Step 5: Send reviewer letters

After you have created your letter, you can send it to the reviewers.

Use the 'Add mailing' button in the reviewer module -> mailings -> mailings menu

First you have to choose your template.

After choosing the template you get this question:

Choose Yes if you only want to send it to the reviewers that didn't get this letter yet.
Choose No if it doesn't matter if they already got the letter.

Template
Choose your template from the template pulldown.

Mailing status change
Choose the reviewer mailing status after sending the mailing if you want to cange it.

Filters
Recipients
Select to whom you want to send the letter. 

Submitted scores
Choose whether the reviewer should have at least one submitted scoring of an abstract.

Templates sent
If you choose Yes at the first question you got 'Do you want this mailing to exclude recipients who have this mailing already?', the checkbox for this letter is disabled.

Templates not sent
If you choose No at the first question you got 'Do you want this mailing to exclude recipients who have this mailing already?', the checkbox for this letter is already checked.

Current mailing status
Here you can set the filter for the current mailing status of the reviewer you want to send the letter to.

At the top of the recipients screen you can see how many reviewers are in your filter.

By clicking the 'Preview & Send' button in the bottom of the screen, you can preview your selection. You can uncheck the boxes of reviewers that are in your filter, but you don't want to send the letter to (yet).

Custom mailings that have never been sent out can now be removed from the mailing list altogether. To do so, simple click the trash can icon next to the name of the template. Once a mailing has been sent out, removing it is no longer possible.

If one letter has been sent several times to (different) reviewers, rather than listing each separate mailing in the order they were sent in, mailings are now grouped together, with only the last sent mailing being shown by default.
To see more information about each mailing, simply click the plus icon on the right side of the list. You will then be able to see a complete overview of each time this mailing was sent out.