How to get an email notification on article submission (OJS 3.3)

Hello,
Our editor is asking how to get email notifications when an article is submitted. I am told from the editor it used to work in the past (one year ago perhaps ?). They used to receive emails whenever a new article was submitted.

We are running OJS 3.3.0.11

So far, i have checked that the “Submission Acknowledgement” email templates are enabled and all notifications are enabled in the editor’s profile. I did a “login as” and checked the editor’s notification settings, all but “Statistics report summary.” are enabled.

My knowledge of OJS is basic so i might have overlooked something trivial.

Thanks for the help!

Hi @Linn9000,

Hmmm… typically, if one has this notification enabled under the profile:

Submission Events

A new article, “Title,” has been submitted.* Enable these types of notifications.

that should be enough to trigger it. Are they assigned to any specific section, and have you tried submitting an article to that section so as to trigger that email being sent? Are there other prepared emails being sent?

-Roger
PKP Team

Hi @rcgillis ,
Other emails are sent properly from OJS.
I have checked and the user is member of the following roles: Journal Manager, Author and Reviewer.
Should we add the Journal editor role for emails to be received for all articles submitted ?
Or should we add the Section editor role and assign the account in all sections ?

Thanks

Hi @Linn9000,

I would suggest adding both the editor and section editor roles if they are applicable to the editor’s role within the system. Once you’ve added the roles, you could try to check their notification settings as well to see if this enables new settings options for notifications.

-Roger
PKP Team

Hi @rcgillis,
Your suggestions helped me pinpoint a strange issue. Thanks for the help!

What i gathered so far on our problem:
It the past, users and roles were imported from the sample.xml file : ojs/sample.xml at main · pkp/ojs · GitHub

We have a multi journal installation. In my test journal, things worked properly as soon as i removed all members of roles like “Press editorxx” which were created in the past when importing users from the sample.xml template. Otherwise, only members of this role were recieved emails

Even those with only the “Journal manager” role got notified by email, exactly as wanted.

Next week i’ll be able to test this again in one of our real journals, not the test one.

At least in the past, I encountered the strange issue that emails were only sent/received if exactly one user had a specific role within the journal (Journal Manager, Section editor, Journal assistant). With two users with the same role, e-mails were not sent out.

It turns out we did not understand this part of OJS : https://docs.pkp.sfu.ca/learning-ojs/en/editorial-workflow#submission-notifications

To solve our issue, we’ve added the “Section editor” role to the account and then activated this account as an editor for the relevant sections.

Our Journal Manager is going to see how it goes but I’m hopeful it answers their needs.

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