Module 14: Prepared Emails




In this unit, you will learn about the prepared (“canned”) emails, and how to use of them to make managing your journal more efficient and unique.

One of the key reasons for using OJS is to increase efficiencies in the editorial process, and prepared emails are an important part of this. Instead of your editor needing to personally respond to every author submission, the system will do this automatically. Instead of needing to craft a thank you email to every reviewer, OJS will do it at the click of a mouse. But to get the response right, you’ll need to review the prepared emails to make sure they have the appropriate tone and wording for your community.





Please read the Prepared Emails section in the OJS User Guide.



For this activity, you’ll need to find the prepared email template that controls the Submission Acknowledgement email. By default, the email opens with:


Thank you for submitting the manuscript, “{$articleTitle}” to {$journalName}. With the online journal management system that we are using, you will be able to track its progress through the editorial process by logging in to the journal web site.

Note: the template codes (e.g., {$articleTitle}) should not be changed. They will pull in the appropriate data for the message.

Once you’ve found this template, add “Dear” before the author name code. This will soften the tone of the message, opening it with, for example, “Dear Jane Smith:”.

Remember to Save once you make the change.



I hope you found this unit straight-forward to understand. The Prepared Email templates are a critical part of the editorial management process, and you may never need to touch them, but it is a good idea to know how they work.

Was there anything that you didn’t understand? Please post your comments below.


8 Comments on "Module 14: Prepared Emails"

  1. Profile photo of Yola Yola says:

    That i think it’s Important to have some knowledge programming to know the move and how to move labels prepared emails.

  2. The prepared emails helps you to automatize some comunications with differents persons, helps you to save time and don’t have to write an email each time that you have to give a decision or whatever.

  3. It is very importat to know how Prepared Emails works, all text in emails are enough and clear, when we explain this option we always recommend don’t change it, but mainly don’t change the code.

  4. Lili says:

    “… you may never need to touch them…”.

    If you have non-english localization (not finished yet) you must touch it and correct every word, especially codes 🙂

  5. Lili says:

    Thanks for links. We have the same problem.

  6. Arley says:

    Sometimes the mails are received on the “Spam” folders. What can we do, as Jm, to avoid that?

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