Step 5: Send abstract letters

After you have created your letter, you can send it to the contact persons and/or (co)authors.

Use the 'Add mailing' button in the 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 contact persons/authors 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 description
Enter a short description for your mailing. This description is only visible for yourself. The contact persons/authors don't see this description.

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

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

Abstract status
Choose to send your letter to accepted, rejected or a withdrawn abstract.

Participant status
Choose if your contact persons/authors are registered as a participant or not.

Topic
Select if the abstract should have a certain topic.

Public program
You can set an extra filter if an abstract is already assigned in the public program or not.

Closed session proposals
Here you can make a selection if you only want to send the letter to abstracts that are connected to a closed session proposal.

Date of Submission
You can set you filter on the submission date.

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 abstract you want to send the letter to.

In the grey part of the screen you can see how many recipients and abstracts are in your filter.

By clicking on the 'Preview & Send' button, you can preview your selection. You can uncheck the boxes of authors/abstracts in the selection you don't want to send the letter to (yet).
At the bottom of this dialog, you should now see two additional options, 'CC Main authors' and 'CC Co-authors'. Check these boxes before confirming your selection of recipients and the appropriate authors should automatically be added to the CC addresses of the email.

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) contact persons/authors, 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.