Overview of the abstracts table

The Abstracts data page is where you will find the list of all submitted abstracts and their data.

Above the table you will find 3 numbers and a list of action buttons.

Number of abstracts

  • Selected: the number of abstracts selected with the checkboxes in the table.
  • Filtered: the number of abstracts that correspond to your filters.
  • Total: the total number of abstracts in your table.

Task buttons

  • Send email: send email to authors.
  • Generate Booklet: generate a Word document with all abstracts in uniform format.
  • Export: generate Excel reports.
  • Add: add a new abstract.

Abstract actions

Each abstract has an action column with a button to delete an abstract and a button to access the submission form.

Abstract ID

Each abstract has an ID assigned based on the order of submission. You can edit the ID for every abstract.

If you edit an ID and another has the same ID, the doublons IDs will be in red like in the example below.

Change acceptance status

Each abstract has an acceptance status for each presentation type they were submitted for. You can click the dropdown menu and change the status of each abstract for each type.

  • Pending. The default value.
  • Accepted.
  • Rejected.

Publish abstracts

Abstracts can be published automatically when submitted, when accepted or never, depending on your parameter in Website pages -> Abstracts. You can toggle the visibility of each abstract individually with the Publish column.

Filter and sort abstracts

You can filter you list of abstracts using the dropdown menu of each column that correspond to a multiple choice question. You can also sort your list alphabetically using the icons next to certain column name.

In the example below, we quickly found abstracts that were accepted for an oral presentation and that were submitted for the Astronomy topic. Note that numbers in the Filtered section above the table, dynamically updates.

Send email and acceptance notifications to authors

You can mass email different segments of your authors directly from Fourwaves, for example to send reminders or acceptance notifications. We recommend you always ask for a confirmation from your authors to confirm they received and accepted your invitation. You can choose to which segment you wish to send an email:

  • All authors.
  • Those that correspond to certain filters.
  • Specific authors selected in the table.

Combine filters to find the right segment and refine further by selecting specific authors using the checkboxes, then click Send email.

Choose to which segment you'd like to send the email. Then write the email's subject and message.

Insert form values

You can insert variables in your message that will adapt to the submission's values. If a given variable doesn't have a value for an abstract it will be replace by a hyphen '-' in the message.

In the example below, a reminder email will be sent to all authors accepted for an oral presentation for the topic Astronomy. The email shows the abstract title and ID.

Generate the abstract booklet

Generate an abstract booklet in a uniform Word format. You can export multiple booklets per category and combine them into one document depending on how you want to organize the information inside the booklet.

Because it is a word document, you can add other sections, like a foreword, list of speakers or schedule.

In the example below, an abstract booklet is created with all abstracts accepted for a Poster presentation and sorted by ID.

Particularité du livret

The booklet contains two sections:

  1. The list of all abstracts with the ID, title and presenting authors only.
  2. The full abstracts.

Edit the style of the whole document easily

You will find different styles in the Styles palette of the Word document to format certain sections automatically like the title, authors, presenting author affiliations and the abstract text.

Export to Excel

You can easily generate Excel reports for a given segment and in a specific order.

Choose abstracts segment to export

You can export all abstracts or a subset (filter or manually select abstracts).

Sort the list in the desired order

Sort the abstracts list in the desired order, then click Export to show the export menu.

Select columns

Select which columns you would like, then click Export to Excel.

In the example below, all abstracts accepted for Oral are sorted and exported in alphabetical order of title.