Knowledge Base

Create / Assign / Email Final Status


Frequently Asked Questions

#1 How to Create Final Statuses?

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu
  4. If you want to copy statuses from previous conferences, click Manage Status, then select which conference to copy from and skip to Step 6; otherwise, Select Add Status
  5. In the Status field, enter the name of the Status (e.g. Accepted Oral)
  6. Update Email Subject field (e.g. Final Status Notification - Accepted Oral)
  7. Compose body of the email message
  8. Click Add Status (to add the field) OR Click Add & Preview to view the composed email message.
    • For more help on creating/editing the Final Status email message - View the FAQ, click here
    • To preview the final status email - View the FAQ, click here
  9. Repeat the above steps 3 to 8 to add each Final Status that a submission could possibly receive.

Sample list of Final Status:

  • Accepted Oral
  • Accepted Poster
  • Tentative
  • Rejected

#2 How to Assign Final Status to Submissions?

There are three ways to assign a final status to a submission:

  • Assign Final Status: This will allow you to individually assign a final status to a single submission.
  • Batch Assign Final Status: This will allow you assign a single Final Status value to multiple submissions.
    E.G. Assign ‘Accepted Oral’ as the Final Status to 50 submissions.
  • Assignment Wizard - This will allow you assign a Final Status value to multiple submissions using multiple filtering options. To learn more about this feature, click here

NOTE: Using any of the above methods will not send an email to the author of the Final Status. They will only assign a final status.

Assign Final Status to a Submission (Using Assign Final Status)

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu
  4. Select Assign Final Status
  5. You may sub-filter the list of abstract by Track or Form Value or Session. Skip this step if you do not wish to apply a sub-filter
  6. Locate the Abstract you wish to assign a final status, in the Assign column, click the Gavel icon
  7. In the Status field, click and select a final status from the dropdown list
  8. Add Final Comments
  9. Click Assign button

Assign Final Status to Submission in Bulk (Using Batch Assign Final Status):

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu
  4. Select Batch Assign Final Status
  5. You may sub-filter the list of abstract by Track or Form Value or Session. Skip this step if you do not wish to apply a sub-filter
  6. Click Select Final Status, to choose the Final Status value to be assigned e.g. Accepted Oral
  7. In the list of abstracts, click the checkbox in the Assign column for each abstract to be assigned the final status value
    TIP: Change the Show dropdown box to show 100 entries to make it easier to scroll through the list and check off.
  8. Click Run Batch Assign button
  9. Repeat steps 3 to 8 for each Final Status value to be assigned.

#3 How to use the Assignment Wizard to assign Final Status

You may use the Final Status Assignment Wizard to quickly filter the abstracts based on track, a submission field, a session, by invited and/or by average or total scoring values on completed abstract reviews.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Final Status in horizontal menu
  5. Select Assignment Wizard
  6. There are several options available to filter abstracts. You may set one or more of these filters. Each filter will be applied with an AND condition.
    • Select Track - based on the field defined as your Track field on the submission form
    • Select Value - based on fields on the submission form
    • Select Session - based on Sessions defined in the program module
    • Hide Already Assigned - will not display abstract that have been assigned a final status already
    • Invited Only - shows abstracts that have 'Mark As invited' field set to Yes
    • Hide Invited - will not display abstracts that have 'Mark As invited' field set to Yes
    • Min Avg Score / Max Avg Score - based on the review form scoring field(s) average score calculation
    • Min Total Score / Max Total Score - based on the review form scoring field(s) total score calculation
  7. Click Apply Filter button
    • The applicable abstracts will display in the grid on the screen.
  8. Click Select Final Status and choose the option to be assigned to the abstracts
  9. Click Run Batch Assign button
    • The abstracts displayed in the grid onscreen will refresh showing the assigned Final Status


#4 How to Create, Review or Update the Email Notification Message for Final Status?

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu,
  4. Select Manage Status
  5. Click the radio button for a Final Status
  6. Update or Edit your Subject and body of the message accordingly
  7. If you wish to copy and admin email address, enter an email address in the Admin Copies field
  8. If you are using the Track Chair Module (additional purchased module) and wish to copy the Track Chair on the emails, select 'Yes' for CC Lead Track Chair.
  9. Compose or Edit your Email Message Content
    • [Hotkeys] - the list of fields in square brackets are referred to as 'hot keys' and can be inserted in the body of the email message. The [hotkey] will insert the specific submission details for each individual into the email.
    • To learn more about each [hotkey], hover over the  ?  for details about each specific field
    • NOTE: If you wish to apply special formatting such as bold or italic, ensure to place formatting on the entire hotkey including the square brackets such as: [AbTitle] or '[AbTitle] or [AbTitle]
  10. Click Update Status OR Click Update and Preview (a sample email will be sent)


#5 How to Send Email Notifications for Final Status (1st Time)?

TIP: Review your draft Email Message(s) PRIOR to this step.

How to PREVIEW the email message? - click HERE

When you are ready to send the emai:

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu
  4. To Preview the email first, click Preview Status
    • Click See Email link beside an abstract final status to preview
    • Note: any [hotkey] items that have been embedded in the preview email will be inserted
  5. Once you are ready to send, click Final Status located in the horizontal menu, select Send Notifications
  6. You may filter the submissions as needed.
  7. Scroll to the bottom to Send Email or Schedule Email


#6 How to resend Final Status emails?

