Knowledge Base

Submission Email/Download


Frequently Asked Questions

#1 How to Send Emails?

There are many options available to filter and sub-filter the list of recipients. The list of recipients receiving the email will be based on the current list of contacts at the time the email is sent.

E.G.

  • To Email All Authors - Select All Authors tab, Click Go beside Primary Contacts > All Authors
  • To Email All Authors in a Certain Track - Select Primary Contact tab, Click Go beside Authors in Track
    • TIP: To select multiple tracks click one track and hold the command/control key to select other tracks to include in the email or download.
  • To Email All Invited Primary Authors - Select Primary Authors tab, Click Go beside Invited Primary Authors

How to Send Emails:

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Reports button
  4. Use the tabs on the top to filter or drill down into the group of people to email (Primary Contact, All Authors, Presenters etc.)
    NOTE: These tabs are created automatically based on the modules and functionality of the specific conference management system.
  5. Click the Go button to the right of the group to email.
  6. More Sub-Filters may be available, if so select the sub-filters and click Advance.
  7. Click Send Email
  8. Compose the Email
    *To reuse a previously sent message, under the Compose Email heading, click on the link for 'Click here to use a message from email history', locate the email and click re-send button to pull the message content into the compose screen

    TIP: In the message body, use the integrated [HOT KEYS] to customize the email text for each individual recipient. Ensure to copy and paste the entire hot key field including the square brackets. The list of Hot Keys available will change depending on where the email compose screen is opened from.
    • e.g. [Title]
  9. Click Preview Email
  10. Uncheck any recipients on the list that you don't want to receive the email (if any). 
  11. Click Send Email Now (to send immediately) OR Click the calendar icon to select a date and time, then click Schedule Email.


#2 How to edit email content submitters receive?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Emails in the horizontal menu
  5. Edit the text box labelled 'Abstract Submission Email Text'
  6. Scroll down, click Update button to save changes.

#3 How to edit the email content co-authors receive?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Emails in the horizontal menu
  5. Edit the text box labelled 'Co-Author Added Email Text'
  6. Scroll down, click Update button to save changes.

NOTE: if you do not want the co-authors to receive an email > remove all of the text in the field labelled 'Co-Author Added Email Text'


#4 How to Download?

You may download any system information into an excel file.

Note: there are different reports under each different tab heading.

Depending on the module(s) you have available, there are many standard downloads available such as:

  • Primary Contact tab, All Submissions
  • Primary Contact tab, Submission Review Status (All authors in certain submission final review status)
  • All Authors tab, All Authors in a Session
  • Presenter tab, Presenter Program Schedule
  • Reviewers tab, Submission Review Scores
  • Reviewers tab, Review Complete Counts

How to Download:

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Reports button
  4. Use the tabs on the top to filter or drill down into the group of people you want to download (Primary Contact, All Authors, Presenters etc.)
    NOTE: These tabs are created automatically based on the modules and functionality of your specific conference management system.
  5. Click the Go button to the right of the group you want to download.
  6. More Sub-Filters may be available, if so select your sub-filters and click Advance.
  7. Click Download Excel
  8. Click the Check boxes beside the fields to be included in the download file, or use the Check All button to select everything
  9. Scroll down and Click Download button (to download immediately) OR Enter a filename for your report, then Click Save & Download button
  10. Locate the downloaded file (A pop-up window may automatically appear, asking if you want to open the file)


#5 How to create and save a report that can be run regularly?

For example: I want to create a Report that I can send to my committee.

  1. Click Dashboard
  2. Click your Speaker Module (Coming soon in the Attendee & Exhibitor Modules)
  3. Click the + sign in the My Reports box
  4. Create the report you want to pull on a regular basis and Save it.
    Once the report is saved, it will be listed in the My Reports section.
  5. Click the Open button
    NOTE: You may share the link to the report with anybody (i.e. board members, executive committee). When they click the url, the most recent data will be downloaded to their computer to view.

Once you have saved your Report, it will appear in the My Reports box.

Click the Open button beside your report will open the following pop-up window, which you can share the report.


#6 How to send an email to all individuals who submitted?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Reports button
  4. Click Primary Contact tab, then click Go button for:
    • All Submissions - This will send to only the Primary Contact for each submission.
    • Click Send Email button
    • Compose the message subject and content
    • Click Preview Email button
    • Click Send Email Now OR Enter calendar date and time, then click Schedule Email

     


    #7 How to email all authors of an individual submission?

    TIP: Compose your email using the integrated [HOT KEYS] to customize each recipient's email. Ensure to copy and paste the entire hot key field including the square brackets. The list of Hot Keys available will change depending on where you are sending the email from.

    1. Click Dashboard
    2. Click Speakers Module
    3. Locate and click on the Submission in Grid
    4. Click Email on the horizontal menu
    5. Compose your Email message
      NOTE: You may pre-load the system email messages by clicking the corresponding button for 'Load New Submission Email' or 'Load New Co-Author Email'
    6. Click Preview Email (to have an test email sent to your inbox and then you may re-edit or send) OR Send Email (to send immediately)

    #8 How to send an email to those who have not uploaded a file?

