editor’s Address3.

%CORR_ED_ADDRESS4% - Inserts Corresponding Editor’s Address4.

%CORR_ED_CITY% - Inserts Corresponding Editor’s City.

%CORR_ED_STATE% - Inserts Corresponding Editor’s State.

%CORR_ED_ZIP_CODE% - Inserts Corresponding Editor’s Postal Code.

%CORR_ED_COUNTRY% - Inserts Corresponding Editor’s Country.

%CORR_ED_EMAIL% - Inserts Corresponding Editor’s E-Mail address.

%CORR_ED_PHONE% - Inserts Corresponding Editor’s telephone number.

%CORR_ED_FAX% - Inserts Corresponding Editor’s FAX number.

%CORR_ED_EDITOR_ROLE% - Inserts the Role name of the corresponding Editor

%CORR_ED_DESCRIPTION% - Inserts the Editor Description (if any) of the Corresponding Editor.

To Configure RoleManager:  To change the Corresponding Editor a user must have the appropriate RoleManager permission enabled.  Go to RoleManager, Editor Role, and then choose the Editor roles that require these permissions.  Click the checkbox next to the ‘Change Corresponding Editor’ permission located under the ‘Assign Editor’ permission.  Users with this permission can modify the corresponding editor on the ‘Details’ page via the drop-down menu.  Users without this permission do not see the menu, but see the name, role and description of the Corresponding Editor as a label (not editable).

To Configure PolicyManager:  Go to PolicyManager then to ‘Non-email Preferred Method of Contact Correspondence Email Address’.  There are two radio buttons.  Click the one labeled ‘Use Corresponding Editor’s E-mail address’.  If this option is selected, it means that any correspondence sent to a user who has selected non-e-mail communication will be sent to the Corresponding Editor for further processing.  This applies to any letters that are sent to a user and associated with a manuscript, including e-mail generated from reports such as the ‘Late Revision’ Report.  If the Corresponding Editor has multiple e-mail addresses, the letter is sent to all the e-mail addresses.  If no Corresponding Editor has been assigned, the letters default to the designated address in the textbox on this page (typically a journal office address).

To Configure Letters in PolicyManager:  Go to PolicyManager and click on the link called ‘Edit Letters’.  Select the appropriate letter.  Find the ‘Sender’s E-Mail Address’ heading and click on the radio button next to ‘Use Corresponding Editor’s E-Mail address’ label.

To Configure Merge Fields in Letters:  Go to PolicyManager and click on the link called ‘Edit Letters’.  Select the appropriate letter.  Add the appropriate merge fields to the text of the letter.