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Automated emailing of registered DOIs to ETD authors

Add a scheduled job that automatically emails ETD authors the DOI registered in Esploro for their thesis/dissertation using the email address imported from ETD Admin. Otherwise the DOI is created for the work, but the authors don't even know the DOI exists.

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David Cupo shared this idea  ·   ·  Admin →
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  • David Cupo commented  · 

    To elaborate on this request, here's a more detailed description written by Amir Shamsolnizam based on an Ex Libris support case we at Drexel filed:

    Enable automatic notification letters for ETD authors in mediated deposit workflows

    Description:

    As a library administrator managing an institutional repository, we want to automatically notify ETD authors when their dissertations/theses are approved and published in Esploro, so that students are informed about their work's availability and can access their assigned DOI for future reference.

    At Drexel, ETDs are deposited in Esploro either via SWORD integration upon delivery in ETD Admin or directly via manual deposit on behalf of the student-authors.

    Currently, Esploro supports notification letters for self-deposited research assets, but institutions using mediated deposit workflows have no mechanism to automatically notify the student authors when their work is approved and made available in the repository.

    This creates a communication gap where students remain unaware that:
    1. Their ETD has been approved and published
    2. A DOI has been registered for their work
    3. Their research is now discoverable in the institutional repository

    Libraries using mediated deposit workflows need the ability to send professional notification letters to ETD authors that include:
    • Confirmation that their work has been approved for publication
    • The assigned DOI for future citations
    • Direct link to access their published work
    • Contact information for repository support
    • Dynamic email subject lines that incorporate metadata variables (e.g., asset title, author name, degree type)
    • Access to comprehensive metadata fields in letter templates, including ETD-specific information such as degree program, project type, subtitle, and other descriptive elements currently unavailable in the letter data structure

    This enhancement would improve the student experience and ensure ETD authors receive timely, professional communication about their published research, regardless of the deposit method used by the institution.

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