There are a few different ways to resend Final Status emails:

  • to a specific individual
  • to everyone using Reset Notifications
  • to a filtered group based on Final Status value

NOTE: Ensure you are in the proper Review module - if using the Paper Review module, follow the same steps but within the Review Paper Module.

To resend to an individual

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Manage button
  4. Use any one of the submenu items that best matches how to find the submission e.g. Author
  5. Once you have located the submission, click the row it appears on
  6. Click Review in horizontal menu
  7. Select Submission Review
  8. Click Send Final Status Email button

Use Reset Notifications

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button
  4. Click Final Status in horizontal menu
  5. Select Send Notifications
  6. You may filter by a Category
  7. Click Run Reset

Use Email/Download filtered by a Final Status value

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Reports button
  4. Click Go beside Primary Contact > Submission Review Status
  5. Select A Review Status
  6. Click Advance
  7. Click Send Email
  8. Compose the email message, remember to include in the message the Final Status value you have filtered on by typing it in the message body or in the subject.
  9. Click Preview Email
  10. Click Send Now OR click the Calendar icon and pick a date and time, then click Schedule Email


#7 How to Add (or Edit) Final Status/Comments to the Submission Site so a Primary Author may View?

When the Primary Author logs in the system, they will see a 'View Final Status' button.

Clicking on the View Final Status button will display the Final Status.
NOTE: Any fields on the Reviewer Form that authors should be able to view will need the setting: Display to Author as Yes.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Settings button
  4. Click Submission Steps in the horizontal menu
  5. Click Add New button
    • NOTE: If you wish to edit an already defined step, click "View Secondary Submission Steps' button, then click 'Edit'
  6. Enter a Step Label e.g. View Final Status
  7. For Step Definition, select View Submission Status (Note: for Paper Reviews, select View Final Paper Status)
  8. Set Display to Yes
  9. You may set the Display Only To Submission Status value (Note: for Paper Reviews, select Display Only to Final Paper Status) by selecting one or more items in the list
    NOTE: To highlight more than one option hold the CTRL button then click each item in the list
  10. Click Update Step button


#8 How to send an email to accepted Authors and request confirmation of acceptance?

NOTE: Before you proceed to create the email message, you must have an 'Invitation Status' field defined on the submission form.

How to add the 'Invitation Status' field

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Settings button
  4. Click Form Fields in horizontal menu
  5. Click Add New Field button
  6. Select Radio Type, Enter Field label
    • Examples of field labels: I accept OR Invitation Status
  7. Add value options: I accept|I do not accept
  8. Set the Author Acceptance Field = Yes
  9. Click Update Field button
  10. Click Edit button for I accept
  11. In the Option Definition dropdown, select Accept Invite Option
  12. Click Update
  13. Click Return to Update Field button
  14. Click Edit button for I do not accept
  15. In the Option Definition dropdown, select Decline Invite Option
  16. Click Update
  17. Go to the next series of steps below to create the email message

Draft the Email message and include the Invitation link

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Reports button
  4. Under Primary Contact tab, click Go beside 'Submission Review Status'
  5. Select the Review Status you wish to Email e.g. Accepted as Oral
    • Note: Select multiple options by holding down the CTRL / Command key and clicking on other options
  6. Click Advance button
  7. Click Send Email
  8. In the Message Body, include the hotkey [AuthorInviteURL]

Example of the screen the Author will see:


#9 How to include the Comments Field from the Reviewer Form in the Final Status Email message?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Final Status located in the horizontal menu
  5. Select Manage Status (or Add Status - if not already created)
  6. Click the radio button for a Final Status
  7. In the Email Message, include the [ReviewerComments] hotkey - this will pull the any field on the Review Form that has been defined as a 'Comments Field' type. (i.e. Comments Field = Yes)
  8. Click Update Status OR Click Update and Preview (a sample email will be sent)


#10 How to Preview a Final Status Email before Sending?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Final Status in horizontal menu
  5. Select Preview Status
  6. Click See Email link beside an abstract final status to preview
    • Note: any [hotkey] items that have been embedded in the preview email will be inserted

#11 How to Change the Reply-To Email Address for Final Status Emails?

The Final Status notification emails will be sent from the email address defined in the Speaker Module Settings in the Module Email address field.

To change the module email address, click here


#12 How to change the Final Status on a Submission?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Manage and locate the submission to update, click on the row it appears on
  4. Click Review in horizontal menu
  5. Select Submission Review (or select Paper Review if using Paper Review module)
  6. For Submission Final Status field, click dropdown and select a new / blank status
  7. Click Assign Final Abstract Status button

#13 How to edit Final Status wording?

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu,
  4. Select Manage Status
  5. Click the radio button for a Final Status
  6. Update the Status field
  7. If applicable, make updates to your email subject/content
  8. Scroll down and Click Update Status

#14 How to View Submissions with a certain Final Status?

  1. Click Dashboard
  2. Click your Speakers Module
  3. In left-side menu, click the < symbol next to the Manage Submissions button
  4. Select By Final Status
  5. In th drop down menu, select a Final Status
    • The list of submission in the grid will display all matching submissions.
    • NOTE: Click on a submission, click 'Login as' under the primary contact name to see the front-end

#15 How to Delete a Status?

  1. Click Dashboard
  2. Select the Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Final Status located in the horizontal menu
  5. Select Manage Status
  6. Click the radio button for a Final Status
  7. Scroll down and locate the Delete Status button on the bottom right-hand corner
  8. Click Delete Status button

#16 Other Email / Download help references

List of other sections with Email help

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