Icon for Call for papers taskflow solution

Call for papers

The 'Call for papers' taskflow assists you with processing conference paper proposals - accepting or rejecting the submitted proposals, and getting back to the applicants once decisions have been made.

A step-by-step guide to Call for papers

This guide will explain the 'Call for papers' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: A proposal is submitted and reviewed

In this section, an applicant submits their proposal, and the conference overseer is notified of the application and reviews the proposal.

Call for papers

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice that there are three faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when an applicant fills in this form with their personal details and a description of their proposal.
Call for papers

Notify organiser

The conference overseer receives an email informing them that a new proposal has been submitted. All of the details from the first form are displayed in the email for the conference overseer to view. A link at the bottom of the email leads them to review the proposal in the next task. Kotive creates the content of the email by pulling in the applicant's details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the conference overseer, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Notify organiser

Review

This form has two conditions:

Activate this task when...
'Role' IS 'Conference overseer'
OR
'Role' IS 'Account Owner'

This form is only displayed to the conference overseer, or to the owner of the account (that's you).

The conference overseer accepts or rejects the proposal.

The conference overseer's decision in this form leads to one of two potential emails being sent to the applicant in the next step (these are the 'Accepted' and 'Rejected' emails).

This is possible because of conditions.
Review


Section 2: Notifying the applicant

The applicant receives an email notifying them of the conference overseer's decision about their proposal.

Accepted

The only condition on this form is:

Activate this task when...
'Review' IS 'Accepted'

This email is only sent if the conference overseer approved the proposal in the previous form task.

The applicant receives an email notifying them that their proposal has been accepted.
Accepted

Rejected

The only condition on this form is:

Activate this task when...
'Review' IS 'Rejected'

This email is only sent if the conference overseer rejected the proposal in the 'Review' form task.

The applicant receives an email notifying them that their proposal has been rejected.
Rejected

After the 'Accepted' or 'Rejected' email has been sent, the 'Call for papers' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Call for papers taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!