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  1. Emails#Setup
  2. Emails#Email Templates
  3. Emails#Multiple Users

This section allows you to draft, edit, and send emails to users related to your journal. 

1. Setup

The first box on this page, labeled "Signature", will allow you to craft a signature that will appear on all the emails sent out through the OJS 3 system. It is recommended you include your journal title, primary mailing address, and any other information that should be included. 

Screenshot of the email signature box

You can also setup a bounce address. Any emails that fail to send properly will be bounced to the address you provide here. Bounce address setting may be locked. To better avoid having emails flagged as spam, we are using as the default bounce address. The site administrator must enable the "allow_envelope_sender" option in the site configuration file to activate a bounce address. 

screenshot of bounce address directions

2. Email Templates

The second section of this page provides a list of default prepared email templates. These are the emails that are sent out as notifications for various levels of the submission, review, and publication process. Most of these emails will be managed by the Open Access Publishing Manager, as they involve some encoding and site administration-level access, but you will be able to view the templates and make small edits here. 

Selecting "Edit Email" under the name of the prepared email template will provide you with a summary of the email's content and technical aspects. You are free to edit the subject line of the email and the base contact, but it is recommended that you did not mess with encoded content- the material that appears with "{$}" surrounding it. These are managed by the Site Administrator to make sure each email has accurate information according to the time, relevant issue, and title of the recipient. If you accidentally edit these templates in a way that disturbs these functions, you can reset to the default template by selecting either the "Reset" option underneath the prepared email template's name or selecting the pink "Reset All Templates" button in the far right corner of the entire box. Most of these defaults templates should meet your needs, and unless you are absolutely certain your alteration will not alter the encoding, edit with the help of the Site Administrator.

Once "Add Email Template" is selected from the right-hand corner of the "Prepared Email Templates" box, the pop-up window will resemble the window provided for editing a default email template devoid of all text. If you wish to create a new email template, please contact the Open Access Publishing Manager for details and help encoding the various elements. 

3. Email to Multiple Users

You cannot email multiple users at the same time except by using the Announcements feature. If you want to email multiple users or all users in a single role on a regular basis, you can use an external email marketing application such as Mailchimp. User records can be exported in XML using Tools > Import/Export > Users XML Plugin or ask us to export them from the database to a spreadsheet.

Questions? Contact us at

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