About Plugins #

LoA or Letter of Acceptance is a statement issued by the journal manager stating that the article submitted by the author is declared eligible for publication. This letter usually also mentions when the article will be published, detailing the volume and edition.

In principle, the LoA is documentary proof that the articles submitted have been accepted for publication. During the publishing process is complete, the author can use this certificate as a substitute for physical evidence in the form of a complete printed journal or PDF document (or another format) that can be accessed online at OJS

Letter of Acceptance Plugin for OJS Plugin by Openjournaltheme #

This plugin allows administrators to generate acceptance letters automatically after authors submit their articles. This plugin allows you to customize the template then our plugin works or generates mail. the plugin will work on submissions with production and published status on:

1. Future issues
   You can generate a letter of acceptance of a submission with the status of production and that the submission has been assigned to a future issue.
   
2. Back issues
   You can generate a letter of acceptance for a submission with the status published and the submission has been assigned to a future issue or back issue.

This plugin is mainly developed for OJS 3.2.x or higher.

Thank You #

We are the team on openjournaltheme.com and would like to say thank you for downloading or purchasing this plugin. It takes countless hour of effort from our staff in developing and testing this product and more months to come as we maintain this plugin and add another feature. 

Our team strives to bring this high-quality plugin, but we always need your help to give us more suggestions or any response to anything about this plugin. 

The package that you find on the dashboard of your My Account Page : 

ojtPlugin.tar.gz

Requirement: #

• Minimum OJS version 3.2.x or newer
• Your PHP server has the extension installed: PHP-zip, PHP-curl ( Usually it is installed automatically )
• your server accepts connections from outside

How does the Letter of acceptance plugin work? #

This workflow will explain how this plugin interacts with Letter of acceptance & OJS and your role as Journal Manager for make it works.

License Notice #

This license is of the type of quota subscription, which means that when the quota is generated or usage has run out, you can no longer use the main features of the LoA OJS3 Plugin. When the subscription quota has run out, please extend the quota so you can continue to use our services.

Installation  #

1. OjtPlugin Installation (required) #

Note:
1. If you already have ojtPlugin, you can skip the ojtPlugin installation tutorial, you can skip this step
2. If you have an outdated version, it is strongly to update to the newest version here: How to update OjtPlugin

Follow this page for the installation of OjtPlugin:

How to install OjtPlugin

2. Plugin Installation #

Once you have OjtPlugin installed, you need to open the OJT Control Panel in the back end system and the left menu.

Then you need to access the Product Gallery to download the plugin.

Scroll down and find the Letter of Acceptance plugin then click the Install.

After successful installation, go to the Plugin Installed tab, then activate the plugin and click the plugin name to configure.

After the plugin is activated, the Letter of Acceptance menu will appear on the left sidebar.

On the dashboard page, please configure the details below:

Subscription Mode:
In this option, please select the mode according to the license you purchased, generally if you make a purchase on package 1 and package 2 then you will get a single journal license type, while package 3 you will get an Institutional license type.

Token:
Please enter the token code you received in the purchase email, and in the future, to add additional quota from a new purchase, please enter it again in this section.

Editor in Chief:
Enter the editor’s name in this column

Editorial Email:
The email entered in this column will be used as the main email that can edit the LoA template, so make sure to be able to customize the LoA template the email has been logged in to your browser device. And make sure the email you enter is the type of Google Mail / G-suite.

After successfully saved, please enter on the dashboard page.

After the plugin is installed properly, the initial appearance of the plugin looks like this:

Then please select the issue that will be generated for the Letter of Acceptance

How to customize the template letter of acceptance? #

In the LoA plugin, you can customize the appearance of the template according to the template you want. You can start customizing the template on Settings – Layout – Edit my layout 

On the Google Doc page as shown below:

You can add images to the headers, background templates, and text templates, we recommend that you don’t make changes to the text that is in {{….}} or you can delete it if you think the content in the template is not needed. Because this custom template will also be used in the next template generation process.

Note :
1. You must use the same google account as the one you registered with the LoA plugin to be able to edit the template. To reset the email in the LoA you can visit Letter of Acceptance Settings- Account.
2. To change the default email in G-mail, see the following tutorial: How to change default gmail
3. To get the results of the changes and custom that have been made, make sure you close the previously edited Google document, then you can click preview on the article in the LoA issue menu.

Variable LoA:

Here are some variables that you can enter in the Letter of Acceptance template, this variable will become a template format that will appear on the existing letter of acceptance.

How to know the Letter of acceptance template results? #

To find out the results of the template generated by the LoA plugin, you can see the results of the template before sending it to the author by previewing, clicking the preview

Then a new tab will appear in your browser

How to send an LoA email to the author? #

In this LoA plugin, the email delivery system uses email contained in OJS.

In the LoA plugin, there is also an email template that has been integrated with OJS, this email template will later apply to all LoA temples that you send. For to be able to edit the LoA email template you can edit it on workflow – email – email template type in the search “Letter” Then it will appear as follows:

Klik edit pada template letter of acceptance untuk dapat melakukan editing.

If you haven’t already setup email in your OJS, you can set up it in config.inc.php in this section:

If your OJS has been set up and can send emails well, then you can directly send emails by pressing the send button.

How to see the history result generated by the template? #

This Letter of Acceptance plugin can also be an archive of documents that you have sent to the author, to view the archive you can visit it on Letter of Acceptance – List issue – click on quota

How to renew the Letter of Acceptance Quota? #

To renew the quota, you can reorder the product and choose the quota package you choose.

After you place an order, re-enter the license you got from the purchase

Refresh the quota to bring up a new total quota 

Paper – Letter Number (Auto Increment) #

In this feature you can also set the numbering automatically which will appear on your letter of acceptance by adding the following variables: {{number}}

Troubleshooting Letter of Acceptance #

If you have previously used a product from openjournaltheme and used an older version of ojtPlugin, you may experience an error when installing the Letter of Acceptance. We have listed the errors and how to fix them.

If something went wrong, please contact us.

This error is caused by the version of ojtPlugin on your OJS, it has not been updated, update the ojt plugin with the following tutorial:

Access denied when customizing layout #

Access denied template occurs when you edit the customize template, this happens because the account you registered with the LoA plugin setting account is different from the google account you are currently using. We apply this so that not everyone can edit the template that you have used.

About Support #

Support is for the installation, usage, or bug of the plugin. We may not give support if the request from our client is outside the plugin scope or if the change to the plugin is based on specific user preferences. But if you are in need, we provide additional service for your custom request.  

We would consider adding the additional features that are asked by the client as the new feature that will be implemented with the plugin in the next release. 

You will get support and plugin updates forever after you use plugins from openjournaltheme.

When your subscription quota has run out, you can re-purchase quota items according to your needs in your journal. We’re sure you understand that it will take time, money, and effort to provide high-quality support and plugins. Your support is important for us as it would help us to implement any new feature for this plugin.

End Of Documentation – Thanks Your #

You reach the end of the documentation. If you have any opinions, questions, or suggestions to make this theme better please reach us at [email protected] 

Do not hesitate to contact us, it would be great to hear any feedback from our customers.

How to report a bug or get help #

Need Help? 
To get a quick response when you have detailed questions or have technical problems regarding the use of LoA, you can ask them via ticketing on your account dashboard on openjournaltheme or you can send an email to [email protected]. We would be glad to fix it. 

Muhammad Al Madani

Hello! I'm Almadani, Customer support OJS from Openjournaltheme. Have a passion for helping solve publisher problems, have knowledge and experience related to the use of OJS, OMP and Eprints.