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Automatic Reviewer Reminder

This section explains how to set up and manage the automatic reviewer reminder feature using our journal management platform. As a publisher, you can easily configure this feature through the backend system to improve review efficiency.

Feature Overview​

The automatic reviewer reminder system is designed to address the issue of reviewers not completing their reviews in a timely manner. After the editorial office invites a reviewer, if the reviewer doesn't respond or complete the review promptly, the system will automatically send reminder emails based on preset conditions.

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How It Works​

  1. After the editorial staff invites a reviewer, the system starts tracking the response time.
  2. The backend program automatically sends reminders based on the conditions set by the publisher.
  3. The system continues to send reminders until the maximum number of reminders set is reached.

Setting Up Automatic Reminders​

Publishers can configure automatic reminder settings for each journal individually:

  1. Reminder Delay: Set the number of days the system should wait before sending the first reminder.
  2. Maximum Number of Reminders: Set the maximum number of reminders the system will send. Once this limit is reached, the system will stop sending reminders.
  3. Custom Message: Publishers can add custom content in the settings form, which will be included in the reminder emails.

Configuration Steps​

  1. Go to the journal settings page "Configurations".
  2. Find the "Automatic Reviewer Reminders" section.
  3. Set the following parameters:
    • Days to wait before the first reminder
    • Maximum number of reminders
    • Custom message (optional)
  4. Save the settings.
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Regularly review and adjust these settings to suit the journal's needs and reviewer feedback. A well-tuned reminder system can significantly improve review turnaround times.

Best Practices​

  • Start with a moderate reminder frequency and adjust based on reviewer responses.
  • Use the custom message field to add a personal touch or emphasize the importance of timely reviews.
  • Monitor the effectiveness of your reminder settings and adjust as necessary.
  • Consider seasonal variations (e.g., holiday periods) when setting up or adjusting the reminder system.
  • Ensure that reminder emails maintain a professional and courteous tone to maintain good relationships with reviewers.
  • Consider setting different reminder strategies for different types of submissions (e.g., fast-track, regular submissions).

Important Considerations​

  • Overly frequent reminders may stress reviewers and affect review quality.
  • Ensure the system doesn't send reminders during non-working hours (e.g., late at night or on weekends).
  • Regularly check spam filters to ensure reminder emails are not being incorrectly classified.

Conclusion​

An effective automatic reviewer reminder system can significantly improve the review efficiency and publication timeliness of your journal. Through carefully adjusted reminder strategies, you can maintain good communication with reviewers while ensuring the timely publication of high-quality research. If you encounter any issues while using this feature, please contact our technical support team.