    Under submission steps, if you have defined a step for a file upload, follow the below steps to send those who have not yet uploaded a file, an email message.

    1. Click Dashboard
    2. Click Speaker Module
    3. Click Reports button
    4. Click Primay Contact tab
    5. Click Go beside Missing Submission Data or File
    6. In Select Field, select the field name of the file upload e.g. Presentation File
    7. In Select Final Status Categories e.g. Accepted for Oral
    8. You may check the field 'Scheduled in a Session'
    9. Click Advance
    10. Click Send Email
    11. Update the Message Subject, Body
    12. Click Preview Email
    13. Click Send Email Now OR Click Calendar icon, select date and time, then click Schedule Email

    The below is an example of sending an email to those who are:

    1. Scheduled in a session AND
    2. Final Status is Accepted for Oral AND
    3. Missing presentation file


    #9 How to download all abstracts including withdrawn?

    1. Click Dashboard
    2. Click Speakers Module
    3. Click Reports button
    4. Under the Primary Contact tab, click Go button beside All Submissions
    5. Click the check box so it is checked for Include Withdrawn Submissions
    6. Click Advance button
    7. Click Download Excel button
    8. Select the fields to be included in the report, ensure to include the Withdrawn field
    9. Click Download button

    Ensure to fill the checkbox for the Withdrawn Field


    #10 How to download all information related to submissions?

    1. Click Dashboard
    2. Click your Speakers Module
    3. Click Reports button
    4. Click the Primary Contact tab
    5. Click the Go button for All Submissions
    6. More Sub-Filters may be available, if so select your sub-filters and click Advance.
    7. Click Download Excel
    8. Click the Check boxes beside the fields to be included in the download file
    9. Scroll down and Click Download button (to download immediately) OR Enter a filename for your report, then Click Save & Download button
      • A file will be saved to your computer's designated Download folder

    #11 How to download a Word or PDF file of Abstracts?

    NOTE: If you want a formatted output for printing, this requires a custom output report to be developed by our development team. Contact sales@x-cd.com for more information or to obtain a quote.

    1. Click Dashboard
    2. Click Speaker Module
    3. Click Reports
    4. Under Primary Contact tab, click Go beside All Submissions
    5. Click Download PDF / Download DOC button depending on which format you want
    6. Click the fields you want to have appear in the document e.g. Abstract Title, Abstract Body, First name, Last name, Organization, etc.
    7. Click Download


    #12 How to download the drafts / final papers / presentations that were uploaded on the submission form?

    If you have a file upload as part of your submission form, you are able to download all of the files associated to the file upload field.

    1. Click Dashboard
    2. Click Speaker Module
    3. Click Manage Files in the left side menu
    4. On the File Upload Status screen, from the dropdown menu, select the File you want downloaded
      • e.g. Presentation File (see screen shot below)
    5. Click Select File Field button
    6. From the Screen, you can download a ZIP file of all files, you can generate an email to those missing a file upload and the grid will show the relevant submissions.

    MANAGE FILES Menu Option

    FILE UPLOAD STATUS - SELECT THE FILE UPLOAD TYPE

    FILE UPLOAD OVERVIEW SCREEN


    #13 How to download presenter headshots?

    NOTE: For this download, we presume on your contact profile form, there is a picture field where contacts uploaded a photo.

    1. Click Dashboard
    2. Click Speaker module
    3. Click Reports
    4. Click Presenters tab
    5. Click Go button for #2 All Presenters
    6. Click Download Excel button
      • In the download file, there will be a live link to the presenter photo

    #14 How to email/download submissions with a specific final status?

    1. Click Dashboard
    2. Click your Speakers Module
    3. Click Reports button
    4. Click Primary Contact tab
    5. Click Go for Submission Review Status
      • NOTE: If you want to send to those with a Paper Final Status = Accepted
        • Click Go for Paper Review Status
    6. Select the Status e.g. Final Status = Accepted
      • Click Check box if you want to only include submission that have been scheduled
    7. Click Advance
    8. Click Send Email / Downlaod button


    #15 How to set a Favourite list of reports?

    1. Click Dashboard
    2. Click Speakers module
    3. Click Reports button
    4. Navigate to the report that you want to mark as a favourite e.g. Primary Contact / All Submissions
    5. Click the Star so it appears 'coloured in'
    6. Click the Favourites tab, the 'Starred' report will be listed under the Favourited Reports heading
    7. Repeat Steps 4 to 5 for each report to be included under Favourited Reports.


    #16 Other Email / Download help references

    List of other sections with Email help

    Overview

    Your Submission Module Email/Download center is where you are able to create custom emails and excel reports related to all aspects of your submission module. you can email/download all authors, co-authors, presenters, reviewers, chairs, and more depending on how much of the system you are using. 

    Use the filtering options/tabs, and drill down functionality to dive into the specific group of people you want to email or download a report of. 

    In the email module, you can also save your frequently pulled reports, and schedule emails to be sent at a later date/time. 

    X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

    We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

    Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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